PRIVACY POLICY

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1. Introduction

Ayur Aesthetics respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store, disclose and protect personal information when you visit our website, contact us, make an appointment, purchase a product or service, complete a consultation form, receive a beauty or aesthetic treatment, communicate with our team or otherwise interact with Ayur Aesthetics.

This policy applies to information collected:

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• through ayuraesthetics.co.uk;

• through our online booking system;

• by telephone;

• by email;

• through social media or messaging platforms;

• when you visit our salon or clinic;

• through consultation and consent forms;

• through treatment records;

• through payment transactions; and

• through other legitimate interactions with Ayur Aesthetics.

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UK privacy guidance requires organisations to provide individuals with clear information about matters including the purposes and lawful bases for processing, recipients, retention, individual rights and the right to complain.

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2. Who We Are

Ayur Aesthetics is a beauty, hair, wellness and aesthetics business located in Wembley, West London.

Business: Ayur Aesthetics
Address: 201 East Ln, Wembley HA0 3NG, United Kingdom
Website: ayuraesthetics.co.uk

For applicable data-protection purposes, Ayur Aesthetics is responsible for deciding how and why personal information under its control is processed, except where another organisation acts independently as a controller.

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3. Information We Collect

The information we collect depends upon how you interact with us and which treatments or services you request.

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Identity and Contact Information

We may collect your:

• full name;

• date of birth or age where relevant;

• telephone number;

• email address;

• postal address where necessary; and

• emergency contact details where appropriate.

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Booking Information

We may collect information about:

• treatments booked;

• appointment dates and times;

• preferred practitioners;

• appointment history;

• cancellations;

• rescheduled appointments;

• no-shows;

• deposits;

• treatment packages; and

• other booking preferences.

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Treatment and Consultation Information

For treatments where consultation or screening is appropriate, we may collect:

• consultation responses;

• previous treatment history;

• skin or hair concerns;

• allergies;

• sensitivities;

• contraindications;

• treatment preferences;

• patch-test results;

• treatment notes;

• consent records;

• aftercare information; and

• progress information.

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4. Health and Medical Information

Certain services offered by Ayur Aesthetics, particularly aesthetic, laser, skin and hair-loss treatments, may require us to collect relevant health information.

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This could include information about:

• medical conditions;

• allergies;

• medication;

• pregnancy or breastfeeding where relevant;

• previous cosmetic or aesthetic procedures;

• previous reactions to treatments;

• skin conditions;

• hair or scalp conditions;

• contraindications; and

• other health information relevant to determining whether a treatment can be performed appropriately.

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Health information may constitute special-category personal data under UK data-protection law and is therefore subject to additional protections.

We will only collect information that we reasonably consider relevant to consultation, treatment suitability, client care, safety, record-keeping or applicable professional/legal requirements.

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5. Why We Collect Your Information

We may use personal information to:

• manage appointments;

• confirm bookings;

• send appointment reminders;

• process deposits and payments;

• perform consultations;

• determine treatment suitability;

• provide treatments;

• maintain client records;

• record treatment progress;

• provide aftercare;

• contact you about your treatment;

• manage treatment packages;

• respond to enquiries;

• manage complaints;

• investigate adverse reactions or incidents;

• maintain appropriate accounting records;

• protect our business and clients;

• improve our services;

• operate and secure our website;

• prevent fraudulent or abusive activity;

• communicate important changes to appointments or services;

• comply with applicable legal requirements; and

• send marketing communications where permitted.

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6. Our Lawful Bases

Depending upon the circumstances, our processing may rely on one or more lawful bases.

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Contract

We may need to process your information to take steps at your request before providing a service or to perform our agreement with you.

For example, we need your contact and booking information to reserve and administer your appointment.

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Legal Obligation

We may process information where this is necessary to comply with a legal obligation applicable to our business.

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Legitimate Interests

We may process information where necessary for our legitimate business interests, provided those interests are not overridden by your rights.

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Examples may include:

• administering our business;

• responding to enquiries;

• improving services;

• maintaining appropriate records;

• preventing fraud;

• protecting our premises and systems; and

• managing client relationships.

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Consent

Where consent is the appropriate basis, we will seek your consent.

Where processing is based on consent, you may generally withdraw that consent at any time. Withdrawal does not make processing that occurred before withdrawal unlawful.

The ICO requires businesses to identify and communicate their lawful bases as part of their privacy information.

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7. Special-Category Information

Where we process health or other special-category information, we will identify an appropriate lawful basis and an additional condition permitting the processing of that special-category information.

The precise basis will depend upon the treatment, purpose and circumstances.

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8. Online Bookings

When you book through our website or an authorised booking provider, information may be collected including your:

• name;

• telephone number;

• email;

• selected service;

• appointment date/time;

• practitioner preference;

• booking notes; and

• payment/deposit information.

