Privacy Policy

At The Redefined Aesthetic Clinic (“we”, “us”, “our”) takes your privacy seriously. This policy explains what personal information we collect when you visit our website, contact us or become a client, how we use it, and the rights you have under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who we are

We are the data controller for the personal information described in this policy. You can contact us about anything in it using the details below.

At The Redefined Aesthetic Clinic
Aqueous 3, Aston Cross Business Village
Birmingham, West Midlands B6 5RQ
Email: theredefined56@gmail.com
Telephone: +44 7456 447848

The information we collect

• Contact details — your name, email address and mobile number when you complete a form, call, email or message us.
• Enquiry details — what you would like help with, your preferred appointment days and times, and anything else you choose to tell us.
• Health and treatment information — if you become a client, your medical history, medications, allergies, consultation notes, consent forms, treatment records and clinical photographs.
• Payment information — records of payments you make. We do not store full card details.
• Technical information — when you visit our website, limited technical data such as your IP address and browser type may be processed by our website host and the third-party services described in our Cookie Policy.

Health information is “special category” data under UK GDPR and is given extra protection. We only collect what we need to treat you safely.

How we use your information

• To respond to your enquiry and arrange your Skin Health Assessment or appointment.
• To assess whether a treatment is safe and suitable for you, and to provide it.
• To keep accurate clinical records, as required by our professional obligations.
• To send appointment confirmations and reminders, and aftercare information.
• To take payment and keep financial records.
• To send you occasional news and offers, only if you have agreed to receive them.
• To meet our legal and regulatory obligations and to deal with any complaints or claims.

Our lawful basis

• Contract — to arrange and provide the treatments you book.
• Legitimate interests — to respond to enquiries and run our clinic safely and efficiently.
• Legal obligation — to keep records we are required to keep.
• Consent — for marketing messages and for using any photographs beyond your clinical record. You can withdraw consent at any time.
• Health and care — we process health information for the purposes of providing care and treatment, under a duty of confidentiality, and with your explicit consent where required.

Who we share it with

We never sell your personal information. We only share it where necessary with:

• Service providers who help us run the clinic, such as our client management, booking and messaging system (GoHighLevel / LeadConnector), our email provider and our website host. They act on our instructions and must keep your information secure.
• Prescribers, your GP or other healthcare professionals, where this is needed for your safety and with your knowledge.
• Regulators, insurers, professional advisers or the authorities, where we are legally required to.

Some of our service providers may store data outside the UK. Where this happens, we make sure appropriate safeguards are in place as required by UK data protection law.

Photographs

We take clinical photographs to plan treatment and measure results. They form part of your confidential record. We will only ever use a photograph on our website or social media with your separate, written consent, which you can withdraw at any time.

How long we keep it

• Enquiries that do not lead to a booking are kept for up to 12 months, unless you ask us to delete them sooner.
• Clinical records, consent forms and photographs are kept for as long as professional and legal guidance requires — for adults, this is usually at least eight years after your last treatment.
• Financial records are kept for six years, as required for tax purposes.
• Marketing preferences are kept until you unsubscribe.

How we keep it secure

We use password-protected systems, limit access to the people who need it, and work only with reputable service providers. No system is completely secure, but we take reasonable steps to protect your information from loss, misuse or unauthorised access.

Your rights

You have the right to:

• Ask for a copy of the personal information we hold about you.
• Ask us to correct information that is wrong or incomplete.
• Ask us to delete your information, where we are not required to keep it.
• Ask us to restrict or object to how we use your information.
• Ask for your information to be transferred to another provider, where applicable.
• Withdraw your consent at any time, where we rely on consent.

To make a request, email theredefined56@gmail.com. We will respond within one month. There is usually no charge.

Marketing

We will only send you marketing messages if you have agreed to receive them. You can unsubscribe at any time using the link in our emails, by replying STOP to a text message, or by contacting us.

Complaints

If you are unhappy with how we have handled your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113.

Changes to this policy

We may update this policy from time to time. The latest version will always be on this page.