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Privacy Policy

Aesthetidocs Limited ("Aesthetidocs") is committed to protecting your personal information and respecting applicable data protection laws around the world. This privacy policy explains how we do this, and it applies to your use of our websites, products, and services.

How we use your personal information

We use personal information in order to promote and provide the Aesthetidocs software service, to ensure the security of our websites, and to run our business. We have set out below more information on the categories of personal information that we collect, the specific ways in which that personal information is processed by us, the legal bases which permit us to do this, and the types of partners with whom we share your personal information.

What information does Aesthetidocs collect?

  • Your name, username, and password
  • Your address, email address, and phone number
  • Your payment details
  • Your marketing preferences, including any consents you have given us
  • Information related to the browser or device you use to access our websites
  • Records of your use of Aesthetidocs services
  • Any personal medical information you submit to us when completing any of our forms, documentation or otherwise provided by you as part of booking and managing your appointment with your chosen clinic

How does Aesthetidocs use your information?

We use your information as follows:

  • To fulfil a contract with you or take steps at your request before this:
    • When you use our platform to create and manage a booking with a clinic
    • Providing information and technical support if you ask for this
    • Contacting you with information about changes to services
    • Handling credit card information provided through our websites using PCI-compliant payment services
    • Storing and analysing your information in order to review and progress your job application if you apply to work with us
  • As required by Aesthetidocs to conduct our business and pursue our legitimate interests, in particular:
    • Giving you access to our products or services
    • Providing you with different content within a product or service, depending on how you use that product or service
    • Letting you know about Aesthetidocs products and services by post, email, and phone in accordance with your marketing preferences and laws relating to direct marketing
    • Analysing how you use Aesthetidocs products and services so we can improve our levels of service and develop future products and services, including through the use of surveys
    • Ensuring the security of Aesthetidocs websites and information technology systems and protecting our rights.
  • Where you give us consent:
    • Where we need your consent to process your medical and other sensitive personal information
    • If we need your consent in order to send marketing for Aesthetidocs products and services to you
  • For purposes which are required by law:
    • Sharing your personal information in order to comply with legal obligations to which Aesthetidocs is subject.

How will Aesthetidocs share your information?

We share your personal details:

  • Within Aesthetidocs in order to carry out the processing described above
  • With such clinics or treatment providers with whom you are seeking to make and manage a booking or appointment
  • With third party service providers who process your information on Aesthetidocs’s behalf for the purposes above – such as payment processors, or IT service providers

We will also share your personal information:

  • If we think this is necessary to in order to protect the rights, property, or safety of Aesthetidocs, our employees, our commercial partners, or our customers. This includes sharing information for the purposes of fraud protection and credit risk reduction
  • With government authorities and/or law enforcement officials if required by law.

Giving and withdrawing your consent, and updating your personal information

Where your consent is required for us to process your personal information, we will ask for your consent at the point at which you provide your data. You have the right to withdraw that consent at any time. You can also update your personal information at any time. If you wish to do either, contact us at support@aesthetidocs.com .

Storing your personal information

Your personal information may be stored and processed outside of the country where it is collected, including outside of the United Kingdom or the European Economic Area. When transferring information to others, within the UK, the EEA or otherwise, we ensure that appropriate and suitable safeguards and technical measures are in place to protect your personal data. To do this, we make use of standard contractual clauses that have been approved by the UK authorities and the European Commission with our suppliers, or we implement other similar measures required by laws around the world.

We will only keep records of your personal information for as long as is reasonably necessary for the purposes for which we have collected it, and in order to comply with any statutory or regulatory obligations in relation to retention of records. We respect requests to stop processing your personal data for marketing purposes. This includes keeping a record of your request indefinitely so that we can respect your request in future.

Your rights

You have the right to request access to and rectification or erasure of personal information, the right to restrict processing of your personal information, and the right to object to processing of your personal information. You have the right to object to your personal information being processed on the grounds of Aesthetidocs’s legitimate interests. You have the right to object to us sending you direct marketing and profiling you for the purposes of direct marketing. You have the right to lodge a complaint regarding our processing of your personal information with a data protection supervisory authority in a country where you live, work, or where you believe a breach may have occurred.

Contacting us

The data controller for our websites, products and services is Aesthetidocs Ltd of Lockview House, 49 Lockview Road, Belfast, Northern Ireland, BT9 5FJ.

You can contact us by email at support@aesthetidocs.com .

If you wish to contact our Data Protection Officer, please email dataprotection@aesthetidocs.com .

1. Introduction

The Private Clinic Swansea ("the Clinic", "we", "us", "our") is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, store, and share your personal and special category (health) data, and sets out your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy applies to all clients, prospective clients, and website/enquiry contacts of the Clinic.

