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:
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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
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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.
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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
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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 .
Dr Bevan Aesthetics customer privacy notice:
This privacy notice tells you what to expect us to do with your personal information.
· What information we collect, use, and why
· Lawful bases and data protection rights
· Where we get personal information from
· How long we keep information
· Who we share information with
Contact details
What information we collect, use, and why
We collect or use the following information to provide patient care, services, pharmaceutical products and other goods:
· Name, address and contact details
· Gender
· Pronoun preferences
· Date of birth
· Next of Kin details including any support networks
· Emergency contact details
· Photographs
· Health information (including medical conditions, allergies, medical requirements and medical history)
· Information about care needs (including disabilities, home conditions, medication and dietary requirements and general care provisions)
· Test results (including psychological evaluations, scans, bloods, x-rays, tissue tests and genetic tests)
· Payment details (including card or bank information for transfers and direct debits)
· Records of meetings and decisions
We also collect the following special category information to provide patient care, services, pharmaceutical products and other goods. This information is subject to additional protection due to its sensitive nature:
· Health information
We collect or use the following personal information for patient app or portal functionality:
· Names and contact details
· Addresses
· Medical history
· Payment details
· Account information, including registration details
· Marketing preferences
We also collect the following special category information for patient app or portal functionality. This information is subject to additional protection due to its sensitive nature:
· Health information
We collect or use the following personal information for information updates, marketing or market research purposes:
· Names and contact details
· Addresses
· Marketing preferences
· Website and app user journey information
· Records of consent, where appropriate
We also collect the following special category information for information updates, marketing or market research purposes. This information is subject to additional protection due to its sensitive nature:
· Health information
We collect or use the following personal information for dealing with queries, complaints or claims:
· Names and contact details
· Addresses
· Payment details
· Account information
· Purchase or service history
· Video recordings of public areas
· Audio recordings of public areas
· Video recordings of private or staff only areas
· Audio recordings of private or staff only areas
· Witness statements and contact details
· Relevant information from previous investigations
· Customer or client accounts and records
· Financial transaction information
· Information relating to health and safety (including incident investigation details and reports and accident book records)
· Correspondence
We also collect the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature:
· Health information
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
· Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
· Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
· Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
· Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
· Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
· Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
· Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide patient care, services, pharmaceutical products and other goods are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Legitimate interests - we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
· Client safety is always our priority. In order to provide treatments and services safely, as a doctor, it is necessary to consider medical history and other personal factors which could contraindicate or impact on my ability to provide such services.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for patient app or portal functionality are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
· Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
· Client privacy and confidentiality is always our priority. In order to provide treatments and services safely, as a doctor, it is necessary to document and record all information exchanged during treatments securely.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for information updates, marketing or market research purposes are:
· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
· Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
· We take our customer service seriously. If any concerns or complaints arise we would prioritise thorough investigation to address this. In order to do this, we would need to access client records.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Where we get personal information from
· Directly from you
How long we keep information
For insurance purposes, your personal information will be kept for up to 10 years.
Who we share information with
Data processors
AesthetiDocs
This data processor does the following activities for us: AesthetiDocs process personal data on our instruction and do not determine what data is collected or why it is collected. AesthetiDocs also have technical and organisational measures in place to ensure this data is kept secure and confidential. You can review the full details in AesthetiDocs Terms & Conditions here: https://www.aesthetidocs.com/terms-conditions
Others we share personal information with
· Insurance companies, brokers and other intermediaries
· Emergency services
Duty of confidentiality
We are subject to a common law duty of confidentiality. However, there are circumstances where we will share relevant health and care information. These are where:
· you’ve provided us with your consent (we have taken it as implied to provide you with care, or you have given it explicitly for other uses);
· we have a legal requirement (including court orders) to collect, share or use the data;
· on a case-by-case basis, the public interest to collect, share and use the data overrides the public interest served by protecting the duty of confidentiality (for example sharing information with the police to support the detection or prevention of serious crime);
· If in England or Wales – the requirements of The Health Service (Control of Patient Information) Regulations 2002 are satisfied; or
· If in Scotland – we have the authority to share provided by the Chief Medical Officer for Scotland, the Chief Executive of NHS Scotland, the Public Benefit and Privacy Panel for Health and Social Care or other similar governance and scrutiny process.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint