Privacy Policy

This notice explains how Cosmetic Medicine Limited ("Cosmetic Medicine", "we", "us") collects and uses personal information when you visit our website, contact us, book a consultation or receive treatment with Dr Tania Robakowska.

1. Who we are

Cosmetic Medicine Limited is the data controller for the information described here. Registered in England and Wales, company number 13604230. ICO registration (data protection fee) number: ZB315259.

Cosmetic Medicine Limited, 4 Station Road, Birchington-on-Sea, Kent CT7 9DQ. Email: info@cosmeticmedicine.uk · Clinic telephone: 01843 264148

2. What information we collect

When you enquire or book: your name, mobile number, email address, what you would like help with, any message you send us, and whether you would like news and event invitations. If you complete our face type quiz, we record your answers and result anonymously (without your name or contact details), together with how you arrived at the site and whether you used a phone or computer. If you choose to leave your details, we also receive your quiz result with them. Our enquiry forms also tell us how you arrived at the site (for example Google, Instagram or an advert link) and which page you used.

When you come for consultation or treatment: your date of birth, address and GP details; health information including medical history, medicines, allergies and previous treatments; clinical photographs (taken for your medical record with your consent); treatment and consent records; and payment records (we do not keep full card numbers).

When you use this website: nothing is stored on your device unless you accept optional cookies. Only if you agree, we use Google Analytics (to count visits) and the Meta Pixel (to measure our Facebook and Instagram adverts). See our Cookie Policy. We never send your health information, treatment interests, quiz answers or anything you type into a form to them.

Health information is "special category" data and has extra protection in law. Please don't send detailed medical information through the enquiry form or messaging apps. Dr Tania will discuss your health with you in person.

3. How we use it, and our lawful basis (UK GDPR)

• To reply to your enquiry and arrange a consultation: steps you have asked us to take before a contract (Article 6(1)(b)) and our legitimate interest in responding to people who contact us (Article 6(1)(f)).
• To 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.
• To keep records as the law and professional guidance require, and to deal with complaints or claims: legal obligation (Article 6(1)(c)) and legitimate interests (Article 6(1)(f)); for health data, Article 9(2)(h) and, where relevant, Article 9(2)(f).
• To take payments and keep accounts: contract and legal obligation.
• To 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)), which you can withdraw at any time.
• Marketing emails or messages: only if you have opted in. Sending an enquiry does not sign you up, 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.

4. Who we share it with

• Google, which receives the enquiry forms you send from this website (Google Forms), provides our email and, only if you click to show it, the map.
• Our booking and client management system.
• WhatsApp (Meta), if you choose to message us on WhatsApp.
• Google Analytics and Meta (Facebook and Instagram), only if you accept optional cookies.
• Our IT, website hosting, payment and accountancy providers.

Where necessary and lawful, we may also share information with your GP or another clinician involved in your care (normally with your agreement), our professional indemnity insurer, regulators such as the General Medical Council, or where the law requires it.

5. Transfers outside the UK

Some 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.

6. How long we keep it

• Medical and treatment records, including clinical photographs: 8 years after your last treatment.
• Enquiries that do not lead to an appointment: 12 months.
• Payment and accounting records: 6 years from the end of the financial year.
• Marketing preferences: until you opt out.

7. 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 must keep your information secure.

8. Your rights

You can ask for a copy of your information; ask us to correct it; ask us to delete it 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 it where we rely on legitimate interests; ask for it to be transferred; and withdraw consent at any time where we rely on consent. You do not usually need to pay a fee and we will respond within one month. Contact us using the details in section 1.

9. How to complain

Please contact us first so we can try to put things right. You can also complain to the Information Commissioner's Office: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF · 0303 123 1113 · ico.org.uk/make-a-complaint.

10. Changes to this notice

We review this notice regularly. The date at the top shows when it was last updated.