Privacy Notice 

Here at Rachel Holmes Skincare we take your privacy seriously. This privacy notice explains how Rachel Holmes Skincare looks after your personal information you give us or that we learn by having you as a client and the choices you make about marketing preferences you agree we may send you. This notice explains how we do this and informs you about your privacy rights and how the law protects you. 


TOPICS

  • What information we collect about you
  • How the information we hold about will be used
  • Marketing 
  • How long we keep your information
  • Where your information is stored
  • Access to your personal information 
  • Other websites
  • Changes to our privacy notice
  • How to contact us

WHAT INFORMATION WE COLLECT ABOUT YOU

We collect information about you when you book an appointment for a treatment, visit the clinic for a treatment, purchase products, purchase a gift card, whether contact is online, on paper, by email or over the phone.


The information you provide us with may include your name, address, email, contact phone number/s, date of birth, medical history, gender, videos and photographs (For tracking treatment results and/or agreed to the use on social media or our website), Race/Origin, relevant history which may suggest a treatment is not suitable for you and may not be performed, or certain products should not be used (e.g: allergies, pregnancy, skin conditions, heart conditions, medications), payment and transaction information and IP address. 


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. 


HOW INFORMATION ABOUT YOU WILL BE USED

In law, we can use personal information, including sharing it outside the clinic, only if we have a legitimate reason to do so, for example:

  • To fulfil a contract with you; i.e. to provide the treatment you have requested and to communicate with you about your appointment/s.
  • When it is in our legitimate interest i.e. there is a business or commercial reason to do so, unless this is outweighed by your rights or interests.
  • When you consent to it; we will always ask for your consent to hold and use health amd medical information.

We will therefore share your information with:

  • Providers of our software system Ovatu
  • Providers of our card merchant services Sum Up and Stripe

We have rigorous data protection and security policies in place with all our suppliers. 

We will not share your information with any other third party without your consent except to help prevent fraud, or if required to do so by law.


MARKETING

We would like to send you information about products, treatments and service which maybe of interest to you. We will ask for your consent to recieve marketing information.


If you have consented to receiving marketing you may opt out later.

You have the right at anytime to stop us from contacting you for marketing purposes or giving your information to third party suppliers of products or services, we never sell on your personal information to third parties. If you no longer wish to be contacted for marketing purposes, please contact [email protected] or contact the clinic directly. 


HOW LONG YOUR INFORMATION WILL BE STORED FOR 

Unless you request otherwise, we will keep your information to contact you no more than twice per year - for a maximum of 1 year from your last visit or until you request otherwise. 


After a year we will delete all your personal information, except your name, relevant client history (e.g. allergy test records which we will keep for 7 years) and financial transactions (which we are obligated to keep for 6 years).


See our data retention policy for further information.


WHERE YOUR INFORMATION IS KEPT

Your information is stored within the European Economic Area on secure servers provided by Ovatu software, Sum UP and Stripe card merchants. All information is password protected and locked.

Any payment transactions are encrypted. Sending information via the internet is not completely secure, although we will do our best to protect your information and prevent unauthorised access. All paper records are stored in a locked cabinet within a locked room with access by Rachel Holmes, the clinic owner. 


If you would like a copy of some or all of your personal information that we hold about you, please contact Rachel Holmes by post or email [email protected]


We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate. 

You have the right to object to our use of your personal information, or to ask us to delete, remove or stop using your personal information if there is no need for us to keep it. 


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 up dates on this webpage. This privacy notice was last updated on the 24/05/2018.


HOW TO CONTACT US

Please contact us if you have any questions about our privacy notice or information we hold about you:

  • By email [email protected]
  • Or write to us at Rachel Holmes Skincare, 2nd floor, Jubilee House, Church Street, Morley, Leeds, LS27 9JQ.

You also have the right to complain to the Information Commisioners Office. Find out on their website how to report a concern:

www.ico.org.uk/concerns/handling