VITALMED Aesthetic and Laser Clinic
Effective Date: 11.06.2025

At VITALMED Aesthetic and Laser Clinic, we are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

VITALMED Aesthetic and Laser Clinic is a medical aesthetic clinic located in Cheltenham, UK. For the purpose of data protection laws, we are the “Data Controller” of the personal data you provide to us.

2. What Personal Data We Collect

We may collect and process the following categories of personal data:

Identification Data: Full name, date of birth, address, email, phone number.

Medical Information: Medical history, skin conditions, allergies, medications, treatment notes.

Payment Information: Debit/credit card details (processed securely by third-party providers).

Marketing Preferences: Consent to receive emails, offers, or appointment reminders.

Usage Data: Information about how you use our website (via cookies or analytics tools).
3. How We Collect Your Data

Your data may be collected when:

You fill out a consultation or consent form in clinic.

You book an appointment online, by phone, or in person.

You communicate with us via email, phone, or social media.

You sign up for newsletters or marketing communications.

You use our website or interact with our online content.
4. How We Use Your Data

We use your personal data to:

Provide safe and effective treatments tailored to your needs.

Contact you regarding appointments, follow-ups, or health information.

Process payments and manage financial transactions.

Send you relevant marketing offers (with your consent).

Improve our services and website user experience.

Comply with legal, regulatory, or insurance obligations.
5. Legal Basis for Processing

We only process your data where legally permitted. This includes:

Consent – where you have explicitly given permission (e.g. for marketing).

Contractual Necessity – to deliver treatment or manage your appointment.

Legal Obligation – to comply with medical and tax regulations.

Legitimate Interests – such as improving client experience or maintaining records.
6. How We Store and Protect Your Data

We take the security of your data seriously. Your information is:

Stored securely using password-protected systems and encrypted files.

Accessed only by authorised staff with appropriate training.

Retained only as long as necessary for legal, clinical, or administrative purposes (typically 7 years for medical records).

Regularly reviewed and securely deleted when no longer required.
7. Sharing Your Data

We do not sell or share your personal data with third parties for commercial use. Your data may be shared with:

Medical professionals within our clinic (with your consent).

Regulatory bodies (where required by law).

Payment processors or booking systems under strict data processing agreements.

Insurers or legal representatives in the case of a claim or dispute.
8. Your Rights

Under the UK GDPR, you have the right to:

Access your personal data.

Correct inaccurate or incomplete data.

Request deletion of your data (where legally permissible).

Withdraw consent (e.g. unsubscribe from marketing).

Object to processing based on legitimate interests.

Request data portability.

To exercise any of these rights, please contact us at: [insert contact email address]

9. Cookies and Website Analytics

Our website may use cookies and analytics tools to improve functionality and understand visitor behaviour. You can disable cookies via your browser settings. For full details, please refer to our separate Cookie Policy.

10. Contact Us

If you have questions about this Privacy Policy or how we handle your data, please contact:
VITALMED Aesthetic and Laser Clinic
Email: contact@beautyshadow.co.uk
Phone: 07817859551
Address: WW3F+52 Cheltenham, United Kingdom

If you are not satisfied with how we handle your data, you may lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk