Website Privacy Policy

Dr Kane Aesthetics Co. Privacy Policy

Data Collection and Use

In the course of providing our services, we collect and use various types of data. This is essential for us to deliver the best possible service, respond to your inquiries, and continually improve our offerings. Below we outline the different categories of data we collect and their respective uses:

Personal Information: When you register for an account with our online booking system, or book an appointment through our website, we collect personal information such as your name, email address, phone number, and other relevant details. This information is used to manage your account, facilitate appointment bookings, and communicate with you regarding your appointments or any changes to our services.
Health Data

In light of the services which we provide to our customers, it will often be necessary for us to use information about your health. Even in the broadest sense of the word, ‘health’ information is a special category of personal data which requires us to have an additional lawful basis for using this information. Where we use information about your health for the purpose of providing our services to you (or in preparation for us to provide services to you), the additional lawful basis on which we shall rely will be that such use is necessary in order for us to provide you with health care or treatment.

You may be asked to provide details that impact potential treatments and products. Including medications, medical history, allergies, lifestyle factors such as occupation and travel plans, medical treatments and on going concerns. This data is stored securely and only used when advising you on suitable treatments.

With the exception of Health Data, we do not collect any other Special Categories of Personal Data about you (this includes details about religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, genetic or biometric data). Nor do we collect any information about criminal convictions and offences.

Cookies and Web Analytics: Our website uses cookies and other tracking technologies to collect data about your interaction with our site. This may include data such as your IP address, browser type, operating system, the pages you visit on our site, the time and date of your visit, and other statistics. This data is used to understand how our website is used, improve our website's functionality, and provide a better user experience. You can control your cookie settings through your browser's preference settings.
Payment Information: If you pay for our services, we collect payment-related information, which may include your credit card number, billing address, and other related information. This information is used solely to process your payments and is not stored in our systems after the transaction has been completed.
Usage Data includes information about how you use our website, products and services.
Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
Treatment Data includes information about the treatment you wish to receive from us. This information could include ‘health data’ which is a special category of personal data and therefore requires us to take extra steps to ensure it is adequately protected.

Please note that we only collect data that is necessary for the purposes outlined above. We respect your privacy and are committed to protecting your personal and sensitive information in accordance with applicable data protection and privacy laws.

Data Sharing and Disclosure

At Dr. Kane Aesthetics Co., we understand the importance of keeping your personal and medical information private. We do not sell, rent, or trade your personal information to third parties. However, there are some circumstances where we may need to share or disclose your data:

Service Providers: We may share your data with third-party service providers that we use to support our business. This includes our online booking system (Cliniko) and payment processors. These service providers are bound by contractual obligations to keep your personal information confidential and use it only for the purposes for which we disclose it to them.
Legal Requirements and Law Enforcement: We may disclose your information if required by law or in response to legal proceedings; to protect the rights, property, or safety of our business, our clients, or others; to detect, prevent, or otherwise address fraud, security, or technical issues; or to enforce our terms of service and other agreements.
Business Transfers: If Dr. Kane Aesthetics Co. is involved in a merger, acquisition, reorganization, sale of assets, bankruptcy, or other form of business transition, your information may be transferred as part of that process.
Healthcare Professionals: In the course of providing healthcare services, we may need to share your medical information with other healthcare professionals, such as your GP or other specialists. We will only do this with your consent, or in the case of an emergency where it is in your best interests.
Anonymised Data: We may share or disclose information about our users in an aggregated or anonymised format that does not directly identify you. This could be used for research, analytics, or to improve our services.

We take great care to ensure that your information is shared safely and responsibly, and we will always let you know if a significant change in our practices occurs. Your trust is important to us, and we are committed to maintaining it.

Data Retention

Dr. Kane Aesthetics Co. is committed to retaining your personal data only for as long as necessary to fulfill the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements.

We hold personal information such as your name, date of birth, contact details, and appointment history as long as you are a client with us. We typically retain this information for a period of seven years after you cease to be a client, to comply with our standard data retention policy and legal obligations.

Your medical history, including treatment notes, are retained for as long as necessary due to their importance in providing you with appropriate medical care and treatment. Although the right to erasure applies under the GDPR, it does not apply in certain circumstances such as when processing data for medical diagnosis, the provision of health or social care, or the management of health or social care systems or services.

We use Cliniko, a secure online booking and record management system, to store your data. They retain your data for a minimum of 90 days after cancellation of their service. If the account is cancelled due to the COVID-19 pandemic, the data will be held for a minimum of 12 months.

Please note that in some circumstances, you can ask us to delete your data. However, this will not apply where it is necessary for us to keep your data for legitimate medical, legal, or security reasons.

Security Measures

At Dr. Kane Aesthetics Co., we take the security of your data very seriously. We employ a number of measures to protect the personal information we collect from you and ensure the confidentiality and integrity of your data.

