Updated June 2018
The data controller is Cedarwood Trading Limited, company registered in England and Wales at 36 Langley Drive, Crawley RH11 7SY. Crawley Botox is the trading name of Cedarwood Trading Limited.
Collection and Use of Personal Information
Personal information is data that can be used to identify an individual, including contact details.
If you enquire about, or engage our services, you will be asked to provide some personal information. We collect this information so that we can provide our services to you in a safe, effective and responsible way. As a provider of medical services, we have legal and regulatory responsibilities to record and store items of personal data, and we may not be able to provide our services without this information.
What personal information we collect
When you register as a client Crawley Botox, attend a consultation, receive treatment, or make certain enquiries, we will ask you for a variety of information, including your name, address, phone number, email address, date of birth, gender, occupation, and relevant medical information, including your medical history.
With your written permission, we may also contact your GP for your medical records if we consider this necessary for your treatment.
How we use your personal information
The personal information we collect allows us to ensure we provide a safe, effective service while complying with our legal and regulatory responsibilities.
We use your personal information to carry out our contractual obligations to you and, when you make an enquiry, to provide you with information on our products and services.
We will use your address, email address and/or phone number to contact you about any changes to our service and regarding your appointment(s) at our clinic(s). This may include contacting you to remind you of your appointment, to confirm attendance or with regards to our invoice(s). If you miss an appointment, we may contact you to reschedule an appointment.
With your explicit written consent, our doctors use your medical information to ensure you are medically suitable to benefit from treatments and that any associated risks are minimised. If you do not consent to us using your medical information, we may not be able to provide you with the treatment/services that you want.
We also use your personal information for internal purposes such as auditing, data analysis and research so that we can comply with legal and regulatory responsibilities and so that we can ensure our services are continually reviewed for effectiveness and safety.
In exceptional circumstances, we may use your personal information to inform you of important safety notices, for example, in the event of a medication recall. Because this information relates to patient safety, you may not opt out of receiving these communications.
We may with your explicit written consent share your personal information with your GP as part of our legal, regulatory and ethical responsibilities to your health and safety. We may without your explicit consent share your personal information with your GP or other medical provider in the event of a medical emergency.
We may with your consent use your personal information to send information to you regarding our products and services. When you enquire about or engage our services we will ask you if you want to receive this type of information from us. If you change your mind and you do not want to receive this information having previously consented, you can opt out at any time by contacting us by phone on 01293 553600, email at [email protected], using our website contact options, or by using the unsubscribe link on our emails.
Protection of Personal Information
Crawley Btox takes the security of your personal information very seriously.
When Crawley Botox handle your personal data electronically, we use computer systems with limited access in facilities protected by physical security measures. This includes electronic data stored on third-party systems, and access is limited to Crawley Botox employees and designated support staff only. Our electronic data is routinely backed up to a secure server to prevent damage or loss. All of our servers are based in the European Economic Area (EEA) and we do not transfer your data outside of the EEA.
Where Crawley Botox stores your personal data in hardcopy, we limit access to this data using physical security measures.
When you use some Crawley Botox services (for example, our social media pages or forums), the personal information and content you share is visible to other users and can be read, collected, or used by them. You are responsible for the personal information you choose to share or submit in these instances. Please take care when using these features.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee that security of your data transmitted to our site; any transmission is at your own risk. However, once we have received your information, we will use strict procedures and security features to try and prevent unauthorised access.
Website “cookies” and Other Technologies
Crawley Botox’ website, online services, interactive applications, mobile device apps, social media pages and advertisements may use “cookies” and other similar technologies. These technologies help us better understand user behaviour, tell us which parts of our website people have visited, and facilitate and measure the effectiveness of advertisements and web searches.
The data gathered by website “cookies” and other similar technologies is Non-Personal information and cannot be used to identify any specific individual.
Our Live Chat website feature may record your IP address for the purposes of facilitating the conversation between our support staff and yourself.
On visiting our website, you will be presented with the option to decline the use of “cookies,” which you can do with no detrimental effect to the provision of our services to you. Additionally, most web browsers have the facility to disable cookies and other tracking technologies – you should refer to guidance for your particular browser software.
Disclosure to Third Parties
Crawley Botox may use third parties to store your information in order to utilise technology to provide our services to you in the most efficient and safe way. For example, we may utilise electronic practice management software to arrange appointments, which involves storing your information on third party systems.
Any third parties used to store your information can only access the information in a support capacity. Further access is only available to Crawley Botox employees and support staff.
It may be necessary – by law, legal process, litigation, and/or requests from public and governmental authorities within or outside your country of residence – for Crawley Botox to disclose your personal information. We may also disclose information about you if we determine that for purposes of national security, law enforcement, or other issues of public importance, disclosure is necessary or appropriate.
Additionally, in the event of a reorganisation, merger, or sale, we may transfer any and all personal information we collect to the relevant third party.
Integrity and Retention of Personal Information
Crawley Botox endeavours to keep your personal information accurate, complete, and up to date. Providing a medical service means that we have obligations to keep certain recorded information for specific lengths of time, so we will retain your personal information only for as long as is required to provide requested services to you, or as is required by law or regulation. We will take all reasonable steps to destroy, or erase from our systems, all data which is no longer required.
Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Access to Personal Information and other rights
You are entitled to request a copy of any personal information we hold relating to you as an individual. This is usually provided free of charge and supplied within 30 days. Requests should be made either in writing, or by email to our head office or to your local clinic. We may ask you for proof of your identity before providing you with the data.
You also have to ask us to rectify inaccurate personal data, to erase your personal data in certain circumstances, to restrict processing of your personal data where, for example, the data is inaccurate, and the right to obtain and reuse your personal data for your own purposes across different services (right to data portability). Further details of your rights can be found in our Data Protection Policy here.
If you have any concerns about the processing of your personal data, we hope that you will contact us in the first instance, however, if you wish, you can raise your concerns directly with the Information Commissioner’s Office (ICO). For details on how to contact the ICO, please go to their website https://ico.org.uk/concerns/ or call 0303 123 1113