Seven Medical Privacy Notice
This notice explains how Seven Medical collects, uses and protects personal information when you visit our website, contact us, or use our pension guidance, analysis, modelling and coaching services.
Who we are
Seven Medical is a trading style of Dimensional Wealth Group Limited, a company registered in England and Wales under company number 15741886. Our registered office is Kensington House, Bishop Auckland, DL14 6HX.
Dimensional Wealth Group Limited is the data controller for the information described in this notice. That means we decide why and how your personal information is used, and we are responsible for looking after it. We are registered with the Information Commissioner's Office under registration number, ZC147987.
Our privacy lead is Rachael Hall. You can contact her by email at info@seven-medical.co.uk, by telephone on [Seven Medical telephone number], or by post at 1 Quicksilver Way, Newcastle-upon-Tyne, NE27 0QQ.
Information we collect
The information we hold depends on your enquiry and the work we agree. It may include:
your name, contact details and date of birth
your occupation, employer and NHS employment history
pension membership and service records, pension statements and tax statements
your retirement objectives, household income and expenditure, and details of other financial resources
our correspondence with you and the reports we prepare for you
When you use our website or book a meeting, we may also collect appointment preferences, information you enter into forms, your IP address, browser and device information, and how you use the site.
Where information comes from
Most of the information we hold comes directly from you when you contact us, book a meeting or use our services. With your authority, we may also receive records from pension administrators, employers, payroll teams, accountants, solicitors, advisers or someone acting on your behalf. Our website and booking providers supply technical and booking information.
If you share information about a partner, dependant or another person, please let them know about this notice. Please keep identifiable patient information out of any documents you send us and out of our meetings.
How we use information and our lawful bases
We keep information for as long as we need it for the purpose it was collected, our legal duties and any potential claims, then delete or securely destroy it.
Enquiries that do not lead to a service: 12 months from our last contact.
Client files, reports and correspondence: 15 years from the end of our service, because pension decisions can give rise to claims many years later.
Billing and accounting records: 6 years from the end of the financial year they relate to.
Meeting recordings and transcripts: 90 days, or until the meeting notes are agreed, whichever comes first.
Marketing preferences: until you unsubscribe. We then keep your email address on a suppression list so we do not contact you again.
Website and booking data: in line with our website and booking providers' settings, normally no more than 26 months.
Where a legal hold or dispute requires us to keep information longer, we restrict its use to that purpose.
Marketing and newsletters
We send marketing emails and newsletters only to people who have opted in. You can unsubscribe at any time using the link in any marketing email or by contacting us. Withdrawing consent leaves services you have bought in place and keeps earlier processing lawful. We continue to send essential service messages, such as appointment confirmations, reports and payment information, because these are part of your service rather than marketing.
Information we need from you
You can browse our website without giving us any personal information. To reply to an enquiry, we need your contact details. To carry out the work you request, we need sufficient pension and financial information; where something necessary is unavailable, we explain the effect on the work and whether we can proceed. Marketing is always optional.
Sensitive information
Some pension work involves special category information, such as health details relevant to ill-health retirement or information about accessibility needs. We collect only what is relevant to your service. Alongside our ordinary lawful basis, we rely on your explicit consent to use this information, which we ask for before we collect it. Where it is needed to establish, exercise or defend legal claims, we rely on that legal condition instead.
Meeting recordings, transcription and AI tools
We may record or transcribe meetings using Zoom, Microsoft Teams, Loom or Otter. We ask your permission before any recording or transcription starts and explain its purpose, the provider, who can see it and how long we keep it. You can decline, and the meeting goes ahead without a recording.
We use Claude (Anthropic) and ChatGPT (OpenAI) to help prepare meeting notes, summarise discussions and draft reports. This can involve processing transcripts and relevant client information through those providers. We use business versions of these tools under terms that stop your information being used to train their models. Every report is reviewed and finalised by a person, and we make no decisions about you based solely on automated processing.
