Privacy Policy

Koli Aesthetics Ltd (“we”, “our”, “us”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal information when you use our services, website, or book appointments.

 

1. Who We Are

We are Koli Aesthetics Ltd, an aesthetics clinic based in Whitchurch, Hampshire. We provide non-surgical aesthetic treatments. We are registered with the Information Commissioner’s Office (ICO) as a data controller.

 

2. Information We Collect

We may collect and process the following information about you:

Personal details (name, date of birth, address, contact details).

Medical information (medical history, allergies, medications, lifestyle information) relevant to your treatment.

Treatment records (before/after photographs, clinical notes, consent forms).

Payment information (billing details, but no card details are stored directly by us).

Technical information (when using our website, such as IP address, cookies, and browsing behaviour).

 

3. How We Use Your Information

We use your information for:

Providing safe and effective treatments.

Maintaining accurate medical and treatment records.

Appointment booking, reminders, and follow-up communication.

Processing payments and invoices.

Marketing communications (only where you have given explicit consent).

Legal and regulatory compliance.

 

4. How We Store Your Information

Electronic records are stored securely, password protected, and only accessible to authorised staff.

​Any written / paper based records will be kept secure and safe and inaccessible to the public. 

We retain patient records for a minimum of 10 years, in line with legal and medical guidelines and our medical malpractice insurance policy.

After this period, records will be securely deleted or destroyed.

 

5. Sharing Your Information

We will never sell your personal information. We may share your information only when:

Required by law or regulation.

With your consent (e.g. referral to another healthcare professional).

With third-party providers (such as booking systems or payment processors), who must also comply with GDPR.

 

6. Your Rights Under GDPR

You have the right to:

Access a copy of the personal information we hold about you.

Request corrections if your information is inaccurate.

Request deletion of your records (subject to legal/medical retention requirements).

Restrict or object to processing in certain circumstances.

Withdraw consent for marketing communications at any time.

To exercise these rights, please contact us using the details below.

 

7. Marketing and Communications

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7. Marketing and Essential Communications

We will only send you marketing communications, such as special offers, newsletters or promotional updates, where you have provided your consent. You can withdraw your consent at any time by clicking the unsubscribe link in our emails or contacting us directly.

We may also contact you regarding important administrative, operational or patient care matters, where necessary. This may include appointment information, treatment-related communications, patient safety updates, changes to our business name, contact details, premises, policies or other information relevant to the services we provide.

These communications are separate from marketing and may still be sent if you have opted out of receiving promotional communications, where we have a lawful basis to do so under applicable data protection legislation.

We will ensure that essential communications are relevant, appropriate and do not contain promotional material.

 

8. Cookies and Website Use

Our website may use cookies to improve user experience and analyse traffic. You can disable cookies in your browser settings if you prefer.

 

9. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us:

Address: Koli Aesthetics, London St, Whitchurch, Hampshire RG28 7LN
 

Email: info@koliaesthetics.com

Phone: 01256599000

You also have the right to lodge a complaint with the ICO (Information Commissioner’s Office) if you believe your data has not been handled correctly: https://ico.org.uk.