Cosmetic Medicine
Privacy Policy
This notice explains how Cosmetic Medicine Limited ("Cosmetic Medicine", "we", "us") collects and uses personal information when you visit this page, contact us, book a consultation or receive treatment with Dr Tania Robakowska. It follows the structure of the Information Commissioner's Office (ICO) privacy notice guidance for health and social care organisations.
1. Who we are
Cosmetic Medicine Limited is the data controller for the personal information described here. We are registered in England and Wales, company number 13604230.
Cosmetic Medicine Limited
4 Station Road, Birchington-on-Sea, Kent CT7 9DQ
Email: info@cosmeticmedicine.uk
Clinic telephone: 01843 264148
WhatsApp: 07488 511050
ICO registration (data protection fee) number: [ICO REGISTRATION NUMBER]
If you have any questions about this notice or your information, please contact us using the details above.
2. What information we collect
When you enquire or book
- Your name, telephone number, email address and preferred way of being contacted.
- The appointment you choose, and any message you send us by enquiry form, WhatsApp, telephone or email.
When you come for consultation or treatment
- Your date of birth, address and GP details.
- Health information, including your medical history, medicines, allergies, previous treatments, and what is discussed and recommended at consultation.
- Clinical photographs, taken for your medical record with your consent.
- Treatment records, including the products used, consent forms and aftercare.
- Payment records (we do not keep full card numbers).
When you use this website
- Your cookie choices, stored on your own device.
- Only if you agree: information about how you use this page (Google Analytics) and whether you arrived from one of our Facebook or Instagram adverts (Meta Pixel). See our Cookie Policy.
Health information is "special category" data and has extra protection in law. Please do not send detailed medical information through the enquiry form or messaging apps; Dr Tania will discuss your health with you in person.
3. How we get your information
Almost all of it comes directly from you: through our online booking system, our enquiry form, WhatsApp, telephone, email, or in person at the clinic. With your permission, we may occasionally obtain information from, or share it with, your GP or another clinician involved in your care.
4. How we use it, and our lawful basis
| What we do | Lawful basis (UK GDPR) |
|---|---|
| Reply to your enquiry and arrange a consultation | Taking steps at your request before entering a contract (Article 6(1)(b)); our legitimate interest in responding to people who contact us (Article 6(1)(f)) |
| Assess your suitability, provide treatment and aftercare, and keep a medical record | Contract (Article 6(1)(b)); for health data, the provision of health care (Article 9(2)(h)) with the Data Protection Act 2018, Schedule 1, Part 1, paragraph 2 |
| Keep records for as long as the law and professional guidance require, and deal with complaints or legal claims | Legal obligation (Article 6(1)(c)); legitimate interests (Article 6(1)(f)); for health data, Article 9(2)(h) and, where relevant, legal claims (Article 9(2)(f)) |
| Take payments and keep accounting records | Contract (Article 6(1)(b)); legal obligation (Article 6(1)(c)) |
| Use before-and-after photographs on our website or social media | Only with your separate, explicit written consent (Articles 6(1)(a) and 9(2)(a)). You can withdraw it at any time; we will then stop using the images in new material. |
| Analytics and advertising measurement on this page | Only with your consent through the cookie banner (Article 6(1)(a) and the Privacy and Electronic Communications Regulations) |
| Marketing emails or messages | Only if you have separately opted in. Sending an enquiry or booking does not sign you up to marketing, and you can opt out at any time. |
We do not use your information for automated decision-making or profiling, and we never sell it.
We never send your health information, treatment interests or anything you type into a form to Google Analytics, Meta or any other advertising or analytics provider.
5. Who we share it with
We use trusted service providers who process information on our behalf and only on our instructions:
- Phorest, our online booking and client management system.
- Google, which provides our enquiry form (Google Forms), email and, only if you click to show it, the map on this page.
- WhatsApp (Meta), if you choose to message us on WhatsApp.
- Google Analytics and Meta, only if you accept optional cookies.
- Our IT, website hosting, payment and accountancy providers.
We may also share information, where necessary and lawful, with your GP or another clinician involved in your care (normally with your agreement, or without it only where there is a serious risk to you or others), our professional indemnity insurer, regulators such as the General Medical Council, or where the law requires it.
6. Transfers outside the UK
Some of our providers, such as Google and Meta, may process information outside the UK. Where this happens, it is protected by UK adequacy regulations or approved safeguards, such as the International Data Transfer Agreement.
7. How long we keep it
- Medical and treatment records, including clinical photographs: [RETENTION PERIOD, e.g. at least 8 years after your last treatment, to be confirmed against your indemnity insurer and professional guidance]
- Enquiries that do not lead to an appointment: [RETENTION PERIOD, e.g. 12 months]
- Payment and accounting records: 6 years from the end of the financial year, as required for tax purposes.
- Your cookie choices: 12 months, on your own device.
8. How we keep it secure
Access to your records is limited to the people who need it to provide your care. Our systems are password-protected, and our providers are required to keep your information secure.
9. Your rights
You have the right to:
- ask for a copy of your information (a "subject access request");
- ask us to correct information that is wrong or incomplete;
- ask us to delete your information, or restrict how we use it, in some circumstances (we may need to keep medical records for the periods above);
- object to how we use your information where we rely on legitimate interests;
- ask for information you gave us to be transferred to another organisation, in some circumstances;
- withdraw your consent at any time, where we rely on consent (for example, for photographs used in our marketing or for optional cookies).
You do not usually need to pay a fee, and we will respond within one month. To make a request, contact us using the details in section 1.
10. How to complain
If you have a concern about how we use your information, please contact us first so we can try to put it right. You can also complain to the Information Commissioner's Office:
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Helpline: 0303 123 1113
Website: ico.org.uk/make-a-complaint
11. Changes to this notice
We review this notice regularly. The date at the top shows when it was last updated.