Privacy Policy
City of Beauty
Address: 142 Birches Barn Road, Wolverhampton, WV3 7BG
Website: CityofBeauty.co.uk
City of Beauty respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and protect your personal information when you visit our website, contact us, book appointments, attend consultations, purchase treatments, or otherwise interact with us.
This Privacy Policy is intended to comply with applicable data protection laws in the United Kingdom, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
By using our website or providing your information to us, you acknowledge the practices described in this Privacy Policy.
- Who We Are
For the purpose of data protection law, City of Beauty is the data controller of your personal information.
City of Beauty
142 Birches Barn Road
Wolverhampton
WV3 7BG
If you have any questions about this Privacy Policy or how your personal data is handled, please contact us using the contact details published on our website.
- What This Privacy Policy Covers
This Privacy Policy applies to personal data collected by City of Beauty through:
- our website, including contact forms, booking forms, and enquiry forms
- email, telephone, SMS, WhatsApp, social media messages, or in-person communication
- consultations, appointments, and treatments provided by us
- marketing sign-ups and newsletter subscriptions
- before-and-after photography, where applicable
- any other interaction you have with City of Beauty in connection with our services
This Privacy Policy does not apply to third-party websites linked from our website. If you follow a link to another website, you should review that website’s own privacy policy.
- The Information We May Collect
We may collect, use, store, and process different types of personal information depending on how you interact with us.
3.1 Personal information you provide to us
This may include:
- your name
- date of birth
- address
- email address
- telephone number
- emergency contact details, where relevant
- appointment preferences and booking information
- payment and billing information
- records of your communications with us
- any information you provide when completing contact forms, consultation forms, medical questionnaires, or consent forms
3.2 Health and treatment-related information
Because City of Beauty provides aesthetic, laser, skin, and wellness treatments, we may collect information relevant to your treatment suitability and safety, including:
- medical history
- allergies and sensitivities
- medication information
- pregnancy/breastfeeding status where relevant
- previous treatments or procedures
- skin concerns, treatment goals, and consultation notes
- patch test results
- treatment records, aftercare notes, and progress updates
- before-and-after photographs, where taken for clinical records or with consent for marketing use
This type of information may include special category personal data under UK GDPR, particularly health-related information.
3.3 Technical and website usage information
When you visit our website, we may automatically collect certain information, such as:
- IP address
- browser type and version
- device type
- operating system
- approximate location data derived from IP
- pages visited and time spent on our website
- referral source, clicks, and browsing behaviour
- cookie and analytics data
3.4 Marketing preferences
We may collect information about your preferences for receiving marketing communications from us and your communication choices.
- How We Collect Your Information
We may collect your personal data in the following ways:
- when you contact us through our website, by phone, email, social media, or messaging apps
- when you book an appointment, request a consultation, or enquire about a treatment
- when you complete consultation, consent, or medical forms
- when you purchase a treatment, package, gift voucher, or product
- when you subscribe to marketing communications
- when you attend our clinic and provide information in person
- when you submit photographs or treatment-related information to us
- automatically through cookies, analytics, and similar technologies when you browse our website
- from third-party booking, payment, or website service providers where relevant to our services
- How We Use Your Information
We use your personal data only where we have a lawful basis to do so. Depending on your relationship with us, we may use your information for the following purposes:
5.1 To respond to enquiries and manage bookings
We may use your information to:
- respond to your questions and enquiries
- provide information about our treatments and services
- book, confirm, reschedule, or cancel appointments
- send appointment reminders and follow-up communications
- manage treatment packages, deposits, and payments
5.2 To provide consultations and treatments
We may use your information to:
- assess your suitability for treatment
- maintain consultation notes and treatment records
- identify contraindications, allergies, or safety concerns
- provide aftercare advice and treatment follow-up
- document progress and treatment outcomes
- protect your health, safety, and wellbeing during treatment
5.3 To run and improve our business
We may use your information to:
- manage our day-to-day clinic operations
- maintain internal records
- improve our services, customer experience, and website performance
- train staff and improve treatment standards where appropriate
- handle complaints, feedback, disputes, or legal claims
- prevent fraud, misuse, or unauthorised activity
5.4 For marketing purposes
Where permitted by law, or where you have given consent, we may use your information to send you:
- offers and promotions
- treatment updates
- clinic news
- appointment reminders or follow-up offers
- relevant information about services you may be interested in
You can opt out of marketing communications at any time.
- Our Lawful Bases for Processing
Under UK GDPR, we must have a lawful basis for processing your personal data.
Depending on the circumstances, we may rely on one or more of the following lawful bases:
6.1 Contract
Where processing is necessary to take steps at your request before entering into a contract or to perform our contract with you, such as arranging and providing booked services.
6.2 Legitimate interests
Where processing is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms. This may include managing appointments, improving our services, maintaining treatment records, or handling enquiries.
6.3 Legal obligation
Where we need to comply with a legal or regulatory obligation.
