Here at Adonia Aesthetics we are committed to protecting and respecting the privacy of your personal data. We understand the importance of ensuring that the personal information entrusted to us is protected and respected and we therefore treat personal data in accordance with our obligations under the General Data Protection Regulation, in addition to our clinical confidential requirements.
Who are Adonia Aesthetics?
Our commitment to you
Information we collect from you and how it is used
We will only collect and use your personal data for the following purposes:
- Your Medical Records
Certain information must be collected as part of your registration with Adonia Aesthetics. This includes your forename, surname, address, date of birth, email address, home telephone number, mobile number, medical history and medication history. Failing to provide Adonia Aesthetics with your forename and surname, address, date of birth and full medical and medication history will result in us being unable to provide treatment.
We may record your details in order to track and follow up on enquiries in addition to scheduling appointments and sending out appointment confirmations and reminders if this indeed leads to an appointment being made. We may then also use your information to keep you up to date with the latest treatments, offers and events we may be hosting. This includes information such as your name, email address and telephone/mobile number. Failing to provide us with consent for this information to be used for these purposes will have no impact upon the provision of your treatment.
- Technical Information
Site Visiting Tracking
Contact Forms and Email Links
Should you choose to contact us using our contact page or email link on our website none of the data that you supply will be stored by our website. Instead the data will be collated into an email and sent to us. On reading and responding to the email it will be deleted from our inbox as well as our ‘deleted items’ box. Your email address however will be stored for marketing purposes for 6 months on our email database or until you specifically request removal from the list by email. When requesting removal from our email database please send your request in writing to email@example.com using the email account that you used on the contact form and/or email link.
Emails and SMS Text Messages
We may send Emails and SMS text messages to:
- Advise of appointment confirmations and reminders.
- Advise of offers or events we are hosting.
- To provide you with the information, treatments, products and services that you request from us.
- To notify you about changes to our services.
- To contact you for pre and post-treatment follow up and care, including survey requests to improve our service.
- To contact you from time to time to market other services, treatments and products we provide and think may be of interest to you based on your interests and preferences where you have made them known to us.
Consent to send text messages and emails, post letters and receive telephone calls from us is obtained by consent from yourself within the first ‘check details’ page of ‘your patient journey’ of a paperless private practice management system called ‘Pabau’ which is online based. This ‘check details’ page will be given to you on a clinic ipad to check and amend as you wish at every appointment you attend at Adonia Aesthetics. The private practice management software system Pabau will therefore not send out any SMS text message or Email to you to remind you of your appointment and confirmation of your appointment unless the ‘consent to SMS ‘and ‘consent to email’ box has been ticked by yourself. Likewise, we will not contact you via post or telephone call if you have not ticked the box that you are happy for us to do so. If at any point you wish to make a request to remove your consent for SMS text messages and/or email address, or to receive post and telephone calls then please send your request in writing to firstname.lastname@example.org.
How we store your personal data
We store your personal information to include your medical records and treatments received at Adonia Aesthetics (which may or may not include photographs) on a private practice management software system called ‘Pabau’ which is online based. For more information on Pabau and its private policy system please visit https://www.Pabau.com/gdpr
On completing a written medical questionnaire, appropriate consent form relating to the treatment to be received and corresponding treatment record(s) these are then photographed on the clinic’s iPad and the corresponding photograph is then uploaded onto your own medical record on Pabau. The photographs on the clinic’s iPad are then deleted. Prior to implementing Pabau at Adonia Aesthetics hard written copies of your medical records, consent forms and treatment records were produced and these are stored in a locked filing cabinet in the clinic. We will only ever use hard written copies if for any reason the Pabau online system is not working.
The clinic computer, phone and iPads are all password protected. Only members of staff at Adonia Aesthetics have access to these passwords. All devices are switched off fully at the end of the working day. The clinic phone and iPads are then placed in a locked filing cabinet in the clinic which itself is securely alarmed.
