Privacy Policy

A legal disclaimer

At RefineMed Aesthetics Ltd, we are committed to protecting your personal data and respecting your privacy. This policy outlines how we collect, use, store, and protect your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

What Information We Collect

In order to provide our services safely and professionally, we may collect a range of personal and medical information from you. This includes:

Your full name, date of birth, phone number, email address, and postal address for client identification and communication purposes. Additionally, we collect medical history, treatment notes, current medications, allergies, and other health-related details that help us assess your suitability for specific treatments. We may also take clinical photographs before and after treatments to track your progress and ensure the effectiveness of procedures.

If you use our website, we may automatically collect technical data such as your IP address, browser type, operating system, and usage patterns through cookies and similar technologies. These help us enhance your online experience and understand how our website is used.

For payment purposes, we process your transaction details via secure third-party payment processors. We do not store your full payment information on our systems.

Why We Collect It

Your information is used to provide safe and tailored treatments, manage bookings, send reminders, and improve your experience with us. With your explicit consent, we may also send you updates about offers, new services, or clinic news.

How We Use Your Information

We use the personal data we collect for the following purposes:

To create and maintain your client profile, manage your appointments, and deliver treatments safely and effectively. Your health and treatment data are necessary for us to provide you with personalised care. We also use your contact details to send you appointment reminders, follow-ups, and important updates about your treatments.

With your explicit consent, we may also use your information to send promotional emails or newsletters about our clinic, treatments, and special offers. You may opt out of receiving marketing communications at any time.

Furthermore, we may use your feedback or anonymised treatment information to improve our services or staff training, but we will never identify you in any shared material without your consent.

Legal Bases for Processing

Under the UK GDPR, we rely on the following legal bases to process your data:

Consent: For marketing communications and use of photographs for promotional purposes.
Contractual Obligation: To deliver the services you have booked and paid for.
Legal Obligation: To maintain accurate treatment records in line with healthcare regulations and insurance requirements.
Legitimate Interests: For improving client service, communication, and clinical quality, provided your rights are not overridden.

How We Protect and Store Your Data

We are committed to keeping your personal information secure. All digital data is stored in encrypted systems with restricted access, and any paper records are kept in locked, secure areas. Access to your data is limited only to trained professionals who need it to perform their job.

Medical records are retained for a minimum of 10 years in accordance with UK healthcare regulations, after which they will be securely deleted or destroyed unless a longer retention is required by law or insurance policies.

We regularly review our data protection procedures and train our team to ensure compliance with the latest privacy practices.

Sharing Your Information

We only share your personal data where necessary and always with strict confidentiality:

This includes sharing with secure booking platforms, payment processors, or regulatory bodies when required. We may also share relevant data with other healthcare professionals, but only with your consent or in medical emergencies. All third-party service providers are required to comply with data protection laws and handle your data securely.

We do not sell, rent, or trade your personal information to any third party for marketing purposes.

Your Rights

Under data protection law, you have several important rights. These include:

The right to request access to the personal data we hold about you.
The right to request corrections to inaccurate or incomplete data.
The right to request that your data be erased where no longer necessary or legally required.
The right to restrict or object to how your data is used.
The right to receive your data in a structured, commonly used format and have it transferred to another provider if you wish.
The right to withdraw consent for marketing or data sharing where consent is the lawful basis.

To exercise any of these rights, please email us at info@refinemedaesthetics.co.uk. If you believe your rights have been breached, you can also lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.

Cookies

ur website uses cookies and similar technologies to personalise your experience, track how our site is used, and enhance performance. Cookies collect information such as browser type, pages visited, and time spent on the website. By using our site, you consent to our use of cookies unless you disable them in your browser settings.

You can adjust your cookie preferences at any time. For more details, please refer to our separate Cookie Policy.

Updates to This Policy

We reserve the right to update or amend this Privacy Policy at any time. Changes may reflect new legal obligations, improvements to our services, or changes in our data processing activities. We recommend checking this page periodically to stay informed. The most recent version will always be posted on our website, and material changes will be communicated directly when possible.

Last reviewed on 23 April 2025.