Privacy policy

Who is responsible for your information?

The Retreat Laser Clinic is responsible for the personal information described in this notice. Contact Kate at kate@theretreatlaserclinic.co.uk or telephone 07967 107313. The clinic is at Steelyard Kelham, Bardwell Road, Neepsend, Sheffield, South Yorkshire, S3 8AS.

Information you give us

When you use the contact form, we collect your first name, last name, email address, message and telephone number if you provide it. We also record the wording of the storage agreement and when you agreed to it. Your enquiry is stored in the clinic’s website management system so authorised staff can respond.

The homepage consultation form prepares a message in your own email application. Entering those details does not submit an enquiry to the website database. If you send the email, your email provider and the clinic’s email service process it as ordinary email correspondence.

Please do not include medical histories, photographs of medical conditions or other sensitive health information in a website enquiry. Discuss these directly with the clinic through an appropriate consultation process.

Information collected when you browse

The website uses a session identifier to support security and form submission, and stores your cookie preferences in your browser. Its own reporting records page addresses, visit times, the referring website address where available and a country code where available. This reporting does not create a separate advertising identifier or store your IP address in its page-view records.

Web server and security logs may contain your IP address, request details and browser information. On a public deployment, the reporting system can obtain a country code from the hosting provider or send a public IP address to the Country.is service for a country-level lookup. Private local addresses are not sent for this lookup.

Why we use information and our lawful bases

We use your contact details and message to answer questions, discuss services and arrange requested appointments. Our basis is taking steps at your request before entering a contract where your enquiry concerns a service, or our legitimate interest in responding to other correspondence. The form’s storage agreement confirms that you understand your details will be recorded for this purpose; it does not enrol you in marketing.

We rely on legitimate interests to protect the website, investigate misuse and understand basic website activity. We consider the effect on visitors and limit information to what is needed. Where a legal obligation applies, we may retain or disclose relevant records to meet it.

Optional analytics or advertising technologies, if introduced, require your choice through cookie settings. We do not use website enquiries to send promotional emails without a separate appropriate permission. We do not make decisions with legal or similarly significant effects on you using automated processing on this website.

Who may receive information?

Authorised clinic staff can access enquiries. Website support, hosting, email and backup providers may process relevant information when delivering those services. Information may also be disclosed where required by law or needed to establish, exercise or defend legal claims. We do not sell enquiry information.

Google receives technical connection information when your browser loads Google Fonts or an embedded Google Map. A map may also involve Google’s own cookies or storage. These external services operate under their own privacy information. Photographs displayed by this design are served from the website itself.

Google’s privacy information is available at https://policies.google.com/privacy. Country.is information is available at https://country.is/. Links to external websites and use of your email application are subject to those services’ own arrangements.

International processing

Some external service providers may process information outside the UK. Where the clinic transfers personal information to a service provider, an appropriate UK transfer arrangement is required, such as an adequacy decision or approved contractual safeguards. Contact the clinic for information about the providers and safeguards applicable to your enquiry.

How long information is kept

Enquiries and related correspondence are kept for as long as needed to respond, manage follow-up and deal with any resulting appointment or service, complaint, legal obligation or claim. The period depends on the nature of the enquiry and any continuing relationship with the clinic. Routine website enquiries are not automatically retained as clinical treatment records.

The website does not currently automatically delete enquiries after a fixed period. Authorised staff must review and remove records that are no longer needed. Backup copies may retain a deleted record until the relevant backup is replaced or removed. Technical records are retained according to operational security and reporting needs. Browser cookie preferences expire after 180 days, as explained in the cookie policy.

Keeping information secure

Access to enquiries is restricted through the website management system. We use access controls and backups to help protect information. No online service or email system can guarantee complete security; contact the clinic promptly if you believe your information has been compromised.

Your rights

Depending on the circumstances, you can ask to access your personal information, correct it, erase it, restrict its use or receive a portable copy. You can object to processing based on legitimate interests. Where processing relies on consent, you may withdraw it without affecting processing already carried out. These rights have conditions and exceptions.

Contact kate@theretreatlaserclinic.co.uk to make a request. We may need proportionate information to confirm your identity. We will respond within the applicable legal timescale, normally one month.

You can raise a concern with the clinic or complain to the Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/ or telephone 0303 123 1113.

Changes and cookie information

We will update this notice when the website’s use of information changes. See the cookie policy for browser storage and how to change your choices.