Software providers
We use third-party software to run our business, including Calendly for bookings, GoHighLevel for client records and communication, and CashCalc and FE Analytics for cashflow modelling and analysis. These suppliers process personal information on our behalf, under contract and on our instructions.
Who receives your information
We share information only with people and organisations who need it for the purposes in this notice. They include:
our authorised staff and contractors
providers of our website (Squarespace), bookings (Calendly), email, file storage (Microsoft OneDrive), meetings, client records, payments, accounting, transcription, AI tools and newsletters
pension administrators and employers, when you authorise us to request your records
professional advisers, insurers, regulators or public authorities, where this is necessary and lawful
Seven Medical and Seven Stars Private Wealth are separate businesses. If you ask us to refer you to Seven Stars for regulated financial advice, we tell you what information we would share and ask for your agreement first. Clicking a link to the Seven Stars website does not authorise us to pass on your file.
We never sell your personal information.
Processing outside the UK
Some of our providers process information outside the UK, including in the United States. Before using a provider, we check that your information has the protection UK law requires. Depending on the provider and country, this is through UK adequacy regulations (including the UK–US data bridge) or approved contract terms such as the International Data Transfer Agreement or the UK Addendum. Contact us for details of the safeguard that applies to your information or a copy of it, with commercial details removed where appropriate.
How long we keep information
We keep information for as long as we need it for the purpose it was collected, our legal duties and any potential claims, then delete or securely destroy it.
Information
How long we keep it
Enquiries that do not lead to a service
12 months from our last contact
Client files, reports and correspondence
15 years from the end of our service, because pension decisions can give rise to claims many years later
Billing and accounting records
6 years from the end of the financial year they relate to
Meeting recordings and transcripts
90 days, or until the meeting notes are agreed, whichever comes first
Marketing preferences
Until you unsubscribe; we then keep your email address on a suppression list so we do not contact you again
Website and booking data
In line with our website and booking providers' settings, normally no more than 26 months
Where a legal hold or dispute requires us to keep information longer, we restrict its use to that purpose.
Keeping your information secure
We protect your information with access controls, multi-factor authentication, encrypted devices and secure, encrypted storage and transfer. Only people who need your information for their work can see it, and our contractors are bound by confidentiality. We send documents through secure links rather than unprotected email attachments where possible. If a breach occurs that is likely to put your rights at risk, we will tell you and report it to the Information Commissioner's Office where the law requires.
Your rights
You have the right to:
access the personal information we hold about you
have inaccurate information corrected
have information erased
restrict how we use information
receive information you gave us in a portable format
object to our use of information, including objecting to direct marketing at any time
withdraw consent wherever we rely on it
Some rights apply only in certain circumstances or depend on the lawful basis we use. To exercise a right, email info@seven-medical.co.uk. We may ask for proportionate information to confirm your identity. We respond within one month; if your request is complex or we need clarification, we tell you within that month and explain the next steps.
Questions and complaints
If you have a question or concern about how we use your information, contact our privacy lead, Rachael Hall, at info@seven-medical.co.uk or write to 1 Quicksilver Way, Newcastle-upon-Tyne, NE27 0QQ.
We acknowledge data protection complaints within 30 days, investigate promptly, keep you updated and explain the outcome.
You also have the right to complain to the Information Commissioner's Office, the UK data protection regulator, at ico.org.uk/make-a-complaint. You can do this whether or not you have contacted us first.
Children
Our services are for adults. We do not knowingly collect information from anyone under 18.
Cookies and other websites
Our website uses cookies and similar technologies, as explained in our cookie information. You can manage your choices through the cookie banner.
Booking, newsletter and regulated advice services, including Calendly and Seven Stars Private Wealth, operate their own websites and publish their own privacy information. Please read it when you use those services.
Changes to this notice
We review this notice whenever our services, systems or uses of information change. Where a change materially affects how we use your information, we tell you before the new use begins.
Last updated: 28 October 2026