Privacy Policy for Glo Aesthetics

Effective Date: April 2022 ( last reviewed April 2023) 

1. Introduction

At Glo Aesthetics, we are committed to protecting the privacy of all individuals who provide Personal Information to us. This Privacy Policy explains how we comply with GDPR ( EU General Data Protection Regulation) when we collect, protect, use, and share personal information. We may review and change this policy from time to time.

2. Definitions

• 'Personal Information' means information that can identify an individual.

• 'Services' means the provision of Glo Aesthetics' facial aesthetics services, including advice or treatment.

3. Personal Information We Collect

3.1 Personal Information We Collect Directly from You

We collect Personal Information when you contact us through our website, use our services, or engage with us through communication channels such as chat, email, or phone. This information may include your;

• Name, gender, date of birth, address, telephone numbers, email address.

• Medical history

• Lifestyle, including smoking/alcohol/exercise status. 

• Details of your current/previous medication. 

• Details of previous aesthetic treatments, and services we have provided to you, including appointment times, and batch numbers of products provided or administered. 

• Completed General Medical Questionnaire, Consent forms, and any other completed documentation specific to the service being provided.  

• Photographs taken before and after treatment.

• Social media account details ( Facebook, Instagram or WhatsApp if you choose to communicate this way) 

• Payment details

We may record any other information you have given electronically or verbally during a face to face consultation, or after your treatment if it relates in any way to the service being provided or the treatment outcome. 

We do not directly collect any special categories of personal data about you, such as race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, health information, genetic or biometric data, or information about criminal convictions and offenses.

3.2 Third party services

Meta business suite and Google analytics may also collect data which we use to improve our services, analyse trends, monitor usage, and gather anonymous traffic data. 

4. How We Use Personal Information

4.1. The Personal Information of our customers is primarily used for ensuring the service provided is safe, effective and fulfills your needs. This is only possible if we have relevant, accurate and up to date information about your health and needs, and for this reason you will be asked to update your personal details and medical history at every consultation. Personal information is used also for billing, identification, and contacting you if necessary. 

4.2. We may use email, SMS, or phone to contact you about your treatment, follow up or aftercare information. If you have contacted us via social media, we may also use direct messaging on Messenger, Instagram or Whatsapp to contact you. We will only contact you for marketing purposes if you have consented to this. If so, we may share news, tips, updates, and special offers which may be of interest to you. You may withdraw your consent at any time, using your usual method of contact. 

5. Information Disclosure

Except as described in this Privacy Policy, Glo Aesthetics will not share, sell, or rent Personal Information with anyone without your permission. 

We may disclose Personal Information in circumstances described below:

• For compliance with the law, protecting our rights, enforcing our Terms of Service, or transferring the ownership and assets of Glo Aesthetics to another party.

Your information may also be shared, in a secure manner, with the following parties;

• Aesthetic Nurse Software, for secure record keeping of your Personal Information described in section 7.

• Acre Pharmacy, to provide prescription medication. Your Aesthetics Practitioner will produce an electronic prescription in order to obtain the products required during your treatment, such as anti-wrinkle injection and dermal fillers. This is a legal requirement for prescription only medicines, such as anti-wrinkle injections. An online platform on Acre Pharmacy is used to write prescriptions, after which the online pharmacy dispenses the products, and stores the prescription details for their own legal and ethical responsibilities. You have the right to decline this sharing of information, however this may lead to us declining treatment. 

• ACE complications group, with your consent and/or in an emergency situation for advice or support with aesthetic related complications

• GP or other healthcare professionals, only if there is genuine need for your information to be shared, for example for post-treatment complications, or advice on the best course of treatment for you. 

• Cosmetic Insure: In the event of a claim being made we would pass the following details to Cosmetic Insure, our insurance providers; your contact details, details of the treatment under investigation, and any supporting clinical notes and photographs.

6. Security of Personal Information

6.1. Storage of Personal Data.

We prioritize the security of your Personal Information and take appropriate measures to protect it. We employ password protection, secure computers with restricted access, and we regularly review our technology to maintain security. In the event of a breach that puts your directly collected Personal Information at risk, we will notify you within 72 hours. We will inform you about the information at risk, steps taken to ensure your safety, and actions taken to rectify the breach.

We keep your Personal data stored on a password protected clinical software program, named Aesthetic Nurse Software. The data is stored for 10 years, after which it is reviewed and deleted.

6.2. Photographs 

We will take photographs of the area being treated on a password protected smartphone. These are stored temporarily on password protected cloud storage, then transferred to our clinical software on the same or the following working day. Photos are deleted from cloud storage immediately after being uploaded to the clinical software. Photographs are required for insurance purposes and to help us review treatment outcomes. Photographs may be used for advertising purposes only with your prior consent.

6.3. Payments 

Payments for services can be made in cash, by Paypal, Bank Transfer, or on Stripe. Stripe is an online platform used to process card purchases. Payments are identified only by date, time, amount, type of card used, and the last 4 digits of the payment card number. No data regarding the treatment you are paying for is transferred to Stripe.

7. Access, Correction, and Deletion of Personal Information

You have the right to request access to the Personal Information we hold about you. You can make this request by contacting our data protection officer. You may also request corrections to any incomplete or inaccurate data we hold about you. We will respond to such requests within four weeks. 

We are required to keep your medical records for a minimum of ten years. If you want to request the deletion of your Personal Information, we will take reasonable steps to do so unless we are required to keep it for legal reasons. Please note that revoking your consent may limit our ability to continue to provide safe and appropriate care. 

8. Data Controlled by Glo Aesthetics

Glo Aesthetics acknowledges your right to access your personal information. If you wish to exercise your rights, including accessing, correcting, amending, or deleting your data, please contact us directly using the provided contact information.

9. Local Access and Privacy Laws

We are committed to complying with local access and privacy laws, especially regarding Personal Information about patients and the obligations of medical practitioners. We will take reasonable steps to ensure compliance with these laws, consistent with our legal obligations under applicable data protection laws.

10. Questions or Complaints

If you have any questions or complaints about our Privacy Policy or how we handle your Personal Information, please contact the Data Protection Officer:

• By email: katy@glo-aesthetics.net

• By phone: 07969821584

• By mail: Glo aesthetics, The Knot Therapy rooms, 20 Beach Road, Westgate-On-Sea, Kent CT8 8AD.

If you feel your concerns have not been resolved, you have the right to complain to the Information Commissioner's Office. You can contact them by calling 0303 123 1113 or go to www.ico.org.uk/concerns. 

Thank you for choosing Glo Aesthetics. We are dedicated to protecting your privacy and providing exceptional facial aesthetics services.