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:
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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
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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.
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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
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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 .
Our Commitment
We are committed to protecting your privacy, and the privacy of our website visitors. Any information that will be collected and will be used in accordance with the General Data Protection Regulation and the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations 2003. Information gathered will not be shared with any third party companies for direct marketing.
Who We Are
This Notice applies to all data subjects whose personal data is collected by Willow Tree Aesthetics Limited.
Willow Tree Aesthetics is a clinic that provides an extensive list of treatments for face and body. We provide a bespoke treatment for each client matching the services we offer with the needs of the clients.
Our GDPR owner and data protection representative is Allan Sharpe who will deal with all enquiries concerning Willow Tree Aesthetics use of your personal data and can be contacted directly at allan@willowtreeaesthetics.co.uk
The purpose of this notice is to inform you (data subjects) of what personal data we collect about you in line with the requirements of GDPR.
How We Collect The Data
Willow Tree Aesthetics will generally only receive personal data from the individual concerned directly in the course of conducting business. This may be in person, via email, web form or telephone. However, in some cases personal data will be supplied by third parties (for example online booking platforms or job sites) but only when you have specifically booked a service/treatment or responded to a vacancy offered by Willow Tree Aesthetics on a third party platform.
The Data We Collect
In the course of our business Willow Tree Aesthetics will collect certain types of personal data which will include:
Names, postal addresses, telephone numbers, email addresses, and other contact details (telephone calls may also be recorded for training purposes).
Financial information which could include bank details and credit card details
Personnel files in connection with employment and recruitment
Information supplied in the medical questionnaire about a person’s health and relevant medical conditions that could affect the suitability of treatments
Still images of clients during the treatment process (to assess before and after) and any video captured by the CCTV security system installed at our premises.
Technical information such as cookies, IP address, browser type etc when you visit our website
For any disclosure of information of another person, you must have full consent of the person to disclose and process their personal information in accordance with this policy.
Where Willow Tree Aesthetics is required to process the data of a child (individuals under the age of 16) we will ask for consent to be authorised by the holder of parental responsibility for the child.
Why We Process Your Personal Data
During the course of our business, we need to process a wide range of personal data and we will only do so in accordance with the law. Some of this is done to fulfil Willow Tree Aesthetics' legal obligations including those related to its employees or contractual obligations such as those to its insurers. In other cases, we will process data where it is in our legitimate interest except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject.
Willow Tree Aesthetics believes the following use will fall within the category of legitimate interest:
For the purpose of recommending and providing treatments & products
For the purpose of providing information on pre- and aftercare before and following treatment.
For the purpose of confirmation and reminding individuals of appointments via email & text messages.
For the purpose of our newsletter and other relevant offer emails updating clients on new products and services offered by Willow Tree Aesthetics. You can opt out of this at any time.
For the purpose of security to protect our websites, infrastructure and premises from attacks or threats and to report any illegal activities
Given that we need to collect health information and this is classed as a special category of personal data we need to identify a specific condition under Article 9. The condition on which we rely is that processing is necessary for the purposes of providing health care or treatment.
Who Has Access To Data & Who We Share it With
Personal information gathered will not be shared with any third party companies for direct marketing.
Usually, personal data collected by Willow Tree Aesthetics will remain within Willow Tree Aesthetics and will be processed by appropriate employees. Some of the processing is carried by third parties such as website developers, cloud storage providers but is at all times kept securely and only processed with the directions of Willow Tree Aesthetics.
On occasion, we will need to share personal information, to meet our legal obligations or for contractual reasons, with third parties such as banks lawyers, insurers, accountants or government authorities such as HRMC if you are an employee.
How Long We Keep Personal Data
We are committed to complying with our legal obligation to the retention and deletion of personal information. The type of data and the purpose for collection will determine how long Willow tree Aesthetics will retain your data. We will not process your personal information for purposes longer than necessary.
Employee data can be kept for up to seven years following departure from the company. Details of an unsuccessful applicant to vacancies will be stored for up to one year.
Our insurers require Willow Tree Aesthetics to keep Client records, including medical data, images and treatment data for 10 years from the date of your last treatment following which it will be securely disposed of.
Data of those engaged with the business such as contacts for an active contract or receivers of our monthly newsletter will be retained as long as the service is being contracted or newsletter is being sent.
Emails of those who have opted out of receiving our newsletter services will be kept indefinitely to ensure continued compliance.
Financial and accounting records will be kept for 6 years from the end of the last company financial year they relate to or longer if the tax return was late or if HMRC requests it.
Your Rights As A Data Subject At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:
Right of access – you have the right to request a copy of the information that we hold about you.
Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
Right to be forgotten – in certain circumstances, you can ask for the data we hold about you to be erased from our records.
Right to the restriction of processing – where certain conditions apply to have a right to restrict the processing.
Right of portability – you have the right to have the data we hold about you transferred to another organisation.
Right to object – you have the right to object to certain types of processing such as direct marketing.
Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
Right to judicial review: in the event that Aesthetic Lab refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain.
Complaints
If you believe that we have not complied with our privacy notice you may complain to the Information Commissioner’s office (ICO) although as recommend by the ICO please allow Willow Tree Aesthetics the opportunity to resolve the matter before involving the regulator.
All queries and complaints in the first instance should be directed by email to Allan Sharpe at allan@willowtreeaesthetics.co.uk