Privacy Policy

1. Who we are

Roniya Aesthetic Clinic is an aesthetic and skin treatment clinic based at 20 Wolverhampton Road, Oldbury, B68 0LH. In this policy, "we", "us" and "our" refer to Roniya Aesthetic Clinic, and "you" refers to anyone who contacts us, books an appointment or receives a treatment with us.

We are the data controller for the personal information described here, which means we decide how and why it is used. We are committed to handling your information carefully and in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. The information we collect

Depending on how you interact with us, we may collect the following:

• Contact details such as your name, phone number, email address and, where relevant, your postal address.
• Enquiry and booking information such as the treatment you are interested in, appointment dates and times, messages you send us, and notes from your consultation.
• Health and medical information that is relevant to your treatment. This can include your medical history, medication, allergies, skin concerns, previous treatments, and any conditions that could affect whether a treatment is safe and suitable for you. This is special category data and we treat it with particular care.
• Consent and consultation records including the treatment plan we agree, aftercare guidance, and any consent forms you complete.
• Photographs where you have given consent, for example to record the area being treated or to track results over time. We will always ask before taking or using any image.
• Payment information needed to take a deposit or payment. Card payments are handled by our payment provider, and we do not store full card numbers ourselves.
• Basic website information such as your device type and general usage, collected through your browser if you visit our website.

We only ask for information we genuinely need. If you choose not to share certain details, we may not be able to offer a particular treatment safely.

3. How we use your information

We use your information to:

• respond to your enquiries and arrange consultations and appointments;
• assess whether a treatment is safe and suitable for you;
• carry out your treatment and provide relevant aftercare;
• keep accurate clinical records of the care we provide;
• send appointment confirmations, reminders and follow-up messages;
• take payments and deposits and keep our financial records;
• respond to questions, feedback or any concerns you raise;
• meet our legal, insurance and professional obligations.

We will only use your information for marketing, such as offers or clinic news, if you have asked us to or agreed to it. You can ask us to stop at any time and we will.

4. Our lawful bases under UK GDPR

The UK GDPR requires us to have a lawful basis for using your personal information. Depending on the situation, we rely on the following:

• Contract - to arrange and provide the treatment or service you have asked for, including managing your booking and payment.
• Legitimate interests - to run our clinic, keep proper records, respond to enquiries and keep you informed about your care, in a way that does not override your rights.
• Legal obligation - where we are required to keep certain records or share information to comply with the law.
• Consent - for anything you have specifically opted in to, such as marketing messages or the use of photographs. You can withdraw consent at any time.

5. Health and special category data

Because we provide aesthetic and skin treatments, some of the information we hold is health information. Under the UK GDPR this is "special category data" and needs extra protection and an additional lawful basis.

When you complete a medical questionnaire, discuss your history at consultation or receive treatment, we rely on your explicit consent and, where appropriate, on the basis that the information is needed for the provision of health care and treatment by, or under the responsibility of, a suitably qualified practitioner. We only use health information to keep you safe and to deliver your care properly, and access to it is limited to those directly involved in your treatment.

6. How long we keep your information

We keep your information only for as long as we need it. Clinical and treatment records are kept for the period our professional and insurance obligations require, as these can be needed to support your ongoing care and, if ever necessary, to answer questions about a treatment. General enquiry details that do not lead to a booking are kept for a shorter period and then deleted.

When information is no longer needed, we delete it securely or make it anonymous so it can no longer identify you.

7. Who we share it with

We never sell your information. We do not share it for other organisations to market to you. We only share information where it is necessary, and with appropriate safeguards, including:

• trusted service providers who help us run the clinic, such as our booking, payment and messaging providers, who act on our instructions as data processors;
• a medical or healthcare professional where this is needed for your safety or ongoing care, and with your knowledge where practical;
• our insurer or professional advisers where reasonably required;
• authorities or regulators where we are legally required to do so.

Where a provider handles information on our behalf, we put an agreement in place that requires them to protect it and to use it only for the purpose we have set.

8. Keeping your information secure

We take sensible steps to protect your information against loss, misuse and unauthorised access. This includes limiting who can see clinical records, using reputable systems for bookings and payments, and keeping paper records secure. While no method of storage is ever completely risk free, we work to keep your information safe and to act quickly if anything goes wrong.

9. Your rights

Under UK data protection law you have the right to:

• Be informed about how your information is used, as set out here;
• Access a copy of the personal information we hold about you;
• Rectification - ask us to correct information that is wrong or incomplete;
• Erasure - ask us to delete your information, where we are not required to keep it;
• Restrict or object to certain uses of your information;
• Data portability - ask us to provide certain information in a reusable format;
• Withdraw consent at any time, where we relied on your consent.

To exercise any of these rights, please contact us using the details below. We will not charge you in most cases and will respond within one month. We may need to confirm your identity first, to keep your information safe.

10. Cookies and this website

Our website is designed to be light and privacy friendly. We use only what is needed for the site to work properly and to understand, in general terms, how it is used so we can improve it. We do not use cookies to build a profile of you or to track you across other websites. You can control or clear cookies through your browser settings at any time.

11. Children and young people

Our treatments and services are intended for adults. We do not knowingly collect information from anyone under 18 without the involvement of a parent or guardian. If you believe we hold information about a young person that we should not, please contact us and we will put it right.

12. Changes to this policy

We may update this policy from time to time, for example if we change how we work or to reflect new guidance. When we do, we will update the date at the top of the page. Please check back occasionally so you are aware of any changes.

13. How to contact us

If you have any questions about this policy, or you would like to exercise your rights, please get in touch. We are happy to help.

A dedicated email address for data protection enquiries will be added here shortly. In the meantime, the quickest way to reach us is by phone or through Instagram.

If you are not happy with how we have handled your information, you can raise a concern with the Information Commissioner's Office (ICO), the UK regulator for data protection. You can visit ico.org.uk or call the ICO helpline on 0303 123 1113. We would, of course, appreciate the chance to put things right first.