6.4 Consent
Where you have given clear consent, for example:
- to receive certain marketing communications
- to allow use of identifiable before-and-after photographs for promotional purposes
- where consent is otherwise required under data protection law
6.5 Special category data
Where we process health-related or other special category data, we do so only where a lawful basis and a valid additional condition under UK data protection law applies, such as:
- where processing is necessary for the provision of health, treatment, or care-related services
- where you have explicitly consented
- where processing is necessary to protect your vital interests or comply with legal obligations, where applicable
- Marketing Communications
We may contact you by email, SMS, telephone, or other channels with information about our services, promotions, and offers where:
- you have consented to receive such communications; or
- we are otherwise permitted to contact you under applicable law
You can opt out of marketing at any time by:
- clicking the unsubscribe link in marketing emails
- replying STOP to marketing messages where available
- contacting us directly and asking us to stop
Please note that even if you opt out of marketing, we may still contact you with service-related messages, such as appointment confirmations, treatment updates, or important account/booking information.
- Sharing Your Information
We do not sell your personal data.
However, we may share your information where necessary with trusted third parties who help us operate our clinic and website, such as:
- website hosting providers
- booking and appointment management software providers
- payment processors
- email and SMS communication providers
- IT support and security providers
- professional advisers such as accountants, insurers, or legal advisers
- regulators, law enforcement bodies, courts, or government authorities where required by law
- laboratories, pharmacies, medical professionals, or referral partners where necessary for your care and only where appropriate
Any third party processing your data on our behalf is expected to keep it secure and process it only for lawful and authorised purposes.
- Treatment Records, Medical Forms and Photographs
9.1 Treatment records
We may keep records of consultations, patch tests, consent forms, treatment details, products used, clinical observations, and aftercare notes in order to provide safe and effective services.
9.2 Before-and-after photographs
We may take photographs for one or both of the following purposes:
- Clinical records: to assess progress, document treatment, and support safe treatment planning
- Marketing and promotional use: such as on our website, social media, or printed materials, but only where you have given permission or where we otherwise have a lawful basis to do so
Where identifiable photographs are used for marketing, we will seek appropriate consent where required.
- Data Security
We take reasonable and appropriate technical and organisational measures to protect your personal data from loss, misuse, unauthorised access, alteration, or disclosure.
These measures may include:
- secure storage of records
- password-protected systems and devices
- restricted access to personal data
- secure booking and communication systems
- staff confidentiality practices
- appropriate procedures for handling sensitive treatment information
Although we take data security seriously, no online system or transmission method can be guaranteed to be completely secure. You should take care when submitting information online.
- How Long We Keep Your Information
We will only keep your personal data for as long as reasonably necessary for the purposes for which it was collected, including to:
- provide services and maintain treatment history
- comply with legal, insurance, tax, accounting, or regulatory obligations
- resolve complaints or disputes
- protect our business in the event of legal claims
The length of time we retain data may vary depending on the type of information, the treatment provided, and our legal obligations.
If you would like more information about how long we retain particular categories of personal data, you may contact us.
- Cookies and Website Analytics
Our website may use cookies and similar technologies to improve functionality, remember preferences, analyse traffic, and support marketing activity.
Cookies may collect information such as:
- pages viewed
- time spent on the website
- device/browser information
- website performance and usage behaviour
You can control or disable cookies through your browser settings, although some website features may not work properly if you do so.
If we use a cookie consent banner or cookie management tool, you can use it to manage your preferences. Please also refer to our Cookie Policy if one is published on the website.
- International Data Transfers
Where any of our service providers store or process data outside the UK, we will take reasonable steps to ensure that your personal data receives an appropriate level of protection and is handled in accordance with applicable data protection law.
This may include relying on approved safeguards, contractual protections, or providers operating under recognised compliance mechanisms.
- Your Rights
Under UK data protection law, you may have the following rights in relation to your personal data, subject to legal limitations and exemptions:
- Right of access – to request a copy of the personal data we hold about you
- Right to rectification – to request correction of inaccurate or incomplete data
- Right to erasure – to request deletion of your personal data in certain circumstances
- Right to restrict processing – to ask us to limit how we use your data in certain cases
- Right to object – to object to certain types of processing, including some direct marketing
- Right to data portability – to request that certain personal data be transferred to you or another provider where applicable
- Right to withdraw consent – where processing is based on your consent, you may withdraw it at any time
To exercise any of these rights, please contact City of Beauty using the contact details on our website.
We may need to verify your identity before responding to your request.
- Children
Our services are generally intended for adults. We do not knowingly collect personal data from children in connection with treatments that are not suitable or lawful for minors.
Where age restrictions apply to particular treatments, such as injectable cosmetic procedures, we reserve the right to request identification and to refuse treatment where required by law or clinic policy.
- Third-Party Links
Our website may contain links to third-party websites, social media pages, or booking platforms. We are not responsible for the privacy practices, content, or security of third-party websites. Please review their privacy notices before providing them with personal information.
- Complaints
If you have any concerns about how we handle your personal data, please contact us first and we will try to resolve the issue.
You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK data protection regulator.
ICO website: https://ico.org.uk/
- Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations, or data handling practices.
Any updates will be posted on this page, and the latest version will apply from the date it is published.
- Contact Us
If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact:
City of Beauty
142 Birches Barn Road
Wolverhampton
WV3 7BG
