Privacy policy

In-OVO Fertility Clinics Ltd is committed to protecting the privacy of your personal data and to handling your personal data in a transparent and responsible manner in accordance with the UK GDPR, the Data Protection Act 2018 (DPA 2018) and the Data (Use and Access) Act 2025 (DUAA) as well as any other relevant Data Protection Regulations. 

This Privacy Notice explains how and why we collect, process and disclose your personal data. It also outlines your rights in relation to your personal data. Please read the following carefully. 

This Privacy Notice is current from 13/04/26. From time to time, we may make changes to our policy, processes and systems in relation to how we handle your personal data. We will update this Privacy Notice to reflect any changes. Those changes will be available on our website and in the clinic. 

In-OVO Fertility Clinics Ltd (Company Registration Number: NI616463, who is the data controller for the personal data we process all patients, unless otherwise stated.  

All patient data collected in the Medical Record System is stored in the United Kingdom and is processed as per this Privacy Notice and only trained authorised staff can access patient’s data. 

There are many ways you can contact us, including by phone, email, post and Patient Portal. 

Thérapie Fertility — Portside Business Park, 189 Airport Rd W, Belfast BT3 9ED, United Kingdom

Contact number: +44 28 9620 7100

Email: info@in-ovo.co.uk

Company registered address: In-OVO Fertility Clinics Ltd, 36-40 Ann Street, Belfast, Northern Ireland, BT1 4EG

Our Data Protection Officer is Cyrille Kuster. You can contact him at info@in-ovo.co.uk or via our postal address. Please address the envelope to ‘Data Protection Officer’.

Personal data refers to information relating to an identified or identifiable person. It does not include data that has been anonymised and cannot be traced to an identified or identifiable person.

We currently collect and/or process the following personal data:

• Identifying and demographic information: full name, Date of Birth, gender, address, Passport number / Driver’s license, phone number(s) and email address, baby NHS number, Marriage Certificate.

• Medical and health information (special categories): physical and mental health, test results, disabilities, family or individual health history, medical information relevant to your treatment at the clinic, blood type, ultrasound pictures, drug prescriptions.

• Relationship and sexual information (special categories): sex life information, information regarding sexual orientation and relationship.

• Financial information: payment preference, bank account details, credit cards information through Global Payments (PCI compliant). 

• Digital images: photograph used to perform visual confirmation of identification, CCTV footage, and also ultrasound or hysteroscopy images, images of your eggs, embryos or sperm.

• Communication: record of interaction between patients and clinic such as consultations, emails, phone calls and posts; phone-call recordings; voicemails; emails.

• Patient preferences and feedback: opinions and intentions disclosed during communication with clinic, satisfaction survey responses, complaints.

• Electronic device information: IP address and cookies information when visiting our website (see our Cookie Policy).

Most of the personal information we process is provided to us directly by you from the following sources:

• Website contact form

• Website visits through cookies (see our Cookie Policy for more details)

• Phone or email queries

• Information you sent us on the Patient Registration Form and Health Questionnaires

• Information communicated to and by you throughout your treatment

• Information collected from testing and scanning you have throughout your treatment

On some occasions we will also receive personal information indirectly from third parties such as:

• GP or other specialist referral

• Other medical or corporate referral

• Test results performed by a third-party healthcare provider or laboratory

The table below sets out the purposes for which we process your personal data and the legal basis we rely on for each.

As part of your treatment with In-Ovo Fertility Clinics Ltd, we will need to collect and process information concerning your health and concerning your sex life or sexual orientation. On some occasions, if required for treatment, we may also need to process information regarding your ethnicity and genetic data. 

These information are considered Special Categories Personal Data under the UK GDPR and the Data Protection Act 2018. As such we will only process your Special Categories Personal Data after you have given consent to the processing of those personal data for the purpose of your medical treatment with us. 

Your information is securely stored within our Patient Electronic Database System which also include the integration of our Web Patient Portal.  

The number of paper records processed at Thérapie Fertility will be very limited and will be stored internally in our secured facilities. 

All personal data will be kept as per In-Ovo Fertility Clinics Ltd Retention Policy. All information related to treatments will be kept in accordance with HFE Act 1990 & 2008. Any data necessary to ensure the identification and traceability of donated material will be kept for at least 30 years after clinical use as per the Human Fertilisation and Embryology (Quality and Safety) Regulations 2007.  

Phone call recordings are securely stored at one of In-Ovo Third-Party Provider (see list of sub-processors below) and will be deleted after 3 months. Only In-Ovo authorised staff can access phone recordings and only for quality and training purposes. 

CCTV recordings are securely stored in an authorised staff access controlled area managed directly by In-Ovo Fertility and are not accessible online. Only a very limited number of authorised In-Ovo Fertility staff can access those recordings and only with regards to security purposes and/or access request. CCTV recordings are deleted after 28 days. 

In order to provide you with the best quality of care, and to comply with our legal obligations, some of your personal data will be shared on a need-to-know basis with the following third parties:

• Testing laboratories or other healthcare providers that require your personal data as part of the provision of medical treatment;

• Service providers and other third-party advisors (e.g. legal advisor, insurance) that have access to your personal data as a necessary and controlled part of the provision of service;

• Other companies of the Thérapie Medical Ltd Group that have access to some of your personal data as a necessary and controlled part of the provision of service and clinic operation such as;

• Authorised staff of Thérapie Fertility Ltd registered in the Republic of Ireland as required

• Authorised staff of from IT Services, Marketing Services and Financial Services also working within the Thérapie Medical Group.

• Regulatory bodies such as but not limited to the HFEA (Prism reporting, etc) and the RQIA.

If you wish to obtain more information on third parties with whom your data may be shared, please contact our Data Protection Officer at dpo@therapiefertility.com.

We will not transfer your personal data outside the United Kingdom / European Union except for your Electronic Consent Forms and Website Submission Information which will be stored by approved third party providers on a server located in the US (See List of Sub-Processors). 

Authorised fertility nursing staff based in the United Kingdom at Thérapie Fertility UK Ltd and Thérapie Medical UK Ltd have access to, and will process, Thérapie Fertility's patient data in line with this Privacy Policy.

List of Sub-Processors currently engaged and approved by Thérapie Fertility to process the patient’s Personal Data.

Under data protection law, you have rights including: 

• Your right of access - You have the right to ask us for copies of your personal information. The clinic will conduct "reasonable and proportionate" searches for your data, and we may require further information to verify your identity or pinpoint specific records (e.g., specific treatment cycles), the response timeframe may be "paused" until that information is provided. 

• Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.  

• Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances. This right is not absolute as some data must be kept following other legal obligations such as HFE Act 1990 & 2008, Human Fertilisation and Embryology (Quality and Safety) Regulations 2007 and relevant HFEA Code of Practice. 

• Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.  

• Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances. 

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances. 

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. 

Please contact us at info@in-ovo.co.uk if you wish to make a request. 

If you have any concerns about our use of your personal data, you can make a complaint to us at info@in-ovo.co.uk. We commit to acknowledge receipt of the complaint within 30 days and provide an outcome "without undue delay."

If you are unhappy with how we have used your data, you can also complain to the Information Commissioner’s Office (ICO):

• ICO helpline: +44 (0)303 123 1113

• Complaints: ico.org.uk/make-a-complaint/data-protection-complaints/

• Website: ico.org.uk