Our Privacy Policy
At Eldon Aesthetics and Surgery Clinic, we respect your privacy and are committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store, protect and share your personal information when you visit our website, contact our clinic, book a consultation, receive treatment or otherwise interact with our services.
We understand that information relating to your health, medical history and treatments is particularly sensitive. We handle this information with appropriate care and in accordance with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
By using our website or engaging with our services, you acknowledge that you have had the opportunity to read this Privacy Policy.
2.Who We Are
Eldon Aesthetics and Surgery Clinic provides aesthetic, dermatological and surgical services in Newcastle upon Tyne, England.
For the purposes of applicable data protection legislation, the organisation responsible for determining how and why your personal information is processed is the data controller.
Our details:
- Organisation: Eldon Aesthetics and Surgery Clinic
- Website: https://eldonaesthetics.co.uk/
- Address: 5-6 Old Eldon Square, Newcastle, NE1 7JG
- Email: bookings@eldonaesthetics.co.uk
- Telephone: 0191447 0730
For questions about this Privacy Policy, your personal information or your data protection rights, please contact us using the details above.
The clinic should insert its correct legal entity name and contact details before publication.
3.What Personal Information We Collect
Depending on how you interact with our clinic, we may collect the following categories of information.
Personal Identification Information
This may include:
- Full name.
- Date of birth.
- Contact telephone number.
- Email address.
- Home address.
- Emergency contact details, where required.
Medical and Health Information
When you enquire about, attend a consultation for or receive treatment at our clinic, we may collect health information necessary for the provision of safe and appropriate care.
This may include:
- Medical history and existing health conditions.
- Current medications and relevant allergies.
- Previous surgical procedures and treatments.
- Information about your symptoms, concerns and treatment objectives.
- Clinical assessments, examination findings and consultation notes.
- Treatment plans, consent records and aftercare information.
- Relevant medical photographs.
- Information about complications, recovery or follow-up care.
- Other information required to assess your suitability for a particular treatment.
Health information is considered special category personal data under UK GDPR and requires additional legal protection.
We collect and use this information only where an appropriate legal basis and applicable special category condition permit us to do so.
Appointment and Transaction Information
We may collect information relating to:
- Consultation and treatment bookings.
- Appointment confirmations, cancellations and rescheduling.
- Treatment fees, deposits and payments.
- Invoices, receipts and payment records.
- Relevant communications about appointments and treatment.
Payment card details, where processed, should be handled through the relevant payment provider rather than unnecessarily retained by the clinic.
Website and Technical Information
When you visit our website, certain information may be collected automatically, depending on the website’s configuration and your cookie preferences.
This may include:
- IP address.
- Browser type and version.
- Device information.
- Operating system.
- Pages visited and interactions with the website.
- Referring website or source.
- Website performance and diagnostic information.
- Cookie identifiers and similar technologies.
Where required by law, non-essential cookies and tracking technologies will only be used after obtaining your consent.
Communications and Enquiries
If you contact us by email, telephone, through a website form or through a social media platform, we may retain relevant information about your enquiry and our response.
This helps us respond to questions, manage appointment requests and maintain appropriate records of our communications.
Please avoid sending detailed medical information through unsecured channels unless we have confirmed that the channel is appropriate for that purpose.
4. How We Collect Your Information
We may collect personal information through the following methods:
- Directly from you when you complete a contact or booking form.
- During telephone conversations, consultations or other communications with the clinic.
- When you provide medical history, consent forms or other clinical information.
- When you make a payment or arrange an appointment.
- Through our website, where permitted by your cookie preferences and applicable law.
- From another healthcare professional or organisation where relevant, lawful and appropriate.
- From a person acting on your behalf, where authorised.
Where we receive personal information from another source, we will provide the required privacy information in accordance with applicable data protection law.
5. How We Use Your Personal Information
We use your personal information for legitimate and clearly defined purposes.
Purpose | How we use your information |
Managing enquiries | To respond to questions and provide information about our services. |
Appointment management | To arrange, confirm, amend and manage consultations and treatments. |
Clinical assessments | To assess your medical history, suitability for treatment and individual needs. |
Providing healthcare | To plan, deliver and document appropriate clinical care. |
Patient safety | To identify relevant risks, maintain clinical records and support continuity of care. |
Payments and administration | To process payments, manage invoices and maintain financial records. |
Aftercare and follow-up | To provide relevant aftercare information and arrange follow-up appointments. |
Legal and regulatory compliance | To meet applicable legal, professional, accounting and regulatory obligations. |
Website operation | To maintain website functionality, security and performance. |
Website analytics | To understand website usage and improve the user experience, where applicable and permitted. |
Marketing | To send relevant promotional communications where we have an appropriate legal basis and, where required, your consent. |
Handling complaints | To investigate concerns, manage complaints and protect our legal rights. |
We will not use your personal information for purposes that are incompatible with the reasons it was collected unless we have a lawful basis to do so.
