Privacy policy
The Private Clinic is committed to ensuring the privacy of our patients and website visitors. This policy explains what personal data we may collect about you when you interact with us and how we use it.
Our Promise
Service: We will only use your data to improve your experience of our services
Patient Safety: We will only use your sensitive personal data to ensure your care and safety
Keep in touch: We will only contact you about things you have shown an interest in
Your Personal and Sensitive Data
Under data protection legislation, the data we hold about you can be categorised as follows:
Personal data: This is data related to an identified or identifiable person. Examples of personal data we collect and process include names, email addresses, location, telephone numbers, ID numbers and online identifiers. Where this policy states “your data/your personal data” we are referring to Personal Data unless otherwise stated.
Sensitive personal data: Sometimes referred to as “Special Category Data”, this is data that is deemed to be more sensitive than the above personal data. For example, medical records, genetics, biometric data, details of ethnicity, sexual orientation or other health data. We only use this data for the purposes of your treatment and to ensure you care and safety as a patient. We never use your sensitive personal data for marketing purposes.
What Personal Data Do We Collect?
Details gathered as part of the provision of healthcare or other goods or services to you
Whilst using our website you may submit information to us via an enquiry form. This may include your name, email address, phone number and postcode. We require this information to contact you regarding your enquiry and to better understand demand for our services
Details of your interactions with us through our call centre, in clinics or online. For example, we may record calls or make note of conversations and maintain phone call logs
Details of services and/or treatment you have received from us or which have been received from a third party and referred on to us
Copies of documents you provide to prove your age or ID where the law or company policy requires
Payment details
Details of your visits to our websites, including how you arrived, which pages you visited, time spent, links clicked and technical information about your device and internet connection
Personal details which help us make suggestions. For example, you may indicate that you have a particular skin condition or concern, which we will use to recommend treatments
The name and contact details (including phone number) of your next of kin
Patient feedback and treatment outcome information you provide
Information about complaints and incidents
Other information received from other sources, including from your use of websites and other digital platforms we operate or the other services we provide, information from business partners, advertising networks, analytics providers, or information provided by other companies who have obtained your permission to share information about you
Where you have named someone as your next of kin and provided us with personal data about that individual, it is your responsibility to ensure that that individual is aware of and accepts the terms of this privacy policy.
How And Why Do We Use Your Personal Data?
We want to give you the best possible experience from your very first interaction with us. One way to achieve this is to better understand who you are by collecting data about you.
We use this to provide goods and services to you and to make improvements to our service and to communicate information that you are likely to be interested in. There are many cases where we are required to collect and process data about you either to fulfil our contractual obligations to you or to comply with the law.
We use your personal data for the following purposes:
To provide healthcare or other goods or services to you
To contact you regarding your enquiry – we have to collect and process your data in order to fulfil your request for further information or to book an appointment
To provide you with further information about the subject of your enquiry so you understand your options and can make an informed decision
To remind you by email to book subsequent appointments for a treatment you have previously had which requires ongoing review
To contact you regarding your appointments and treatments – we want to make sure you don’t miss your appointments
With your consent, we will send you special offers and news via email – to keep you up to date with our promotions
To tailor the content of our communications – to make it more relevant to
For business performance analysis – to ensure we continue to provide the best service
To make sure we’re speaking to the right person – to help prevent and detect
To take payment and process refunds
To provide customer service and support
How Long Do We Keep Your Data?
We retain your records for certain periods (depending on the particular type of record) under our retention of records policy or as required by law or guidance. This is to ensure that information is properly managed and is available whenever and wherever there is a justified need for that information, including to support patient care and continuity of care; to support evidence-based clinical practice and to assist clinical and other audits; to support our legitimate interests, and to meet legal requirements.
Cookies & Similar Technologies
To help us give you the best possible experience, our websites and emails contain cookies, web beacons and similar technologies. Cookies are small, harmless text files that are downloaded to your computer/device when you visit websites. They serve a range of purposes such as helping us understand our website usage, activity and user behaviour. For more information, see our Cookies Policy.
Who Do We Share Your Data With?
We never sell your data to any third parties. We want to maintain your trust as a reputable company and believe this is essential to ensure this.
However, we may have to share your data for the purposes outlined above. As such, we may share your data with:
those involved in your treatment, such as: doctors, clinicians and other health-care professionals
service providers that help us deliver our emails and electronic communications to you support our website, phone handling and other IT/business systems; and provide analytics services
facebook and Instagram to show you our services that might interest you whilst you’re browsing the internet or on social media platforms. This is based on your acceptance of cookies on our websites. See our Cookie Policy for further details
people or organisations we have to, or are allowed to, share your personal data with by law for example, for fraud-prevention or safeguarding purposes, or for regulatory investigations, including with the Care Quality Commission and medical or professional regulators such as the General Medical Council
a third party if we restructure or transfer our business or its assets or have a merger or re-organisation (in which case personal data we hold about our patients or visitors to the website may be one of the assets the third party takes over)
any member of our group
where necessary to comply with our obligations or as permitted by law and with our legal and other professional obligations
We require all third parties who process data on our behalf to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
What Are Your Rights?
You have many rights relating to your personal data including:
The right to access the personal data we hold about you
The right to request the correction of inaccurate data about you. If we hold inaccurate or out of date information about you, you can request that we change or update it
The right to request that we delete your data or stop processing it – in some instances such as where we no longer need it, we can delete your personal data
The right to stop direct marketing – You have the absolute right to stop our use of your personal data for direct marketing purposes. In this instance we must always comply with your request
The right to withdraw your consent – Whenever you have given us your consent to use your personal data, you have the right to change your mind and tell us
Please note there may be instances where we refuse your request for any of the above (unless otherwise stated) where we have a strong overriding reason or are legally obliged to. We may also be required to continue to hold healthcare records for you in order to comply with law or to provide care to you.
If you wish to exercise any of your rights, have a complaint or questions about this policy, please see the “Who are we?” section for contact details.
Changes To This Privacy Policy
We may update this privacy policy from time to time to reflect how we use your personal data. We will notify you by e-mail (if we hold your email details) or as appropriate (through suitable means through our website or otherwise) of any material changes.
Complaints
If you have concerns about aspects of the way your data has been handled or used by us and are not satisfied with our response, you can report your concerns to the UK Information Commissioner Office (ICO). Details of how to do this are on the ICO website (https://ico.org.uk).
Any Questions?
We hope this privacy policy has been helpful in setting out the way we handle your personal data and your rights. If you have any questions that haven’t been covered, please contact at info@completeaesthetics.uk
Or write to: Michelle Wink, 3 Howards Hill Green, Ayelsbury, Bucks, Hp19 9AS