PRIVACY   POLICY

We are committed to protecting your privacy, and the privacy of our website visitors. Any information that will be collected and will be used in accordance with the General Data Protection Regulation and the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations 2003. Information gathered will not be shared with any third party companies for direct marketing.

This Privacy Notice is provided by YA skin and hair clinic which is the trading name. This Notice applies to all data subjects whose personal data is collected by YA Skin and Hair clinic.

YA Skin and Hair Clinic is a clinic that provides an extensive list of treatments for scalp , face and body . We provide a treatment for each client matching the services we offer with the needs of the clients.

The purpose of this notice is to inform you (data subjects) of what personal data we collect about you in line with the requirements of GDPR.We will generally only receive personal data from the individual concerned directly in the course of conducting business. This may be in person, via email, web form or telephone. However, in some cases personal data will be supplied by third parties (for example online booking platforms or job sites) but only when you have specifically booked a service/treatment or responded to a vacancy offered by YA Skin and Hair clinic on a third party platform.

In the course of our business we will collect certain types of personal data which will include:

  • Names, postal addresses, telephone numbers, email addresses, and other contact details (telephone calls may also be recorded for training purposes).
  • Financial information which could include bank details and credit card details
  • Personnel files in connection with employment and recruitment
  • Information supplied in the medical questionnaire about a person's health and relevant medical conditions that could affect the suitability of treatments
  • Still images of clients during the treatment process (to assess before and after) and any video captured by the CCTV security system installed at our premises.
  • Technical information such as cookies, IP address, browser type etc when you visit our website.
  • For any disclosure of information of another person, you must have full consent of the person to disclose and process their personal information in accordance with this policy.


During the course of our business, we need to process a wide range of personal data and we will only do so in accordance with the law. Some of this is done to fulfil our clinic legal obligations including those related to its employees or contractual obligations such as those to its insurers. In other cases, we will process data where it is in our legitimate interest except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject.

Our clinic believes the following use will fall within the category of legitimate interest:

  • For the purpose of recommending and providing treatments & products
  • For the purpose of providing information on pre- and aftercare before and following treatment.
  • For the purpose of confirmation and reminding individuals of appointments via email & text messages.
  • For the purpose of our newsletter and other relevant offer emails updating clients on new products and services offered by our clinic . You can opt out of this at any time.
  • For the purpose of security to protect our websites, infrastructure and premises from attacks or threats and to report any illegal activities


Given that we need to collect health information and this is classed as a special category of personal data we need to identify a specific condition under Article 9. The condition on which we rely is that processing is necessary for the purposes of providing health care or treatment.

Personal information gathered will not be shared with any third party companies for direct marketing.
Usually, personal data collected by YA Skin and Hair clinic will remain within us and will be processed by appropriate employees. Some of the processing is carried by third parties such as website developers, cloud storage providers but is at all times kept securely and only processed with the directions of clinic.On occasion, we will need to share personal information, to meet our legal obligations or for contractual reasons, with third parties such as banks lawyers, insurers, accountants or government authorities such as HRMC if you are an employee.

If you decide to apply for finance we will only share your email address with the finance company so that they may communicate with you directly.

We are committed to complying with our legal obligation to the retention and deletion of personal information. The type of data and the purpose for collection will determine how long the clinic will retain your data. We will not process your personal information for purposes longer than necessary.

Employee data can be kept for up to seven years following departure from the company. Details of an unsuccessful applicant to vacancies will be stored for up to one year.

Our insurers require the clinic to keep Client records, including medical data, images and treatment data for 10 years from the date of your last treatment following which it will be securely disposed of.

Data of those engaged with the business such as contacts for an active contract or receivers of our monthly newsletter will be retained as long as the service is being contracted or newsletter is being sent.

Emails of those who have opted out of receiving our newsletter services will be kept indefinitely to ensure continued compliance.

Financial and accounting records will be kept for 6 years from the end of the last company financial year they relate to or longer if the tax return was late or if HMRC requests it.

Your Rights As A Data Subject At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:

  • Right of access - you have the right to request a copy of the information that we hold about you.
  • Right of rectification - you have a right to correct data that we hold about you that is inaccurate or incomplete with legal proof.
  • Right to be forgotten - in certain circumstances, you can ask for the data we hold about you to be erased from our records with legal reasoning.
  • Right to be forgotten - in certain circumstances, you can ask for the data we hold about you to be erased from our records with legal reasoning.
  • Right to object to automated processing, including profiling - you also have the right to be subject to the legal effects of automated processing or profiling.
  • Right to judicial review: in the event that our clinic refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain.


YA Skin and Hair clinic will update this privacy notice from time to time. Our website will be updated when necessary to reflect the most recent and up to date copy of this notice. Please check with the Privacy Policy page occasionally to ensure that you are happy with the changes.

CANCELLATION   POLICY

We understand that emergencies and unforeseen circumstances can arise. If you find yourself in a situation where you need to cancel your appointment due to an unexpected event or an emergency, please contact your clinician as soon as possible. In such cases, the cancellation fee may be waived upon clinician approval.

