Visualise Aesthetics understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all our patients and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
1. Information About Us
Visualise Aesthetics which is a trading name of Visualise Aesthetics Limited who are a registered limited business under company number 13902808. Our registered address is Flat 5, 13 Fullers Ground, Eagle Farm South, Milton Keynes, MK17 7AY and Our main trading addresses are: 9 Howard St, Bedford, MK40 3HS and Norman House, Cambridge Pl, Cambridge, CB2 1NS
Data Protection Officer: Olivia Day
Email address: olivia@visualiseasthetics.com
Telephone number: 07868829766
Postal address: Flat 5, 13 Fullers Ground, Eagle Farm South, Milton Keynes, MK17 7AY
We are members of the Nursing and Midwifery Council and the Royal College of Nursing which places recommendations on us for what type of patient data we should collect and how long we should hold patient data for.
2. What Does This Notice Cover?
This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.
3. What Is Personal Data?
Personal data is defined by the UK GDPR and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
The personal data that we use is set out in Part 5, below.
4. What Are My Rights?
Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:
a) The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 11.
b) The right to access the personal data we hold about you. Part 10 will tell you how to do this.
c) The right to have your personal data rectified if any of your personal data held by us inaccurate or incomplete. Please contact us using the details in Part 11 to find out more.
d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold. Please contact us using the details in Part 11 to find out more.
4.1.1 Note: Although a request to delete or dispose your personal data can be made to us, in many instances it is likely we will be able to comply with the request in full. This is due to the nature of the treatments we provide and the fact it may be necessary to provide detailed information on the treatment you have received at a later date, for example to another healthcare professional. Under GDPR legislation exemptions apply to Medical diagnosis, the provision of health or social care and the management of health or social care systems or services.
e) The right to restrict (i.e. prevent) the processing of your personal data.
f) The right to object to us using your personal data for a particular purpose or purposes.
g) The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
h) The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
i) Rights relating to automated decision-making and profiling. We do not use your personal data in this way.
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 11.
It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed for as long as we have that data.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves, however, so please contact us first, using the details in Part 11.
5. What Personal Data Do You Collect and How?
We may collect and hold some or all of the personal data set out in the table below, using the methods also set out in the table. We do also collect information about your lifestyle and past medical history which is classed as ‘special category’ or ‘sensitive’ personal data. This is in order that we can provide safe and effective treatments. We do not collect personal data relating to children or data relating to criminal convictions and/or offences. We do not process data that is likely to result in a high risk to individuals.
Data Collected
How We Collect the Data
A) Identity Data- First Name, Last Name, Email Address, Date of Birth and some preferences
Through our website and marketing tools when you populate one of our forms, or sign up to our newsletter by clicking on the sign-up button
B) Identity Data- First Name, Last Name, Address, Email Address, Phone Number, Date of Birth
Through our supplier software “Aesthetic Nurse Software” when you use our booking tool, pretreatment questionnaires or visit us in clinic
C) Lifestyle and past medical history- previous conditions, current conditions, medication, GP contact details, next of kin contact details, weight, height, smoking status, diet, alcohol intake, Pregnancy status
Through our supplier software “Aesthetic Nurse Software” when you use our booking tool, pretreatment questionnaires or visit us in clinic if your treatment requires it
D) Financial information- Payment Card Details
Through our supplier software “Aesthetic Nurse Software” when you use our booking tool or visit us in clinic.
Card and online payment is through our payment software software “Zettle”.
E) Signed Information and Consent Forms
Through our supplier software “Aesthetic Nurse Software” when you use our booking tool, pretreatment questionnaires or visit us in clinic if your treatment requires it
F) Website cookies- Functional and Performance/Analytics cookies
Through using our website
G) Before and After Photographs
Through our supplier software “Aesthetic Nurse Software” when you visit us in clinic if your treatment requires it
6. How Do You Use My Personal Data?
Under the Data Protection Legislation, we must always have a lawful basis for using personal data. The following table describes how may use your personal data, and our lawful bases for doing so. The items in the “what data we use” column relate to the items identified in section 5.
What We Do, What Data We Use, Our Lawful Basis
Supplying our Products and Services
B) Identity Data
C)Lifestyle and Past Medical History
E)Signed Consent Forms
G) Before and After Photos
In order to fulfil our contract to you and to meet regulatory guidelines and insurance requirements.
Managing Payments for our Products and Services
B) Identity Data
D) Financial Data
In order to fulfil our contract to you
Communicating with you
B) Identity Data
In order to fulfil our contract to you.
Supplying you with information by email that you have opted-in-to (you may opt-out at any time by contacting us using the details in section 11.
A) Identity Data
On provision of consent via our website.
Provide our Website
F) Website Cookies
For the legitimate interest of our clients in finding out information about our clinic and treatments.
With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email, text message or post with information, news, and offers on our products and services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the Data Protection Legislation and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out. We will always obtain your express opt-in consent before sharing your personal data with third parties for marketing purposes and you will be able to opt-out at any time.
We do not carry out any automated decision making or profiling.
We only use your personal data for the purpose(s) for which it was originally collected unless we reasonably believe that another purpose is compatible with that or those original purpose(s) and need to use your personal data for that purpose. If we do use your personal data in this way and you wish us to explain how the new purpose is compatible with the original, please contact us using the details in Part 11.
If we need to use your personal data for a purpose that is unrelated to, or incompatible with, the purpose(s) for which it was originally collected, we will inform you and explain the legal basis which allows us to do so.
In some rare circumstances, where permitted or required by law, we may process your personal data without your knowledge or consent. This will only be done within the bounds of the Data Protection Legislation and your legal rights.
7. How Long Will You Keep My Personal Data?
We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):
Type of Data, How Long we Keep it
Identity Data- First Name, Last Name and Email Address
Until you Opt Out
Identity Data- First Name, Last Name, Address, Email Address, Phone Number
10 Years after your last Treatment
Lifestyle and past medical history- previous conditions, current conditions, medication, GP contact details, next of kin contact details, weight, height, smoking status, diet, alcohol intake, Pregnancy status
10 Years after your last Treatment
Financial information- Payment Card Details
Until your Card Expires or unless you ask us to remove it. Note: a payment card is required to make bookings as per our booking policy.
Signed Consent Forms
10 Years after your last Treatment
Website cookies- Functional and Performance/Analytics cookies
Up to Four Years
Before and After Photographs
10 Years after your last Treatment
8. How and Where Do You Store or Transfer My Personal Data?
We will only store your personal data in the EU. This means that it will be fully protected under the Data Protection Legislation.
The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:
· limiting access to your personal data to those employees and contractors with a legitimate need to know and ensuring that they are subject to duties of confidentiality;
· By using high security, cloud based, supplier software. Meaning your data is stored in high security data centres and never stored locally;
· By using complex passwords which are changed regularly;
9. Do You Share My Personal Data?
We will not share any of your personal data with any third parties for any purposes, subject to the following exceptions
You have agreed for us to refer you to another healthcare provider, clinic or other relevant organisation.
We believe that there is a legitimate safety concern to yourself or the public.
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
If any of your personal data is shared with a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 8.
10. How Can I Access My Personal Data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 11.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within 10 working days and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
11. How Do I Contact You?
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details:
Email address: olivia@visualiseaesthetics.com
Telephone number: 07868829766
Postal Address: Flat 5, 13 Fullers Ground, Eagle Farm South, Milton Keynes, MK17 7AY
12. Changes to this Privacy Notice
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.
Any changes will be made available on our website. This Privacy Notice was last reviewed/updated on November 2024.