Secure Data Storage: All the patient data we collect is securely stored on Cliniko, an ultra-secure platform hosted in state-of-the-art data center facilities. The physical access to these facilities is controlled at the perimeter and building entry points by professional security staff using video surveillance, intrusion detection systems, and other electronic means.
Encryption: We employ end-to-end encryption during data transfer. This means all data shared between you and Cliniko is encrypted using a 2048-bit SSL certification for encryption in transit. All data is also encrypted at rest and backed up daily, using the industry-standard AES-256 encryption algorithm.
Data Backup and Recovery: Cliniko ensures data is backed up daily and redundantly stored in multiple physical locations. Data is also constantly streamed to replica databases for up to the second redundancy. In case of an emergency, we have a disaster recovery plan in place to handle any potential interruptions to the storage process.
24/7/365 Monitoring: Our systems, including Cliniko, are monitored 24 hours a day, 7 days a week, 365 days a year. If something goes wrong, our teams are notified immediately and can take corrective action straight away.
Staff Training and Policies: All our staff members are trained on data protection principles, and we have strict policies in place to ensure they adhere to these principles.
No Third-Party Sharing: We do not share your data with third parties without your consent unless required by law or in the context of a business transition like a merger or acquisition.
Compliance: We comply with all relevant laws and regulations, including GDPR and HIPAA.

Please note that while we strive to protect your personal information, no security measures can guarantee absolute security. In the event of a security breach, we will promptly notify you as per our data breach notification procedure.

Users' Rights

At Dr. Kane Aesthetics Co., we respect your rights to your personal data. Under the General Data Protection Regulation (GDPR) and other applicable local laws, you have the following rights:

Right to Access: You have the right to request a copy of the personal data we hold about you and to check that we are lawfully processing it.
Right to Correct: You have the right to request correction of the personal data we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected.
Right to Erasure: You have the right to request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully, or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons, such as if the data is necessary for medical diagnosis, the provision of health or social care, or the management of health or social care systems or services. We will notify you, if this is the case at the time of your request.
Right to Object to Processing: You have the right to object to the processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Right to Request Restriction of Processing: You have the right to request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise, or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Right to Data Portability: You have the right to request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

To exercise any of these rights, please contact our Information Commissioner Officer, Dr. Andrew Kane, at info@drandrewkane.co.uk or by phone at 07545307749. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it.

Please note that you will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request isclearly unfounded, repetitive, or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Your trust and privacy are important to us, and we are committed to ensuring the highest level of data protection for all our clients. We urge you to read our privacy policy in detail and reach out to us with any questions or concerns you may have about the processing of your personal data.

Compliance

At Dr. Kane Aesthetics Co., we uphold a high standard of data protection and privacy in compliance with applicable laws and regulations, including the General Data Protection Regulation (GDPR), the Privacy and Electronic Communications Regulations (PECR), and other local data protection laws.

Compliance with GDPR: As a business operating within the European Union, we adhere to the principles of the GDPR in our processing of personal data. Our practices are designed to ensure fairness, transparency, and lawfulness in the collection, processing, and storage of your personal data.

Data Protection Officer (DPO): In compliance with GDPR requirements, we have appointed a Data Protection Officer to oversee our data protection strategy and ensure our compliance. Our DPO is Dr. Andrew Kane, who can be contacted at info@drandrewkane.co.uk or by phone at 07545307749.

Compliance with PECR: In accordance with the PECR, we seek your consent before sending any marketing communications via email or text message. You have the right to withdraw your consent and opt-out of receiving such communications at any time.

Transfers Outside the EU: Sometimes, we may need to share your personal data with third parties and suppliers outside the European Economic Area (EEA). If we do, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission.
Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe.

Please note that the Cliniko platform, our primary data processing platform, is compliant with GDPR, HIPAA, PIPEDA, and the Australian Privacy Principles. They have put in place stringent security measures, including 2048-bit SSL encryption, and they carry out regular data backups. Your data will be stored in the country where your clinic is based to ensure compliance with local data protection laws.

In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorized disclosure of, or access to, personal data, we will promptly assess the risk to people’s rights and freedoms and if appropriate, report this breach to the ICO (more information on the ICO website).

We are committed to the highest standards of data protection and privacy, and we review and update our policies and practices regularly in accordance with changes in law and best practices.

For more information or if you have any questions about our compliance with data protection laws, please contact our DPO, Dr. Andrew Kane.

Withdrawal of Consent:

If you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time. Here are the steps you can follow to do this:

Email or Write to Us: Please contact us at info@drandrewkane.co.uk or write to us at Dr. Kane Aesthetics Co., [Your Physical Address Here]. In your message, clearly state that you wish to withdraw your consent and specify the services or processing activities to which your withdrawal pertains.
Unsubscribe from Emails: If you wish to stop receiving marketing emails from us, click on the 'unsubscribe' link at the bottom of any such email. Please note that even if you unsubscribe from our marketing mailing list, we may still send you non-marketing emails, such as email about your account and ongoing business relations.
Opt-Out Cookies: If you've consented to our use of cookies but would like to withdraw this consent, you can do so by adjusting the settings on your web browser to refuse cookies. How you do this varies by browser, so look at your browser's 'Help' menu to learn the correct way to modify your cookies.

Please note that withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

If you have any issues withdrawing your consent or have any questions about the process, please contact our Data Protection Officer, Dr. Andrew Kane, at info@drandrewkane.co.uk or by phone at 07545307749.

Contact Information:

For any inquiries or requests related to your personal data or this privacy policy, please contact us:

Dr. Andrew Kane Dr. Kane Aesthetics Co. Email: info@drandrewkane.co.uk Phone: 07545307749

We are committed to working with you to obtain a fair resolution of any complaint or concern about privacy. If, however, you believe that we have not been able to assist with your complaint or concern, you have the right to make a complaint to the Information Commissioner's Office, the UK supervisory authority for data protection issues.