6. Our Lawful Bases for Processing Personal Data
We process personal information only where an appropriate lawful basis applies under UK GDPR.
Depending on the circumstances, these bases may include:
Consent
We may rely on your consent for specific activities, such as receiving certain marketing communications or allowing non-essential cookies.
Where consent is required, you may withdraw it at any time. Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal.
Contractual Necessity
We may process relevant personal information when necessary to take steps you request before entering into an agreement or to perform a contract with you.
Legal Obligations
We may need to process and retain information to comply with applicable legal, accounting, record-keeping or regulatory requirements.
Legitimate Interests
We may process certain personal information where necessary for our legitimate interests, provided those interests are not overridden by your rights and interests.
These interests may include website security, administrative operations, responding to general enquiries and protecting the clinic against legal claims.
Where we rely on legitimate interests, we will consider the impact on your privacy and provide further information where required.
Healthcare and Other Special Category Conditions
Medical information requires both a lawful basis under Article 6 of UK GDPR and an applicable condition under Article 9, together with any additional safeguards required by law.
Depending on the specific processing activity, an applicable condition may include processing necessary for the provision or management of healthcare by, or under the responsibility of, a professional subject to an appropriate duty of confidentiality.
The precise conditions relied upon will depend on the nature and purpose of the processing.
7. How We Protect Your Medical Information
We recognise the confidential nature of patient information.
We take appropriate technical and organisational measures designed to protect personal information against unauthorised access, accidental loss, alteration, disclosure or destruction.
These measures may include:
- Restricting access to personal information to authorised individuals.
- Using appropriate access controls and authentication measures.
- Maintaining suitable security measures for electronic systems.
- Storing and handling clinical records securely.
- Providing relevant confidentiality and data protection guidance to personnel.
- Using appropriate safeguards when sharing information with authorised third parties.
- Reviewing security arrangements and addressing identified risks.
No method of electronic transmission or storage is completely secure. However, we take reasonable and appropriate steps to protect the information entrusted to us.
8. Who We Share Your Personal Information With
We do not sell your personal information to third parties.
Where necessary and lawful, we may share relevant information with the following categories of recipients.
Healthcare Professionals
We may share relevant clinical information with other healthcare professionals involved in your care where necessary and lawful, including for referrals, treatment planning, patient safety and continuity of care.
Service Providers
We may use third-party organisations to support our operations, such as:
- Website hosting and maintenance providers.
- Appointment booking and patient management platforms.
- Secure communications providers.
- Payment processing providers.
- IT support and security providers.
- Website analytics providers, where applicable.
- Accounting and administrative service providers.
These organisations may process personal information on our behalf and must be subject to appropriate contractual and data protection safeguards where required.
Professional Advisers
We may share relevant information with legal advisers, accountants, insurers or other professional advisers where necessary and lawful.
Regulatory and Public Authorities
We may disclose information where required by law or where a lawful disclosure is necessary to comply with applicable regulatory obligations, protect individuals or establish, exercise or defend legal claims.
We will limit disclosures to the information reasonably necessary for the relevant purpose.
9. International Transfers of Personal Information
Some third-party service providers may store or process personal information outside the United Kingdom.
Where personal information is transferred internationally, we will ensure that the transfer complies with applicable data protection requirements.
Depending on the destination and circumstances, appropriate safeguards may include an applicable adequacy regulation or decision, approved contractual protections or another lawful transfer mechanism.
Where required, you may request further information about the safeguards applicable to an international transfer.
Before publishing, the clinic should identify where its actual website, booking, email, analytics and patient management providers process data.
10. How Long We Retain Your Information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including applicable legal, clinical, regulatory, accounting and record-keeping requirements.
Retention periods depend on the type of information and the circumstances in which it was collected.
For example:
- Patient and clinical records: Retained in accordance with the clinic’s applicable clinical record retention schedule and legal and professional obligations.
- Appointment and booking information: Retained for the period necessary to manage appointments, maintain appropriate records and address relevant disputes or claims.
- Financial records: Retained for the periods required by applicable accounting and tax legislation.
- General enquiries: Retained for as long as reasonably necessary to respond to the enquiry and maintain relevant records.
- Marketing information: Retained until you withdraw consent, object where applicable, or the information is no longer required, subject to necessary suppression records and other legal obligations.
- Website and technical information: Retained according to the applicable system configuration, purpose and retention schedule.
When information is no longer required, we will securely delete it, destroy it or anonymise it where appropriate.
We will not retain information indefinitely without a legitimate reason.
11. Your Data Protection Rights
Under applicable data protection law, you may have the following rights concerning your personal information.
Right of Access
You may request a copy of the personal information we hold about you.
Right to Rectification
You may ask us to correct inaccurate or incomplete personal information.
Right to Erasure
In certain circumstances, you may ask us to delete your personal information.
This right is not absolute. We may need to retain certain clinical or financial records to comply with legal obligations or for other lawful purposes.
Right to Restriction
In certain circumstances, you may ask us to restrict how we use your personal information.