To secure your appointment, we require a booking deposit of £25 at the time of scheduling. After the completion of your treatment, this deposit will be deducted from the total cost of your treatment.

A small cancellation fee of £25 pounds will be invoiced to you for any last minute cancellations.

REFUND   POLICY

All service sales are final, with no refunds.

All skin care products/injectables supplied on site are non refundable once purchased and taken off-site.

Aesthetics treatments such as Botox® anti-wrinkle treatment, dermal fillers and lip fillers are non-refundable once the treatment has been undertaken. The list is not exclusive.

The consent forms for these aesthetics treatments clearly state that there is no guarantee of a satisfactory or pleasing result. Rather our aesthetics practitioners will be using their experience and clinical acumen to provide the best possible treatment result to the best of their ability. We constantly strive to improve patient satisfaction and audit and publish these results on our website.

A "top up" anti-wrinkle treatment may be offered at the clinician's discretion but this should not be taken as an expectation. Our aim is for service users to be delighted with their results, however, we are also very careful to manage expectations, hence the thorough pre-treatment consultation.

There is no “top up” of dermal fillers, including lip fillers, ProfHilo® including lip augmentation, and any further required treatment will naturally need to be paid for.

Any adverse issues relating to facial aesthetics work undertaken at YA Skin and Hair Clinic needs to be highlighted and reviewed with a face to face review consultation with the treating clinician within a maximum of six weeks since having had the work done.

In this time-frame, we will be sympathetic to the issues raised and will be aiming to correct any deficiencies and to leave our patients delighted with their results with their expectations met or better.

We are not obliged to correct the work of imperfection Aesthetics Clinic practitioners and do not review patients who present more than six weeks after their treatment with us, especially if they have previously failed to bring any concerns to our attention.

In this circumstance, we are unable to verify the subsequent facial aesthetics history of the patient and our medical team have determined that six weeks is a reasonable timescale to have highlighted any concerns to us. This nationwide clinic policy is resolute and is in line with sound facial aesthetics practices and recommendations. This policy is clearly stated in the patient reading material pre-treatment and in the consent form.

COMPLAINTS   PROCEDURE

Complaints

YA Skin & Hair Clinic is managed by Dr. Yamini Ashokkumar, who aims to ensure a high standard of care and service at all times.

If you are unhappy with your care or the services you have received, it is important to let us know so concerns can be addressed and improvements made.

If you believe that we have not complied with our privacy notice you may complain to info@yabeautifyall.co.uk

Our aims and objectives

We aim to provide a service that meets the needs of our patients and we strive for a high standard of care.

We welcome suggestions from patients about the safety and quality of service, treatment and care we provide.

We are committed to an effective and fair complaints system.

We support a culture of openness and willingness to learn from incidents, including complaints.

Complaints policy

It is a legal requirement for all service providers to signpost their customers to a government authorised consumer redress scheme. YA Skin & Hair Clinic is a member of the Cosmetic Redress Scheme.

Patients are encouraged to provide suggestions, compliments, concerns and complaints and we offer a range of ways to do it.

Patients are encouraged to discuss any concerns about treatment and service directly with Dr. Yamini Ashokkumar, or they can complete a customer feedback form available at reception.

All complainants are treated with respect, sensitivity and confidentiality.

All complaints are handled without prejudice or assumptions about how minor or serious they are. The emphasis is on resolving the problem.

Patients can make complaints on a confidential basis or anonymously if they wish, and be assured that their identity will be protected.

Patients will not be discriminated against or suffer any unjust adverse consequences as a result of making a complaint about standards of care and service.

Managing complaints

Dr. Yamini Ashokkumar encourages patients to provide feedback about the service, including complaints, concerns, suggestions and compliments.

Wherever possible, concerns will be addressed and resolved promptly at the point of service.

Resolution

The process of resolving the problem will include:

  • an expression of regret for any harm or distress suffered
  • an explanation or information about what is known, without speculating or blaming others
  • considering the problem and the outcome the patient is seeking and proposing a solution
  • confirming that the patient is satisfied with the proposed solution


If the problem is resolved, it will be recorded internally as a Suggestion for Improvement to support learning and service improvement.

If the complaint is not resolved (formal complaints)

Complaints that are not resolved at the point of service, or that are received in writing and require follow up, are regarded as formal complaints.

Formal complaints are coordinated and managed directly by Dr. Yamini Ashokkumar, who will investigate the concern and provide a response.

Promoting feedback

You can provide feedback in a number of ways:

  • On our website
  • Through patient feedback links sent after booking
  • Face to face
  • Email


Timeframes

Formal complaints are acknowledged in writing or in person within 48 hours.

The acknowledgement provides contact details for the person handling the complaint, how it will be dealt with and how long it is expected to take.

If a complaint raises issues that require notification or consultation with an external body, the notification or consultation will occur within three days of those issues being identified.

Formal complaints are investigated and resolved within 35 days.

If the complaint is not resolved within 20 days, the complainant will be provided with an update.