Client Photographs / Video Recordings
A client must give their written consent for photographs/video recordings of themselves to be taken prior to and following treatments whether this be for medical purposes, teaching, social media or marketing. All clients will be asked to fill out a written consent form where they can give or not give their written permission for us to use their photographs for these purposes. A copy of this consent form can be seen at Appendix 1.
Failing to provide us with consent for photographs prior to and after treatments for the purposes of your medical records will result in Adonia Aesthetics being unable to provide treatment. Failing to provide us with consent for the purposes of teaching, social media and marketing have no impact upon the provision of your treatment. A copy of this form is then attached to your medical record on Pabau and a hard copy is stored in a file which is stored in a locked filing cabinet in the clinic.
Uses about the information we collect
We may use the information collected from yourselves for some or all of the following reasons:
- To administer our website adoniaaesthetics.co.uk and for internal operations including trouble shooting, data analysis, testing, research, statistical and survey purposes.
- To improve our website to ensure that content is presented in the most effective manner for you and your computer and mobile device.
- As part of our efforts to keep you safe and secure.
- To measure or understand the effectiveness of advertising we serve to you and others and to deliver relevant advertising to you.
- To make suggestions and recommendations to you and other users of our site about goods or services that may interest you or them.
Who we share your personal data with
Adonia Aesthetics take our obligations under the General Data Protection Regulation and our clinical confidentiality requirements very seriously. Sensitive information relating to your medical history will be kept confidential and will only be disclosed to the individuals involved with delivery your treatment.
We may share your personal information with:
- Other members of Health and Aesthetics staff as part of your ongoing clinical care provisions.
There may also be circumstances where we are under a duty to disclose your personal information or share your personal information in order to comply with any legal or regulatory requirements, obligations or requests. This includes the police for the prevention or investigation of a crime, or our insurers, legal advisors or other third parties who need access to it in the context of managing, investigating or defending claims or complaints.
Social Media Platforms
Communication, engagement and actions taken through external social media platforms that our website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.
Users are advised to use social media platforms wisely and communicate/engage upon them with due care and caution in regard to their own privacy and personal details. Adonia Aesthetics’ website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.
Our website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.
We cannot guarantee that the information you send us over the internet is secure but once we receive it we will take all reasonable steps to protect the information you supply to us. Adonia Aesthetics will not transfer your data outside of the European Economic Area. Under the General Data Protection Regulation, we will only hold personal identifiable data for the maximum retention periods:
Medical Records – Indefinitely
Marketing Enquiries and Emails – 6 months
You have the right to ask us not to process your personal information, but where consent is withdrawn for the processing of personal data from your medical records, our ability to continue your treatments will be impaired.
You have the right to ask us not to process your personal information for marketing purposes. We will only contact you for marketing purposes if you have opted in to receive such communications. If you wish to stop receiving some or all marketing communications from us, you can let us know by contacting a member of Adonia Aesthetics staff or by email to email@example.com
Our website from time to time may contain links to and from the websites of third parties such as Pretty Face Finance (www.prettyfacefinance.co.uk) and Alumier MD (www.alumiermd.co.uk) . If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
In some circumstances you have the right to be forgotten and we will erase all data held about you. Medical records are exempt from erasure. Requests for erasure should be made in writing to firstname.lastname@example.org and will be assessed on a case by case basis.
Access to Information
The General Data Protection Regulation gives you the right to access information held about you. Any requests should be made In writing to Ms Natalie Naraghi, Adonia Aesthetics, 295a Darwen Road, Bromley Cross, Bolton. BL7 9BT or email@example.com
All requests will be subject to the appropriate identification checks. Whilst there is no charge for the first copy of your record we reserve the right to charge a small administrative fee for all subsequent copies of the same record.
We keep this policy under regular review. This policy was last updated in October 2018. This policy may change from time to time with legislation or industry developments. We will not explicitly inform our clients or website users of these changes. Instead we recommend that you check this page occasionally for any policy changes. Specific policy updates will be mention in a change log which will be attached.
Contacts and Complaints
The data controller for Adonia Aesthetics is:
Ms Natalie Naraghi
295a Darwen Road
Tel: 01204 263263
Policy updated 22/05/2018
Policy updated 01/10/2019