Right to Data Portability
Where the legal requirements are met, you may request certain personal information in a structured, commonly used and machine-readable format or ask us to transfer it to another organisation.
Right to Object
You may object to certain processing activities where the applicable legal conditions are met.
You have an absolute right to object to the use of your personal information for direct marketing. We will stop using your information for direct marketing when you exercise this right.
Right to Withdraw Consent
Where we rely on consent, you may withdraw it at any time.
Withdrawal will not affect processing carried out lawfully before consent was withdrawn.
Rights Relating to Automated Decisions
Where applicable, you may have rights concerning decisions made solely through automated processing that produce legal or similarly significant effects.
We will provide further information where such processing applies.
To exercise your rights, contact us using the contact details provided in this policy.
We may need to verify your identity before responding. We will handle requests within the applicable legal time limits.
12. Marketing Communications
We may occasionally send information about our services, clinic updates or promotional activities where we have an appropriate legal basis and have obtained consent where required.
You can opt out of marketing emails by using the unsubscribe link in the email or by contacting us directly.
If you opt out, we may retain limited information necessary to record your preference and ensure that you do not receive further marketing communications.
Opting out of marketing will not affect necessary communications relating to your appointments, treatment, aftercare or other existing arrangements.
We will not use confidential medical information to target you with marketing inappropriately.
13. Patient Photographs, Testimonials and Case Studies
Photographs, videos, testimonials and case studies may contain personal information. Where they reveal information about a person’s health or treatment, they may also constitute special category personal data.
If we wish to use identifiable patient photographs, treatment images, testimonials or case studies for promotional purposes, we will obtain the appropriate permission and establish the relevant legal basis and special category condition before using them.
This may include content published on:
- Our website.
- Social media platforms.
- Digital advertisements.
- Marketing materials.
- Educational or promotional presentations.
Agreeing to treatment does not automatically mean that you agree to your photographs or medical information being used for marketing.
Where consent is the basis for promotional use, you can withdraw it for future use. Withdrawal does not make earlier lawful use unlawful, and we will explain any practical limitations where content has already been published or shared by others.
We will handle requests to remove promotional material in accordance with applicable law and the circumstances of the request.
14. Cookies and Website Tracking
Our website may use cookies and similar technologies to operate effectively, remember preferences, improve functionality and understand how visitors use the website.
Cookies may include:
- Strictly necessary cookies: Required for essential website functions.
- Preference cookies: Used to remember selected settings.
- Analytics cookies: Used to understand website traffic and performance.
- Advertising cookies: Used for advertising or measuring marketing effectiveness, where applicable.
Non-essential cookies and similar technologies will only be used where the required consent has been obtained.
You can manage your cookie preferences through the website’s cookie settings, where available. You may also manage cookies through your browser settings.
Blocking certain cookies may affect website functionality.
For more information, please refer to our Cookie Policy, if provided separately.
15. Third-Party Websites and Social Media
Our website may contain links to external websites, social media platforms or third-party services.
When you visit an external website or interact with a third-party platform, that organisation may collect and process your personal information under its own privacy policy.
We do not control the privacy practices of independent third parties.
We recommend reviewing their privacy policies before submitting personal information through their services.
Please avoid sharing confidential medical details in public comments or social media messages.
16. Data Breaches and Security Incidents
We take appropriate steps to identify, investigate and respond to suspected personal data breaches.
Where a breach occurs, we will assess the circumstances and take appropriate steps to limit its impact.
We will notify the Information Commissioner’s Office (ICO) and affected individuals where required by applicable data protection law.
17. Children’s Privacy
Our services are intended for individuals who meet the relevant age and eligibility requirements for the services they seek.
Where we process personal information relating to children or individuals who require additional safeguards, we will take appropriate steps in accordance with applicable law and the circumstances.
Where necessary, we will consider parental responsibility, legal authority, capacity and the specific requirements of the proposed treatment.
18. Complaints and Contacting Us
If you have questions about this Privacy Policy, wish to exercise your data protection rights or have concerns about how we handle your personal information, please contact us.
Eldon Aesthetics and Surgery Clinic
Website: https://eldonaesthetics.co.uk/
Email: [Insert privacy contact email]
Address: [Insert clinic address]
Telephone: [Insert clinic telephone number]
We will review your concerns and respond in accordance with applicable requirements.
Complaining to the Information Commissioner’s Office
You also have the right to complain to the UK’s data protection regulator, the Information Commissioner’s Office (ICO), if you believe your personal information has been handled unlawfully.
You can find information about your rights and how to raise a concern on the official ICO website:
Information Commissioner’s Office
We encourage you to contact us first where appropriate, so that we have an opportunity to address your concerns. However, you are entitled to contact the ICO directly.
19. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, business operations, legal obligations or data handling practices.
Any updated version will be published on this page with a revised date.
Where required by law, we will provide additional information or notify affected individuals about significant changes before implementing new processing activities.
We encourage you to review this page periodically to stay informed about how we protect your personal information.