2. Who We Are

The Private Clinic Swansea, of 117 Glanmor Road, Swansea, SA2 0RN, is the Data Controller responsible for your personal data. For any queries about this policy or how your data is handled, please contact the Registered Manager, Jodie Grove, at the Clinic address or via the contact details provided at reception and on our website.

3. Information We Collect

Personal identifiers and contact details:

• Name, date of birth, address, telephone number, email address, and emergency contact details.

Special category (health) data:

• Medical history, current medications, allergies, skin type, previous cosmetic or medical treatments, and details of your presenting concern.

• Clinical photographs taken before, during, and after treatment for clinical assessment, treatment planning, and record-keeping purposes.

• Consultation notes, treatment records, consent forms, and aftercare correspondence.

Administrative and financial data:

• Appointment history, payment and billing details (card payments are processed by our payment provider; we do not store full card numbers).

• Correspondence with the Clinic, including enquiries, complaints, and feedback.

Technical data (website):

• If you contact us or make an enquiry via our website, we may collect the information you submit through our contact or booking forms, and standard technical data such as IP address and browser type where applicable.

4. How We Use Your Information and Our Legal Basis

Providing clinical care and treatment:

• To assess your suitability for treatment, provide consultations and treatments, and deliver aftercare — necessary for the performance of a contract with you and, for health data, on the basis of the provision of health or social care (Article 9(2)(h) UK GDPR), supported by our duty of confidentiality.

Health and safety / legitimate clinical interest:

• To maintain accurate clinical records as required by our professional and regulatory obligations, including to Healthcare Inspectorate Wales (HIW).

Administration:

• To manage bookings, send appointment reminders, and process payments — necessary for the performance of a contract and our legitimate interests in running the Clinic efficiently.

Legal and regulatory compliance:

• To comply with our obligations under the Health and Social Care (Quality and Engagement) (Wales) Act 2020, HIW standards, and other applicable healthcare and consumer protection legislation.

Marketing communications:

• Where you have given your specific consent, we may send you information about offers, new treatments, or clinic news. You may withdraw this consent at any time (see Clause 8).

5. Sharing Your Information

We do not sell your personal data. We may share your information with:

• Your GP or another healthcare professional, where clinically necessary and, where required, with your consent.

• Third-party laboratories or specialists for tests, histology, or referrals related to your treatment.

• Our payment processing provider, to process card payments securely.

• Our IT and clinic management software providers, who process data on our behalf under data processing agreements.

• Our insurers or legal advisers, where necessary to establish, exercise, or defend legal claims.

• Regulatory bodies such as Healthcare Inspectorate Wales, where required by law or in response to a lawful request.

We do not routinely transfer personal data outside the UK. Where any service provider does process data outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR.

6. Retention of Your Information

• Clinical records are retained in accordance with our Records Retention Policy and applicable professional guidance, generally for a minimum of 8 years from the date of last treatment, or longer where required (for example, records relating to a minor are retained until the client's 25th birthday, or 26th if the young person was 17 at the conclusion of treatment).

• Financial records are retained for the period required by HMRC (currently 6 years).

• Where you make an enquiry but do not proceed to treatment, your contact details will be retained for a reasonable period to respond to your enquiry, and then securely deleted unless you consent to further contact.

7. Clinical Photography

Clinical photographs are taken as part of your clinical record to support safe and effective treatment. These images are stored securely and are not used for any marketing or promotional purpose unless you have given separate, specific, written consent for identifiable images to be used, which you may withdraw at any time.

8. Your Rights

Under UK GDPR, you have the right to:

• Be informed about how your data is used (as set out in this policy).

• Access a copy of your personal data (subject access request).

• Request correction of inaccurate or incomplete data.

• Request erasure of your data, subject to our legal and regulatory obligation to retain clinical records for a minimum period.

• Restrict or object to certain processing, in particular direct marketing, which you may opt out of at any time.

• Request data portability, where technically feasible.

• Withdraw consent at any time where processing is based on consent, without affecting the lawfulness of processing before withdrawal.

To exercise any of these rights, please contact the Clinic using the details in Clause 2. We will respond within one month, as required by law.

9. Right to Complain

If you have concerns about how we handle your personal data, please contact us in the first instance so we can address them. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent regulator for data protection, at ico.org.uk or by calling 0303 123 1113.

10. Children and Young People

Where treatment is provided to a young person under 18, we handle their personal data in accordance with our Child Protection and Safeguarding Policy and, where relevant, Gillick competency principles. Parental or guardian consent will be sought as appropriate to the young person's age and understanding.

11. Security

We maintain appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure, including secure clinic management software, restricted staff access to clinical records, and staff training on data protection and confidentiality.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. This policy is reviewed at least annually. The current version will always be available at the Clinic and, where applicable, on our website.

13. Contact Us

For any questions about this Privacy Policy or to exercise your data protection rights, please contact Jodie Grove, Registered Manager, The Private Clinic Swansea, 117 Glanmor Road, Swansea, SA2 0RN.