Cancellation and Privacy Policies

Appointment Cancellations

 

If you need to cancel or reschedule your appointment, please contact the clinic directly by email info@oxfordmedicalclinic.com

 

If you need to cancel or reschedule your appointment, please notify us as soon as possible so we can offer the slot to another client.

 

Cancellations within thee business days (Monday, Tuesday, Wednesday, Thursday and Friday) of the planned treatment: in the event that you are no longer able to attend the treatment on the day for which it has been booked you will forfeit the deposit. You will be offered an alternative date with an additional £50 deposit payable.

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Privacy Policy for Oxford Cosmetic Clinic Ltd

 

Effective Date: 20/09/2024

 

At Oxford Cosmetic Clinic Ltd (hereinafter referred to as “we,” “us,” or “our”), we are committed to protecting and respecting your privacy. This Privacy Policy outlines how we collect, use, store, and protect your personal information when you use our website, book appointments, or receive our services. We comply with the General Data Protection Regulation (GDPR) and other relevant data protection laws in the United Kingdom.

 

Please read this policy carefully to understand our views and practices regarding your personal data and how we will treat it.

 

1. Data Controller

 

For the purposes of the GDPR, the Data Controller is Dr Ben Soukup, located at Oxford Cosemtic Clinic, The Carriage House, School Road, Ardington, OX12 8PQ. You can contact us by emailing info@oxfordcosmeticclinic.com

 

2. What Information We Collect

 

We collect and process the following categories of personal data:

 

• Personal Identification Information: Name, date of birth, contact details (address, email, phone number).

• Health Information: Medical history, treatment records, information regarding allergies, digital photographs and other relevant health data necessary to provide safe treatments.

• Financial Information: Payment details such as credit or debit card information.

• Appointment Information: Booking history, treatment preferences, and consultation notes.

• Website Data: IP address, browser type, and usage data collected through cookies or similar technologies when you visit our website.

 

3. How We Collect Your Data

 

We collect personal data from you in the following ways:

 

• When you complete a consultation or booking form on our website.

• When you visit our clinic for treatments.

• Through phone calls, emails, or other forms of communication with our staff.

• Through cookies and tracking technologies when you use our website.

 

4. How We Use Your Data

 

We use your personal data for the following purposes:

 

• To Provide Treatments: We collect and process health data to deliver safe and effective medical aesthetic treatments such as anti-wrinkle treatments, dermal fillers, and skincare.

• Appointment Scheduling: To manage and confirm your appointment bookings.

• Communication: To respond to your queries, send reminders, or notify you of any changes to your appointments or services.

• Marketing: To send you promotional material and offers, with your explicit consent.

• Payment Processing: To process payments and provide invoices for services rendered.

• Legal Compliance: To meet regulatory obligations for record-keeping in healthcare.

 

We will only use your personal data for the purposes for which we collected it unless we reasonably consider that we need to use it for another reason compatible with the original purpose.

 

5. Lawful Basis for Processing

 

Under the GDPR, we rely on the following legal bases to process your personal data:

 

• Consent: When you have provided explicit consent for us to collect and process your health data for treatment purposes.

• Contract: Processing your data is necessary for the performance of a contract (e.g., appointment bookings and services).

• Legal Obligation: Where we are required to comply with legal obligations, such as healthcare regulations.

• Legitimate Interests: For the purpose of running our business, improving our services, and communicating with clients, provided your rights do not override these interests.

 

6. How We Share Your Data

 

We will never sell or rent your personal data to third parties. However, we may share your data with:

 

• Service Providers: Third-party payment processors, booking systems, and IT service providers who assist us in delivering services.

• Regulatory Authorities: Where we are legally required to disclose information to healthcare regulators or law enforcement.

• Medical Professionals: With your consent, we may share data with other healthcare providers, such as your GP or other healthcare specialists, if necessary for your care.

 

7. Data Security

 

We are committed to ensuring that your information is secure. To prevent unauthorized access or disclosure, we have put in place suitable physical, electronic, and managerial procedures to safeguard and secure the information we collect.

 

•  We use encryption technologies to protect your financial information during transactions.

• Access to your personal information is restricted to authorised staff and service providers.

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8. Data Retention

 

We will retain your personal data only for as long as necessary to fulfil the purposes we collected it for, including legal, accounting, or reporting requirements.

 

• Health records are typically retained for at least 8 years after your last treatment, in accordance with medical guidelines.

• Financial information is retained for as long as required by HMRC regulations.

 

After the retention period, your data will be securely deleted or anonymized.

 

9. Your Rights

 

Under the GDPR, you have the following rights regarding your personal data:

 

• Right to Access: You may request access to your personal data and receive a copy of the information we hold about you.

• Right to Rectification: You have the right to request correction of any inaccurate or incomplete information.

• Right to Erasure: In certain circumstances, you can request the deletion of your personal data.

• Right to Restriction: You can request us to suspend the processing of your personal data.

• Right to Data Portability: You have the right to request your data in a structured, machine-readable format and transfer it to another provider.

• Right to Object: You may object to the processing of your data where we rely on legitimate interests or for direct marketing purposes.

•  Right to Withdraw Consent: Where we process your data based on consent, you can withdraw your consent at any time.

 

To exercise any of these rights, please contact us at info@oxfordcosmeticclinic.com.

 

10. Cookies

 

Our website uses cookies to improve user experience, track usage, and deliver relevant content. You can choose to accept or decline cookies through your browser settings.

 

11. Third-Party Websites

 

Our website may contain links to other websites of interest. Once you have used these links to leave our site, we do not have control over the external website and are not responsible for the protection and privacy of any information you provide while visiting such sites.

 

12. Changes to This Policy

 

We may update this Privacy Policy from time to time in response to legal, technical, or business developments. Any changes will be posted on our website, and where appropriate, we will notify you via email.

 

13. Contact Us

 

If you have any questions or concerns about this Privacy Policy or how we handle your personal data, please contact us at:

 

Oxford Cosmetic Clinic

The Carriage House

School Road

Info@oxfordcosmeticclinic.com

 

This Privacy Policy was last updated on 28/09/2024