Summary: Kin Code Genetics collects only the personal and health information necessary to provide you with a genetic counselling consultation. We store your data securely on EU-based servers, never sell it, and delete it in line with our retention policy. You have full rights over your data at any time.
1. Who we are
Kin Code Genetics is a telehealth genetic counselling service trading as Kin Code Genetics, operated by Melissa Clasen, a board-certified genetic counsellor registered with the Health Professions Council of South Africa (HPCSA) and the European Board of Medical Genetics (EBMG).
Data Controller: Melissa Clasen trading as Kin Code Genetics
Email: hello@kincodegenetics.com
Website: kincodegenetics.com
2. What data we collect
Personal information
- Full name, date of birth, preferred name and pronouns
- Email address and phone number
- Country of residence
- GP or primary clinician details
- Emergency contact details (optional)
Health and genetic information (special category data)
As a genetic counselling service, we collect and process health and genetic data. This is classified as special category data under UK GDPR and is handled with the highest level of care. This includes:
- Personal and family medical history
- Previous genetic test results and reports
- Cancer history, reproductive history and pregnancy information where relevant
- Ethnic ancestry (relevant to certain genetic conditions)
- Information about genetic conditions in family members
Booking and payment information
- Appointment date, time and consultation type
- Payment is processed by Stripe — we do not store card details
3. Legal basis for processing
We process your data on the following legal bases under UK GDPR:
- Contract performance — to deliver the consultation service you have booked and paid for
- Explicit consent — for processing special category health and genetic data, which you provide via the intake form consent statements
- Legitimate interests — for administrative purposes such as sending appointment reminders
- Legal obligation — where required by our regulatory bodies (HPCSA, EBMG)
4. How we use your data
- To prepare for and conduct your genetic counselling consultation
- To produce your written summary letter following your consultation
- To send appointment confirmations and reminders
- To communicate with your GP or treating clinician where you have consented
- To comply with our professional regulatory obligations
- To process payment for your consultation
5. Who we share your data with
We do not sell, rent or trade your personal data. We may share your data only with:
- Stripe — for secure payment processing (their privacy policy applies)
- Cal.com — for appointment scheduling (EU data storage)
- Zoho Mail — for secure email communication (EU data storage)
- Formspree — for secure intake form submission
- Your GP or clinician — only where you have explicitly consented
- Regulatory bodies — only where required by law or professional obligation
6. Data storage and security
Your data is stored on EU-based servers in accordance with GDPR requirements. We use the following security measures:
- All data transmitted to and from our website is encrypted via HTTPS/TLS
- Email communications are handled via Zoho Mail on EU servers
- Intake form data is transmitted via encrypted connection through Formspree
- Documents containing genetic test results are stored in encrypted email storage and deleted following your consultation
- We do not store card payment details — all payments are handled by Stripe
7. How long we keep your data
- Consultation records and summary letters: 7 years from the date of consultation, in line with standard healthcare record retention requirements
- Genetic test documents sent by email: Deleted within 30 days of your consultation
- Booking and payment records: 7 years for financial compliance purposes
- Marketing communications: Until you unsubscribe
8. Your rights
Under UK GDPR you have the following rights:
- Right of access — you can request a copy of all personal data we hold about you
- Right to rectification — you can ask us to correct inaccurate data
- Right to erasure — you can ask us to delete your data (subject to legal retention requirements)
- Right to restrict processing — you can ask us to limit how we use your data
- Right to data portability — you can request your data in a portable format
- Right to withdraw consent — you can withdraw consent for processing health data at any time
- Right to object — you can object to processing based on legitimate interests
To exercise any of these rights, please email hello@kincodegenetics.com. We will respond within 30 days.
9. Cookies
Our website uses only essential cookies required for the site to function. We do not use tracking, advertising or analytics cookies. No cookie consent banner is required as we only use strictly necessary cookies.
10. Third-party links
Our website contains links to third-party services including Cal.com, Doxy.me, LinkedIn and Instagram. We are not responsible for the privacy practices of these services. Please review their privacy policies separately.
11. Children's data
Our services are intended for adults aged 18 and over. Where a consultation relates to a child, the parent or legal guardian is responsible for providing consent. We do not knowingly collect data directly from children under 18.
12. International data transfers
We serve clients in the UK, Europe and South Africa. Your data is stored on EU servers and is protected by GDPR. For South African clients, we also comply with the Protection of Personal Information Act (POPIA).
13. Complaints
If you have concerns about how we handle your data, please contact us first at hello@kincodegenetics.com.
If you remain unsatisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) in the UK at ico.org.uk, or the Information Regulator in South Africa at justice.gov.za/inforeg.
14. Changes to this policy
We may update this privacy policy from time to time. The date at the top of this page shows when it was last updated. We will notify clients of material changes by email.
15. Contact
For any privacy-related queries:
Kin Code Genetics
hello@kincodegenetics.com
kincodegenetics.com