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:

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
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.
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
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 .

We process personal data for the purposes of providing optimum healthcare, sending important updates to you and providing you with news about treatments and what is happening at the clinic and information about our services and promotions. Your personal information will never be passed to third parties unless we are making a professional referral for you. If we have your consent for referral to another healthcare provider we will send them just the information that they need to provide the necessary assessment, tests or treatments.

This privacy notice describes the type of personal information we hold, why we keep it, and what we do with it.Registered nameThe data controller is Jeremy Isaac.Contact detailsIf you have an enquiry or request, please contact Laura Morris by email lauramorrispa@gmail.com or by calling 01639 891200

Information we collect, use, and whyThe personal data we process includes:Name, address, contact details, gender, pronoun preferences, date of birth, nationality, medical history, family medical history, family contact details, emergency contact details, information about care needs, financial details, doctor’s details, treatment plans, consent, clinical photographs, digital scans, appointment dates, details of complaints.We may also process more sensitive special category data, including:Ethnicity, race, religion, health records, sex life information, or sexual orientation.The reasons we process the data include:

To fulfil our contract with you

To maintain a contemporaneous clinical record

To discuss treatment options

To ensure any treatments or medication we prescribe is suitable

To modify treatments based on individual needs

To meet our obligations under the Equality Act 2010

To carry out financial transactions

To manage appointments, recall arrangements and send reminders

To communicate with your next of kin in an emergency

To communicate with parents or carers about the person being cared for

To refer to other health professionals as required

For debt recovery

To continually improve the care and service you receive from us

To assist with safeguarding or public protection concerns

To assist with dealing with queries, complaints or claims

Lawful basis (Personal data)Our lawful bases for processing personal data:A legitimate interest to provide evidence-based care to patients safely and effectively

Consent of the data subject

To comply with our legal obligations

Lawful basis (Special category data)Our Article 9 conditions for processing special category data:Processing is necessary for ethical and professional health care purposes

Processing is necessary to monitor and assess the quality of opportunity or treatment between different groups

Consent of the data subjectData protection rightsYou have the following personal data rights:The right of access - you can ask for a copy of the data we hold about you. We do not usually charge you for copies of your information; if we charge you, we will explain why

The right to rectification - you can ask us to correct or delete information if it is inaccurate or incomplete. If we have disclosed that information to a third party, we will let them know about the change

The right to erasure - you can ask us to delete your personal data. For legal reasons, we may be unable to erase certain information (for example, information about your dental treatment). However, we can, if you ask us to, delete some contact details and other non-clinical information

The right to restrict processing - you can ask us to limit how we use your personal data. For example, stop sending you appointment reminders or information about our service

The right to data portability - you can ask us to transfer your personal data to someone else. For example, supplying your information electronically to another dentist

The right to withdraw consent - you can withdraw your consent to the processing of your personal data at any time. For example, even if you have given us consent to send you marketing information, you may withdraw that consentWhere we get personal information fromWe obtain your details when you enquire about our care and service, when you join the clinic, when you subscribe to our newsletter or register online, when you complete a registration or medical history form, from family members or carers, and when another healthcare provider refers you for treatment.How long we keep information We minimise the data that we keep, and do not keep it for longer than necessary.We keep your records for 8 years . At your request, we will delete non-essential information (for example, some contact details) before the end of this period.

How we store information We store your personal information securely on our computer system. Only those working at the clinic have access to your information. They understand their legal responsibility to maintain confidentiality and follow practice procedures to ensure this.We take precautions to ensure the security of the clinic premises and computers.We use high-quality specialist software to record and use your personal information safely and effectively. Our computer system has a secure audit trail, and we back up information routinely.Sharing informationTo provide you with appropriate care, we might need to share personal data with the following; however, only the minimum information required will be shared:A health professional who is caring for you, Your GP or consultant, Safeguarding organisations.

Duty of confidentiality Exceptional circumstances might override the duty to maintain confidentiality. We will inform you of requests to share personal information where possible. The decision to disclose information will only be taken by senior staff. Examples include: Situations where there is a serious public health risk or risk of harm to other individuals, when information is required by the police to prevent or detect crime or to apprehend or prosecute offenders (if not providing the information would prejudice these purposes), In response to a court order.

How to complain If you have any comments, suggestions, or complaints about how we use your data, you can contact us using the contact details at the top of this privacy notice. If you remain unhappy with our response or feel unable to discuss it with the clinic, you can contact the Information Commissioner’s Office (ICO) on 0303 123 1113 or by visiting https://www.ico.org.uk/make-a-complaint.Review and Revision This privacy notice is reviewed annually and updated to ensure its effectiveness and compliance with current regulations, guidance, and standards.