Privacy Policy

CUSTOMER PRIVACY NOTICE

At The Hereford Cosmetics Clinic LLP we respect your privacy and the confidentiality of your personal information.

This Privacy Notice explains:

• Who we are

• What personal information we collect

• How we use your personal information

• Who we share your information with and why

• How we keep your information secure

• Your rights

• How to contact us

WHO WE ARE

The Hereford Cosmetics Clinic LLP is the data controller and responsible for your personal data (collectively referred to as The Hereford Cosmetics Clinic. “we”, “us” or “our” in this privacy notice).

If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact us using the details set out below.

Full name of legal entity: The Hereford Cosmetics Clinic LLP

Email address for our DPO:  Herefordcosmetics@gmail.com

Postal address: The Hereford Cosmetics Clinic, Unit 3 , Booth Hall, Hereford, HR1 2LW

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Changes to the Privacy Notice and your duty to inform us of changes

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

WHAT PERSONAL INFORMATION WE COLLECT

The Data We Collect About You

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use and retain different categories of personal data about you which we have grouped together follows:

• Identity Data includes first name, last name, former names, username or similar identifier, NHS number, social media identifiers, marital status, title, date of birth and gender.
• Contact Data includes billing address, delivery address, home address, email address and telephone numbers. We may also ask you for an emergency contact number.
• Financial Data includes bank account, payment card details. When applying for credit this may also include salary, outgoings, ability to pay and credit references.
• Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
• Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
• Usage Data includes information about how you use our website, products and services.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
• Treatment Data includes information about the treatment you wish to (or have) received from us. This information could include ‘health data’
• which is a special category of personal data and therefore requires us to take extra steps to ensure it is adequately protected. Depending on your treatment this may also include photographs which form an important part of your treatment record.

With the exception of treatment data, we do not collect any other special categories of personal data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

If You Fail To Provide Personal Data

Where we need to collect personal data by law or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

COOKIES

The Hereford Cosmetics Clinic website logs IP addresses and uses tracking technology, such as cookies and pixels, to provide a more fluid user experience and allow us to better understand how visitors use our website. These non-essential tracking technologies will only be used with your consent. You can update your preferences by visiting our cookie control centre.

ON WHAT BASIS DO WE COLLECT DATA

How Is Your Personal Data Collected?

We use a number of different channels to collect your personal data. These include:

Direct interactions with you. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

• order or make an enquiry regarding any of our products or services, either online, over the phone or in one of our clinics;
• from your healthcare practitioner if they refer you to us;
• create an account on our website;
• subscribe to our service or publications;
• request marketing to be sent to you;
• enter a competition, promotion or complete a survey;
• give us some feedback or post on one of our social media accounts;
• contact, financial and transaction data from providers of technical, payment and delivery services such as Worldpay based inside the EU;
• Identity and contact data from data brokers or aggregators Experian based inside the EU;
• Identity and contact data from publicly available sources such as Companies House and the Electoral Register based inside the EU. 

HOW WE USE YOUR PERSONAL INFORMATION

How We Use Your Personal Data

We will only use your personal data when the law allows us to and in accordance with this privacy notice. Most commonly, we will use your personal data in the following circumstances:

• where we need to perform the contract we are about to enter into or have entered into with you for the provision of a product or service;
• where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests;
• where we need to comply with a legal or regulatory obligation;
• marketing Activities; and
• to respond to any complaint and help us to establish, exercise or defend legal claims.

Generally, we do not rely on consent as a legal basis for processing your personal data other than in some circumstances in relation to sending direct marketing communications to you via email or text message and the use of non-essential cookies and similar tracking technologies. You have the right to withdraw consent to marketing at any time by contacting us.

Using Your Health Data

In light of the services which we provide to our customers, it will often be necessary for us to use information about your health. Even in the broadest sense of the word, ‘health’ information is a special category of personal data which requires us to have an additional lawful basis for using this information.  Where we use information about your health for the purpose of providing our services to you (or in preparation for us to provide services to you), the additional lawful basis on which we shall rely will be that such use is necessary in order for us to provide you with health care or treatment.

Purposes for Which We May Use Your Personal Data and Our Legal Basis

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data

MARKETING

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. You can choose the channel by which you will receive marketing and change your preferences at any time. We rely on legitimate interest (soft opt in) as our lawful basis to send marketing.

Promotional Offers from Us

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).

You will only receive marketing communications from us if you have requested information from us or have not opted out from receiving marketing by email or SMS. We may also send marketing my post or call you by telephone where permitted to do so by law.

Third-Party Marketing

We will never sell or disclose your data to a third party for the purpose of marketing. We may promote third party products or services on behalf of another organisation, but will only do so where we have your explicit consent.

Opting Out

You can ask us or to stop sending you marketing messages at any time following the opt-out links on any marketing message sent to you or by contacting us at any time. 

Where you opt out from receiving marketing messages, this will not apply to other communications, for example appointment reminders.

WHO WE SHARE YOUR INFORMATION WITH AND WHY

We may have to share your personal data with the parties set out below for. Such third parties consist of:

• IT: Service providers acting as processors who provide IT and system administration services.
• Advisors: Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
• Authorities: HM Revenue & Customs, regulators and other authorities who require reporting of processing activities in certain circumstances.

We require all third parties 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.

We do not transfer your personal data outside the European Economic Area (EEA).

DATA SECURITY

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

DATA RETENTION

HOW LONG WILL YOU USE MY PERSONAL DATA FOR?

 We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. 

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

YOUR LEGAL RIGHTS

Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please click on the links below to find out more about these rights:

• Request access to your personal data.
• Request correction of your personal data.
• Request erasure of your personal data.
• Object to processing of your personal data.
• Request restriction of processing your personal data.
• Request transfer of your personal data.
• Right to withdraw consent.

If you wish to exercise any of the rights set out above, please contact us.

NO FEE USUALLY REQUIRED

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

WHAT WE MAY NEED FROM YOU

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

TIME LIMIT TO RESPOND

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

INDIVIDUAL DATA RIGHTS AND REQUESTS

• The purposes of the processing

• The right to be informed – You can request that we provide ‘fair processing

   information’, typically through this privacy notice

• The right of access - You may request a copy of the personal information we    hold about you using the contact details found on the end of this policy

• The right to rectification - The accuracy of your personal information is  important to us. You have the right to ask us to update or correct your personal information

• The right to erasure – You may request the deletion or removal of personal data where there is no compelling reason for its continued processing

• The right to object – You may object to the processing of your data based on

   legitimate interests

• The right to restrict processing - You have a right to request we ‘block’ or  suppress processing of your personal data

• The right to data portability – You may request to obtain and reuse your data

• The right not to be subject to automated decision-making including profiling.

If you wish to correct, restrict, delete or make changes to your personal information, or any of the data subject rights listed above, please contact us at the address listed below.

HOW TO CONTACT US

If you have questions about this notice, need further information about our privacy practices, or wish to give or withdraw consent, exercise preferences or correct your personal information, please contact us at

The Hereford Cosmetics Clinic

Unit 3

Booth Hall

Hereford

HR1 2LW

Email : info@theherefordcosmeticsclinic.com

HOW TO COMPLAIN

If you wish to raise a complaint about how we have handled your personal data, you can contact The Office of Data Protection who will investigate the matter.

If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law you can complain to our regulator:

Information Governance department

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

0303 123 1113

www.ico.org.uk/concern