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If we use a third-party booking platform, that provider may process information according to its own privacy terms as well as under arrangements with Ayur Aesthetics.

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9. Payments

We may use third-party payment providers to process card payments.

Where payments are processed through a secure third-party provider, Ayur Aesthetics may not receive or store your complete debit or credit card number.

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We may nevertheless retain transaction information such as:

• amount paid;

• date of payment;

• treatment/service purchased;

• deposit amount;

• refund amount;

• payment status; and

• transaction reference.

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This information may be required for accounting, booking and dispute-resolution purposes.

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10. Treatment Photographs

For some skin, hair, laser or aesthetic treatments, photographs may be taken to document the client's condition before treatment and monitor progress.

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Treatment-record photography is separate from marketing permission.

Where we wish to use identifiable client photographs or videos for:

• our website;

• Instagram or other social media;

• advertising;

• promotional material;

• before-and-after galleries; or

• other public marketing,

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we will obtain appropriate permission where required.

Refusing marketing photography will not affect the standard of treatment you receive.

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11. Marketing

Where permitted, Ayur Aesthetics may send information about:

• new treatments;

• salon news;

• promotions;

• special offers;

• appointment availability;

• events; and

• other services.

Where consent is required for electronic marketing, we will seek appropriate consent.

You may unsubscribe from marketing communications at any time using the unsubscribe facility provided or by contacting us.

Operational communications concerning an appointment, consultation, payment or treatment are not necessarily marketing communications.

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12. How We Share Information

Ayur Aesthetics does not sell your personal information.

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We may disclose information where reasonably necessary to trusted third parties such as:

• appointment and booking providers;

• payment processors;

• website hosting providers;

• IT and security providers;

• email/SMS providers;

• cloud-storage providers;

• accountants;

• insurers;

• legal advisers;

• professional advisers;

• regulatory bodies;

• government authorities; and

• law-enforcement agencies where disclosure is lawfully required.

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We aim to disclose only information reasonably necessary for the relevant purpose.

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13. International Transfers

Some service providers may store or process information outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate steps required under applicable UK data-protection law to ensure an appropriate level of protection.

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14. How Long We Keep Your Information

We do not intend to retain personal information indefinitely.

Retention periods depend upon factors such as:

• the type of information;

• treatment provided;

• professional requirements;

• legal obligations;

• accounting requirements;

• insurance requirements;

• limitation periods;

• complaints or disputes; and

• legitimate business requirements.

The ICO requires privacy information to state the retention period or the criteria used to determine it.

Before publication, Ayur Aesthetics should insert its actual retention schedule here rather than inventing one.

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15. Security

We take reasonable technical and organisational measures designed to protect information from:

• unauthorised access;

• accidental loss;

• misuse;

• alteration;

• disclosure; and

• destruction.

Access to client information should be restricted to staff and service providers who reasonably require access.

No electronic storage or internet transmission system can, however, be guaranteed to be completely secure.

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16. Your Data-Protection Rights

Depending upon the circumstances and applicable law, you may have rights including:

• Right of access — requesting a copy of your personal information;

• Right to rectification — requesting correction of inaccurate or incomplete information;

• Right to erasure — requesting deletion in certain circumstances;

• Right to restriction — asking us to restrict certain processing;

• Right to object — objecting to certain processing;

• Right to data portability — receiving certain information in a portable format;

• Right to withdraw consent — where processing depends upon consent; and

• rights relating to certain forms of automated decision-making.

These rights are not absolute in every situation.

For example, we may be required or entitled to retain certain records despite a deletion request.

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17. Exercising Your Rights

To make a privacy request, please contact Ayur Aesthetics using the contact information published on our website.

We may need to verify your identity before disclosing or changing personal information.

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18. Complaints

If you believe we have handled your information incorrectly, please contact us so that we can investigate your concern.

You also have the right to complain to the UK's Information Commissioner's Office (ICO).

Information Commissioner's Office

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19. Information About Children

Our services are primarily intended for adults.

Some treatments may be subject to age restrictions or require parental/guardian involvement.

Ayur Aesthetics may decline a treatment where age, consent, treatment suitability or professional considerations make the treatment inappropriate.

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20. Third-Party Websites

Our website may contain links to third-party websites.

Ayur Aesthetics is not responsible for the privacy practices of independent third-party websites. You should review their privacy information before providing personal information.

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21. Changes to This Policy

We may update this Privacy Policy to reflect changes in our services, website, technology, legal requirements or business practices.

The ICO recommends regularly reviewing and updating privacy information, particularly before introducing new uses of personal data.

The current version will be published on ayuraesthetics.co.uk.