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This privacy policy covers the software and services provided by Dental Beauty and Aesthetics Ltd t/a Aesthetic Solutions. This includes our website (the “Site”) and our in-clinic services.
Dental Beauty and Aesthetics Ltd is registered in England and Wales, company number 16378842, with its registered office being 175 Hamlet Court Road, Westcliff on Sea, Essex, SSO 7EL (“we”, “us” and/or “our”).
For general enquiries, please contact info@aestheticsolutions.uk
Patient Registration & Bookings: When you register as a patient or book an appointment (via phone, email, or our online booking system), we will record information such as your name, email address, telephone number, date of birth, and home address. We may also require payment and billing information to secure bookings.
Medical & Health Information: To provide safe and effective dental and aesthetic treatments, we are required to collect details regarding your medical history. This includes current medications, allergies, past procedures, and the specific concerns you wish to address. This is classified as "Special Category Data" and is treated with the utmost sensitivity and security.
Treatment Records & Photography: We maintain records of the treatments you receive. With your explicit consent, we may also take before and after photographs for your medical file, treatment monitoring, or (where separate consent is given) for marketing purposes.
Web Forms: If you submit information via a contact form on our website, we will collect the information provided in the fields (Name, Email, Message) and may collect your IP address, browser information, location, and device type.
Social Media: When you contact us via social media (Instagram, Facebook, LinkedIn, etc.), we will collect information such as your profile name and any other information you provide to us to resolve your query.
Cookies: Our website uses cookies and similar technologies to ensure it functions correctly.
Website Usage (Microsoft Clarity & Google Analytics): We use tools to understand how visitors interact with our website. This includes capturing behavioral metrics, heatmaps, and session replays to improve user experience. This data is generally anonymised and used to improve website functionality.
In order for our clinic to function safely and efficiently, we share your information with trusted third-party software providers ("Data Processors").
Clinic Management (Pabau): We use Pabau as our Customer Relationship Management (CRM) and practice management software. Your personal details, medical notes, appointment history, and photos are stored securely within this system to manage your care.
IT Infrastructure & Communications: We share information with IT companies that support our website and business systems. These currently include:
Legal & Medical Requirements: We may share your information with other healthcare professionals (such as your GP) only if it is necessary for your care and you have consented to this, or if we are required to do so by law.
The law on data protection sets out a number of different reasons for which a company may collect and process your personal data. We use the following:
Contractual: We use this basis to provide the treatments and services you have requested or booked.
Legal Obligation: We are required by UK law to maintain accurate medical records for all patients treated at our clinic.
Legitimate Interests: We use this basis for standard business operations, such as administrative purposes and improving our website.
Consent: We ask for your explicit consent for marketing communications and for the taking/use of photographs. You may withdraw this consent at any time.
We only keep your data for as long as required by law or for the purpose it was collected.
At the end of the retention period, your data will either be deleted or anonymised.
Right to be informed – We will always inform you about how and when we use your personal data (as detailed in this policy).
Right of access – You have the right to request a copy of the personal data we hold about you (Subject Access Request).
Right to rectification – You have the right to have any incorrect information corrected (e.g., updating your address or medical history).
The right to erasure – You have the “Right to be forgotten.” Please note: This right is not absolute. We may be legally required to retain your medical records for a set period even if you request erasure.
The right to restrict processing – In certain circumstances, you can request that we restrict the processing of your data.
The right to data portability – You have the right to request your data in a format that can be transferred to another entity (e.g., moving to a new dental practice).
The right to object – You have the right to object to our processing (e.g., opting out of marketing).
To exercise any of these rights, please contact us at info@aestheticsolutions.uk.
In the first instance, please raise any complaints with us directly so we can resolve the issue. You can do so by emailing info@aestheticsolutions.uk
However, should you not be happy with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).
You can contact them by calling 0303 123 1113 or visiting www.ico.org.uk/concerns.
We may update our privacy policy from time to time. If the changes are significant, we will notify our registered patients. If required by law, we will get your permission or give you the opportunity to opt out of any new uses of your data.
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