PRIVACY & COOKIE POLICY
Astounding Skin Aesthetics Ltd

​Astounding Skin Aesthetics Ltd is committed to protecting your privacy and handling your personal

information responsibly, securely and transparently.

 

This Privacy & Cookie Policy explains what personal information we collect, why we collect it, how we use and protect it, who we may share it with, how long we may retain it, and your rights in relation to your information.

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It applies when you visit our website, contact us, make an enquiry, book a consultation or treatment, or receive services from Astounding Skin Aesthetics Ltd.

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1. Who We Are

 

Astounding Skin Aesthetics Ltd is a doctor-led aesthetic and minor surgery clinic based at:

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Windmill Surgery
150 Longford Road

Longford
Coventry
CV6 6DR

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Email: astoundingskinaesthetics@gmail.com

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For the purposes of UK data protection law, Astounding Skin Aesthetics Ltd is the data controller for personal information for which we determine the purposes and means of processing.

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2. Information We May Collect

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Depending on how you interact with us, we may collect and process information including:

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• your name, date of birth and contact details;

• address, telephone number and email address;

• appointment and booking information;

• enquiries and communications with us;

• relevant medical history;

• current and previous medication;

• allergies and relevant health conditions;

• previous aesthetic or medical treatments;

• consultation, consent, treatment and aftercare records;

• clinical photographs where appropriate;

• payment and transaction information;

• correspondence relating to your care;

• feedback, reviews or complaints;

• information you provide through our website, booking system, forms, telephone, email or other communication channels; and

• technical information relating to your use of our website, where applicable.

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We only aim to collect information that is relevant and reasonably necessary for the purposes for which it is required.

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3. Health and Medical Information

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Because we provide medical and aesthetic services, we may need to process information concerning your health.

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Health information is treated as special category personal data under UK data protection law and receives additional protection.

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We process relevant health information where this is necessary to assess your suitability for treatment, provide appropriate care, maintain clinical records, manage follow-up care and meet our professional, legal and regulatory responsibilities.

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Where required, we will identify an appropriate lawful basis under UK GDPR and an appropriate condition for processing special category data.

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We do not rely on a general or blanket consent to process all medical information simply because you use our services.

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4. Why We Use Your Personal Information

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We may use your information to:

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• respond to enquiries;

• and manage appointments;

• assess your suitability for consultation or treatment;

• provide medical and aesthetic services;

• maintain appropriate clinical records;

• communicate with you before and after treatment;

• provide aftercare and follow-up;

• process payments and maintain financial records;

• manage treatment packages where applicable;

• respond to concerns or complaints;

• maintain the safety and quality of our services;

• comply with legal, professional, regulatory, insurance and accounting requirements;

• protect our legal rights and respond to legal claims;

• operate and improve our website and services; and

• send marketing communications where we have an appropriate lawful basis to do so.

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We will not use your personal information for purposes that are incompatible with the reason it was collected unless permitted or required by law.

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5. Our Lawful Bases for Processing

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Depending on the circumstances, we may process personal information because:

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• it is necessary to provide a service or take steps at your request before providing a service;

• we have a legal obligation to process or retain the information;

• it is necessary for our legitimate interests or those of another person, where those interests do not override your rights and freedoms;

• you have provided valid consent for a particular purpose; or

• another lawful basis under UK data protection law applies.​

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For special category information, such as information concerning your health, an additional condition for processing is required.

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The appropriate lawful basis and special-category condition depend on the particular processing activity.

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Where we rely on consent, you may withdraw that consent at any time. Withdrawal does not affect processing that was lawful before consent was withdrawn.

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6. Clinical Photographs

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We may take clinical photographs where appropriate to document your condition, treatment, healing or treatment progress.

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Where photographs form part of your clinical record, they are treated as confidential medical information and protected accordingly.

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We will not use identifiable clinical photographs for advertising, our website, social media or other promotional purposes without appropriate separate permission.

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Consent for marketing use of photographs is separate from consent for treatment.

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7. Appointment and Practice Management Systems

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We use Vagaro as our practice management and online booking system to manage appointments, client records, forms, communications and aspects of clinic administration.

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Information processed through Vagaro may include your name, contact details, date of birth, appointment history, forms, relevant treatment information and other information necessary to manage your booking and care.

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When Vagaro processes information on our behalf in connection with our business services, Astounding Skin Aesthetics Ltd remains responsible for determining how that information is used for the provision of our services. Vagaro also has its own privacy obligations in relation to information it processes.

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Vagaro is based in the United States and may process or store personal information outside the United Kingdom. Vagaro states that it uses appropriate safeguards for restricted international transfers of personal information.

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You can read more about Vagaro's data protection and privacy practices here:

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Vagaro – General Data Protection Regulation (GDPR)

Vagaro – Privacy Policy

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8. Payments

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When you make a payment, certain information may be processed by our payment providers.

We do not ordinarily need to retain complete payment-card details ourselves.

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Payment providers may process information in accordance with their own privacy policies and security requirements.

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We may retain transaction information that is necessary for accounting, taxation, refunds, payment queries and business records.

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9. Sharing Your Information

 

​We do not sell your personal information.

We may share information where reasonably necessary with organisations or professionals involved in operating our clinic or providing your care. Depending on the circumstances, these may include:

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• practice-management and booking providers;

• payment providers;

• IT, website and secure communication providers;

• laboratories and histopathology services where relevant;

• healthcare professionals or healthcare organisations where clinically appropriate;

• insurers and professional advisers;

• accountants and other professional service providers;

• regulators or professional bodies where required;

• law enforcement agencies, courts or other authorities where required by law.

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We aim to share only the information reasonably necessary for the relevant purpose.

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Where appropriate, third parties processing personal information on our behalf are required to handle it securely and in accordance with applicable data protection requirements.​​​​​​

 

 

10. International Transfers​​

 

Some of the technology and service providers we use may process or store personal information outside the United Kingdom.

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Where this involves a restricted transfer under UK data protection law, we will take appropriate steps to ensure that a valid transfer mechanism or other appropriate safeguard is in place.

 

These arrangements may include UK adequacy regulations or other safeguards recognised under UK data protection law.​

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11. How We Protect Your Information

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We take reasonable technical and organisational measures to protect personal information against unauthorised access, disclosure, alteration, loss or misuse.

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Measures may include secure systems, access controls, passwords and appropriate procedures for handling confidential and clinical information.

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Access to personal information is limited to those who have a legitimate reason to access it.

No method of electronic transmission or storage can be guaranteed to be completely secure, but we take appropriate steps proportionate to the nature and sensitivity of the information we process.

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12. How Long We Keep Your Information

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We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet applicable clinical, professional, legal, regulatory, insurance, taxation and accounting requirements.

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Different categories of information may therefore be retained for different periods.

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Clinical records may need to be retained for longer periods than routine enquiries or administrative information.

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When information is no longer required, it will be securely deleted, destroyed or anonymised where appropriate.

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13. Marketing Communications

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We may occasionally contact you about relevant clinic services, treatments, news or offers where permitted by law.

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Where consent is required for electronic marketing, we will seek appropriate consent.

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You can withdraw your consent or ask us to stop sending marketing communications at any time by using an unsubscribe option where provided or by contacting us.

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Stopping marketing communications will not prevent us from contacting you where necessary in relation to an appointment, treatment, aftercare, payment, safety matter or other legitimate administrative or clinical purpose.

 

 

14. Your Data Protection Rights

 

Depending on the circumstances and applicable law, you may have rights in relation to your personal information, including the right to:

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• be informed about how your information is used;

• request access to personal information we hold about you;

• ask us to correct inaccurate or incomplete information;

• request deletion of information in certain circumstances;

• request restriction of processing in certain circumstances;

• object to certain types of processing;

• request transfer of information in certain circumstances;

• withdraw consent where processing is based on consent; and

• raise a concern about how your information has been handled.

