Medical Records Policy

How medical records are handled across Refyn and the clinics in our network — what we hold, what the clinic holds, and how you access either.

What Refyn holds

We hold a coordination record for each patient — the information you provide via the quiz, your messages with us and the clinic, photos you upload, your booking and itinerary, and any communications relating to aftercare. We don't hold clinical records (consent forms, operative notes, post-op reports) — those sit with the clinic.

We retain coordination records for 7 years after the date of your procedure, in line with statutory retention periods for medical-related records.

What the clinic holds

Your clinic holds the formal medical record: pre-operative assessment, anaesthetic chart, operative notes, post-op observation, discharge summary, and any imaging. Retention periods, access procedures, and copying fees are governed by the law of the clinic's country and its own policy. Most clinics in our network hold records for 10–30 years.

Accessing your records

From Refyn: email privacy@refyn.health with your booking reference. We'll send a complete export of your coordination record within 30 days, free of charge.

From the clinic: request directly from the clinic — we'll provide their records contact on request. Most clinics provide records electronically within 14–30 days. Some may charge a small administration fee in line with their country's rules.

Sharing records with another provider

If you'd like your records sent to another doctor (your GP, a UK consultant, or a follow-up clinic), we'll help you write the request. Your authorisation is needed before any record is shared.

Photographic records

Pre- and post-procedure photos uploaded to Refyn are stored encrypted and visible only to you and the clinic you choose to engage. Photos are never used in marketing, case studies, or published materials without your separate, explicit, written consent.