Privacy Policy

1. What information we collect, use, and why

We may collect information from you when you fill out a form on our website or during a clinical consultation with us.

We may collect or use the following information to provide our professional services:

• Names and contact details (including telephone numbers and email addresses)
• Postal addresses
• Date of birth
• Health information (including dietary requirements, allergies, and specific health or medical conditions)
• Photographs (used for clinical monitoring and progress tracking)
• Records of correspondence (including emails and detailed notes taken during consultations)
• Identification documents (copies of documents provided for verification)

2. What do we use your information for?

Any of the information we collect from you may be used in one of the following ways:

• To personalise your experience: Your information helps us to better respond to your individual clinical needs.
• To improve patient service: Your information helps us to more effectively respond to your service requests and support needs.
• To process transactions: Your information, whether public or private, will not be sold, exchanged, transferred, or given to any other company for any reason whatsoever without your consent, other than for the express purpose of delivering the purchased product or service requested.

3. Lawful bases

Our lawful bases for collecting or using personal information to provide services and goods are:

• Consent: Where you have given us a clear agreement to process your data for a specific purpose.
• Legal obligation: Where processing is necessary for us to comply with the law.
• Legitimate interest: As a healthcare provider, we have a duty of care to collect information which may directly impact our patients’ health and well-being.

4. Where we get personal information from

We collect information provided by you directly, either through our digital forms or during your appointments.

5. How long do we keep information

In accordance with clinical standards and insurance requirements, we keep your information for a period no shorter than seven years following your last treatment or consultation. After this period has elapsed, all information will be securely erased.

6. Others we may share personal information with

To ensure the best continuity of care, we may occasionally share relevant information with other health care providers (such as your GP or a specialist consultant), but only where necessary and appropriate for your treatment.

7. How do we protect your information?

We implement a variety of rigorous security measures to maintain the safety of your personal information. These measures include, but are not limited to, robust password protection and the use of unique patient numbers to ensure data remains confidential and secure.

8. Your data protection rights

Under data protection law, you have specific rights regarding your information:

• Your right of access: You have the right to ask us for copies of your personal data.
• Your right to rectification: You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Your right to erasure: You have the right to ask us to erase your personal data in certain circumstances.
• Your right to restriction of processing: You have the right to ask us to restrict the processing of your personal data in certain circumstances.
• Your right to object to processing: You have the right to object to the processing of your personal data in certain circumstances.
• Your right to data portability: You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
• Your right to withdraw consent: When we use consent as our lawful basis, you have the right to withdraw your consent at any time.

You do not usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you. To exercise any of these rights, please contact us using the details provided below.

9. How to complain

We would be grateful for the chance to deal with any data protection issues you may have in the first instance. Please contact us at:

The Hair & Scalp Clinic
83a High Street,
Huntingdon, Cambridgeshire,
PE29 3DP

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the Information Commissioner’s Office (ICO).

ICO Contact Details:
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline number: 0303 123 1113
Website: www.ico.org.uk/make-a-complaint