 

These rights are not absolute and may be subject to legal or professional requirements. For example, we may be required to retain certain clinical records even if you ask us to delete them.

 

To exercise your rights or ask a question about your personal information, please contact us using the details at the end of this policy.​​

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15. Complaints About Data Protection

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If you have concerns about how we have handled your personal information, please contact us first so that we have an opportunity to investigate and respond.

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You also have the right to raise a concern with the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.

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Further information is available from the Information Commissioner’s Office website.

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16. Children

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Our aesthetic treatments and procedures are provided to adults aged 18 and over.

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We do not intentionally collect more information about children or young people than is reasonably necessary.

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There may be limited circumstances in which information relating to a person under 18 is provided to us, for example through an enquiry or communication. Any such information will be handled in accordance with applicable data protection requirements.

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17. Our Website

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When you use our website, certain technical information may be processed automatically. This can include information about your browser, device, website usage and interactions with our pages.

 

Some of this information may be collected using cookies or similar technologies.

 

Our website may also contain links to third-party websites. We are not responsible for the privacy practices of websites operated by other organisations. We recommend reviewing their privacy information before providing personal information to them.

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Cookie Policy

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18. What Are Cookies?

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Cookies are small files or pieces of information stored on or accessed from your computer, smartphone, tablet or other device when you visit a website.

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Cookies and similar technologies can be used to make websites function correctly, remember preferences, understand how visitors use a website and support other website features.

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19. Types of Cookies We May Use

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Depending on the configuration of our website and the choices you make through our cookie controls, cookies may include:

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Strictly necessary cookies

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These are required for essential website functionality, security or services you have requested. Where the law permits, these may be used without consent.

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Functional cookies

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These may help the website remember choices or provide enhanced functionality.

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Analytics cookies

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These may help us understand how visitors interact with our website, such as which pages are visited and how the website is used.

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Marketing or advertising cookies

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Where used, these may help measure marketing activity or provide advertising-related functionality.

The particular cookies available may change as our website and third-party services change.

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20. Cookie Consent

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Where consent is legally required, non-essential cookies and similar technologies will not be used until you have made an appropriate choice through our cookie consent mechanism.

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Simply continuing to browse our website is not treated as consent to non-essential cookies.

 

You can accept, reject or manage non-essential cookies through the cookie controls provided on our website.

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Strictly necessary technologies may operate without consent where an applicable legal exemption allows this.

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21. Managing Your Cookie Preferences

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You can manage your choices through the cookie settings available on our website.

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You may also be able to control or delete cookies through your browser settings. However, blocking some cookies may affect the way certain parts of the website function.

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If you change your mind about optional cookies, you should be able to revisit your cookie preferences and change your choices.

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22. Third-Party Cookies and Services

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Our website is built and operated using third-party technology and may integrate services supplied by other organisations.

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These services may use cookies or similar technologies where permitted by your choices and applicable law.

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Where non-essential third-party technologies require consent, they should only be activated after the appropriate consent has been obtained.

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The exact cookies and providers used by the website may change as our website configuration changes. The cookie consent tool should provide current information about the categories of cookies in use.

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​23. Changes to This Policy

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We may update this Privacy & Cookie Policy from time to time to reflect changes in our services, website technology, third-party providers, professional requirements or applicable law.

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The latest version will be published on this website and the date at the top of the policy will be updated.

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We recommend reviewing this page periodically.

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24. Contact Us

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If you have any questions about this Privacy & Cookie Policy, how we use your personal information, or wish to exercise a data protection right, please contact:

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Astounding Skin Aesthetics Ltd
Windmill Surgery
150 Longford Road,

Longford
Coventry
CV6 6DR

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Email: astoundingskinaesthetics@gmail.com​​​​​​​​​​​​​​​​