By paying the consultation deposit you agree to attend the appointment at the time booked. Appointments may be rescheduled by giving at least 24 hour’s notice by phone or email. The deposit is non refundable, and missed appointments are liable for the full amount of the appointment. If you are more than 15 minutes late for an appointments, the appointment is considered missed and the full amount of the appointment is due.
This privacy notice explains how we at Cambridge Trichology look after personal information you give us or that we learn by having you as a client and the choices you make about marketing communications you agree we may send you. By booking an appointment with Cambridge Trichology, you are agreeing to us processing your data. This notice explains how we do this, and tells you about your privacy rights and how the law protects you.
WHAT INFORMATION WE COLLECT ABOUT YOU
We collect information about you when you book an appointment, visit our premises, or buy a product whether contact is online, on paper, by email or over the phone.
The information you give us may include your name, address, date of birth, job title, email address, phone number, relevant health, medical and lifestyle history, family history and photos of hair or scalp conditions obtained during a consultation, information which may suggest that a service or treatment should not go ahead or certain products should not be used (eg: allergies, pregnancy, skin conditions), payment and transaction information and IP addresses.
Contact will be made specific to you and your appointment. Verbal consent will be taken for contact with yourself, for correspondence with your GP as appropriate.
For clients under the age of 16, we will only keep and use their personal information with the consent of a parent, carer or guardian.
HOW INFORMATION ABOUT YOU WILL BE USED
In law, we are allowed to use personal information, including sharing it outside the clinic, only if we have a proper reason to do so, for example:
To fulfill a contract with you i.e. to provide the service or treatment you have requested and to communicate with you about your appointments
When it is in our legitimate interest i.e. there is a business or commercial reason to do so, unless this is outweighed by your rights or interests
When you consent to it: we will always ask for your consent to hold and use health and medical information.
We will therefore share your information with:
Your Providers of our software system
Suppliers of our website
We have rigorous data protection and security policies in place with all our suppliers.
We will not share your any information with any other third party without your consent except to help prevent fraud, or if required to do so by law.
MARKETING
We would like to send you information about products and services which may be of interest to you. We will ask for your consent to receive marketing information. If you have consented to receiving marketing, you may opt out at a later date. You have the right at any time to stop us from contacting you for marketing purposes or giving your information to third party suppliers of products or services. If you no longer wish to be contacted for marketing purposes, please contact caroline@cambridgetrichology.co.uk
HOW LONG YOUR INFORMATION WILL BE KEPT FOR
Your personal health and medical information (for example client consultation forms including photos & treatment history records) and financial transactions are kept on file for 7 years
WHERE YOUR INFORMATION IS KEPT
Your data is collected and held on secure cloud storage. If you subscribe to our newsletter service is provided by Mailchimp (The Rocket Science Group LLC) which is fully compliant and meets all requirements of GDPR.
Sending information via the internet is not completely secure, although we will do our best to protect your information and prevent unauthorised access.
ACCESS TO YOUR INFORMATION AND CORRECTION
You have the right to request a copy of the personal information that we hold about you. This will normally be free, unless we consider the request to be unfounded or excessive, in which case we may charge a fee to cover our administration costs. If you would like a copy of some or all of your personal information, please contact by email caroline@cambridgetrichology.co.uk
We want to make sure that your personal information is accurate and up-to-date. You may ask us to correct or remove information you think is inaccurate. You have the right to ask us to object to our use of your personal information, or to ask us to delete, remove or stop using your personal information if there is no need for us to keep it.
E-NEWSLETTERS
We may email e-newsletters to inform you about products, services and treatments provided by our clinic. You have the opportunity to unsubscribe from e-newsletters at any time. E-newsletters may contain subscriber tracking facilities within the actual email, for example, whether emails were opened or forwarded, which links were clicked on within the email content, the times, dates and frequency of activity. We use this information to refine future email campaigns and provide you with more relevant content based around your activity.
COOKIES
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This is used to track visitor use of the website and to compile statistical reports on website activity. You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However, in a few cases some of our website features may not function as a result.
OTHER WEBSITES
If our website includes links to other websites, this privacy notice only applies to this website so when you link to other websites you should read their own privacy notices.
CHANGES TO OUR PRIVACY NOTICE
We keep our privacy notice under regular review and we will place any updates on this webpage. This privacy notice was last updated on 16 October 2023.
HOW TO CONTACT US
Please contact us if you have any questions about our privacy notice or information we hold about you:
By email caroline@cambridgetrichology.co.uk
Or write to us at
The Beechwood Complementary Medical Practice
41 Hills Road
Cambridge
CB2 1NT
By calling 07395 660678
You also have the right to complain to the Information Commissioner’s Office. Find out on their website how to report a concern: