Privacy Policy
This privacy notice explains how Ipswich Trichology Hair & Scalp Clinic looks after personal information you give us or that we learn by having you as a patient and the choices you make about marketing communications you agree we may send you. This notice explains how we do this and tells you about your privacy rights and how the law protects you.
WHAT INFORMATION WE COLLECT, USE AND WHY
We may collect information from you when you register on our site, place an order, subscribe to our newsletter, fill out a form, hold a consultation with us or use our hairdressing or treatment services.
We may collect or use the following information to provide our services:
- Names and contact details
- Addresses
- Date of birth
- Health information (including dietary requirements, allergies and health conditions)
- Photographs/video recordings
- Records of emails/notes/calls of consultations
- Identification documents (copies of)
- Health information
- Records of previous appointment dates and times
Additionally, when ordering or registering on our site, as appropriate, you may be asked to enter your: name, e-mail address, mailing address, phone number or credit card information. For clients under the age of 16, we will only keep and use their personal information with the consent of a parent, carer or guardian.
WHAT DO WE USE YOUR INFORMATION FOR?
Any of the information we collect from you may be used in one of the following ways:
- To personalise your experience
- your information helps us to better respond to your individual needs
- To improve our website
- we continually strive to improve our website offerings based on the information and feedback we receive from you
- To improve customer service
- your information helps us to more effectively respond to your customer service requests and support needs;
- To process transactions
- Your information, whether public or private, will not be sold, exchanged, transferred, or given to any other company for any reason whatsoever, without your consent, other than for the express purpose of delivering the purchased product or service requested.
- To send periodic emails
- The email address you provide for order processing, may be used to send you information and updates pertaining to your order, in addition to receiving occasional company news, updates, related product or service information, etc. Note: If at any time you would like to unsubscribe from receiving future emails, we include detailed unsubscribe instructions at the bottom of each email.
LAWFUL BASES
Our lawful bases for collecting or using personal information to provide services and goods are:
- Consent
- Legal obligation
- Legitimate interest:
- As a health care provider, we have a duty of care to collect information which may directly impact our patients health and wellbeing.
WHERE WE GET PERSONAL INFORMATION FROM
- From you directly
OTHERS WE MAY SHARE PERSONAL INFORMATION WITH
- Healthcare providers
- Our digital software provider
Some individuals working at our premises are independent hairdressing contractors. Where booking software systems and reception facilities are shared they may have access to your appointment/booking details.
We have rigorous data protection and security policies in place with all our suppliers and contractors.
We will not share any of your information with any other third party without your consent except to help prevent fraud or if we are required to do so by law.
YOUR DATA PROTECTION RIGHTS
Under data protection law, you have rights including:
- Your right of access – You have the right to ask us for copies of your personal data.
- Your right to rectification – You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure – You have the right to ask us to erase your personal data in certain circumstances.
- Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal data in certain circumstances.
- Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
- Your right to data portability – You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.
You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you. To make a data protection rights request, please contact us using the contact details at the bottom of this privacy notice.
HOW DO WE PROTECT YOUR INFORMATION?
We implement a variety of security measures to maintain the safety of your personal information when you place an order or enter, submit, or access your personal information.
We offer the use of a secure server. All supplied sensitive/credit information is transmitted via Secure Socket Layer (SSL) technology and then encrypted into our Payment gateway providers database only to be accessible by those authorised with special access rights to such systems, and are required to keep the information confidential. After a transaction, your private information (credit cards, address, etc.) will not be stored on our servers.
HOW LONG YOUR INFORMATION WILL BE KEPT FOR
- Trichology clients; For a period no shorter than seven years, after which all information may be erased.
- Hairdressing clients; For a period no shorter than seven years, after which all information may be erased.
WHERE YOUR INFORMATION IS KEPT
Paper records are held in a locked cabinet or in secure archive storage.
Digital information (such as emails & consultation records) is stored within the European Economic Area on Secure Servers.
When you register your details or subscribe to a newsletter on our website this service is provided by Mailchimp, which is fully compliant and meets all requirements of GDPR.
Sending information via the internet is not completely secure, although we will always do our best to protect your information and prevent unauthorised access.
COOKIES
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This is used to track visitor use of the website and to compile statistical reports on website activity. For further information visit www.aboutcookies.orgor www.allaboutcookies.org You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However, in a few cases some of our website features may not function as a result.
OTHER WEBSITES
Our website includes links to other websites. This privacy notice only applies to this website so when you link to other websites you should read their own privacy notices.
CHANGES TO OUR PRIVACY NOTICE
We keep our privacy notice under regular review and we will place any updates on this webpage. This privacy notice was last updated on 17th September 2024. This policy is due for review on 17th September 2025.
HOW TO COMPLAIN OR CONTACT US
Please contact us if you have any questions about our privacy notice or information we hold about you:
- By email info@ipswichtrichology.co.uk
- Or write to us at Ipswich Trichology Ltd, 63 St Matthews Street, Ipswich, IP1 3EW
- By calling 01473 400049
You also have the right to complain to the Information Commissioner’s Office. Find out on their website how to report a concern: