Privacy Policy
Privacy Policy
Welcome to KA - Skin & Medical Aesthetics
At KA Skin & Medical Aesthetics (trading under KA Skin & Aesthetics LTD), we are committed to safeguarding your personal and medical data. To provide you with safe, high-quality clinical treatments, we need to collect and manage your information responsibly. This policy outlines how we protect your privacy, handle your data, and maintain the highest standards of confidentiality in line with UK regulations.
1. Data Protection & UK GDPR Compliance
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Information Collection: We only collect personal and sensitive health data (e.g., medical history, skin conditions, treatment records, and "before and after" photographs) necessary to safely perform treatments.
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Lawful Basis & Consent: We rely on explicit, documented consent to process health data and photos. Clients have the right to withdraw consent for marketing or photo sharing at any time.
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Secure Storage: All digital records, personal details, and clinical data are safely stored within our secure, encrypted online booking and patient management system. Any physical documents are kept in locked clinical filing cabinets accessible only to authorised clinical staff.
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Data Rights: In accordance with the Data Protection Act 2018, clients have the right to access their data (Subject Access Request), request corrections, or ask for data deletion where clinically permissible. Clinical medical records will be retained for the legally mandated period before secure destruction.
2. Medical Consultations & Informed Consent
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Mandatory Assessments: All new clients must undergo a thorough medical consultation before any clinical or aesthetic treatment is administered.
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Risk Disclosure: Practitioners will clearly explain the expected benefits, potential side effects, downtime, risks, and alternative options for every procedure.
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Consent Signing: Treatment will only proceed once the client has signed a comprehensive, treatment-specific informed consent form. Clients are given ample time to ask questions and consider their options without pressure.
3. Patient Safety, Hygiene, and Infection Control
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Clinical Standards: The clinic maintains strict infection control and sanitation protocols mirroring medical environment standards. All treatment rooms, surfaces, and non-disposable equipment are thoroughly sanitized between clients.
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Product Integrity: We exclusively use genuine, regulated, and CE/UKCA-marked products and devices sourced from reputable UK pharmaceutical distributors.
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Emergency Readiness: Staff are fully trained in complications management and basic life support, ensuring immediate, safe protocols are in place should an adverse reaction occur.
4. Appointments, Cancellations, and Deposits
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Booking Fees: To secure an appointment, a non-refundable booking deposit is required. This fee is fully redeemable against the cost of your booked treatment on the day, but remains strictly non-refundable if the treatment cannot go ahead due to circumstances beyond our control or if a patient fails to attend.
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Cancellation & Rescheduling Window: We require a minimum of 48 hours' notice for any cancellations or requests to reschedule a scheduled appointment slot.
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Membership Plan Early Termination: Our Membership Plans are subject to a minimum contract term (e.g., 6 months). If a patient chooses to cancel or terminate their Membership Plan before the contract term is complete, a £55 early cancellation fee will apply. This fee is automatically processed via our integrated payment gateway using the secure card held on file, as agreed upon at the initial sign-up of the Membership Plan.
5. Age Restrictions & Vulnerable Patient Policy
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Under 18s & Identity Verification: In strict compliance with UK law (Botulinum Toxin and Cosmetic Fillers (Children) Act 2021), we do not administer injectable cosmetic procedures to anyone under the age of 18, even with parental consent. We operate a strict "Challenge 25" policy; valid, government-issued photo ID will be requested if a patient looks under the age of 25.
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Psychological Well-being: We practice ethical aesthetics. If a practitioner believes a patient has unrealistic expectations or exhibits signs of body dysmorphic disorder (BDD), we reserve the right to decline treatment and will politely offer a referral to appropriate support or psychological care.
6. Complaints, Refusal of Treatment, and Redress
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Right to Refuse: Our practitioners reserve the right to refuse treatment to any individual if it is deemed clinically unsafe, inappropriate, or if the client exhibits abusive behavior toward staff.
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Complaints Procedure: We take client satisfaction seriously. If a client is unhappy with their experience, they can file a formal complaint in writing. We pledge to acknowledge the complaint within 5 business days and provide a full review and resolution timeline.
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Results Disclaimer: While we practice to the highest standards, clinical outcomes vary from person to person. No guarantees are made regarding exact aesthetic results, and refunds are generally not issued for completed treatments.
7. The Data We Collect
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Personal Data: Name, date of birth, email, phone number, and address.
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Special Category (Medical) Data: Medical history, skin conditions, medications, allergies, and treatment photographs.
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Technical Data: IP address, cookies, and website usage tracking.
8. Why We Use Your Data
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To Provide Treatments: We process your contact and medical data to safely perform clinical consultations and treatments (Performance of a Contract / Healthcare Provision).
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To Improve Our Website: We use technical data to manage and optimize our website (Legitimate Interests).
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Marketing: We only send promotional updates if you give us your Explicit Consent.
9. Data Security & Storage
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All medical details, forms, and photos are stored securely on encrypted, password-protected Electronic Medical Record (EMR) clinic software.
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We limit data access strictly to authorised clinical staff who need it to manage your care.
10. How Long We Keep Your Data
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Medical Records: If you receive a treatment, UK medical guidelines require us to keep your clinical records for a minimum of 8 years after your last visit.
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General Inquiries: If you contact us but do not book a treatment, your data is securely deleted after 12 months.
11. Your Legal Rights
Under the UK GDPR, you have the right to access your data, correct mistakes, or withdraw marketing consent at any time.
Note: You can request data erasure, but we cannot legally delete clinical medical histories until the mandatory 8-year retention period has passed. You also have the right to complain to the Information Commissioner’s Office (ICO).