At a glance

• Vie Aesthetics is a doctor-led, CQC-registered medical aesthetics practice with clinics in Holborn, London and Rayleigh, Essex.

• We collect the information we need to care for you safely. That includes health information, because we are a healthcare provider.

• Your clinical records are confidential and only seen by the clinical team involved in your care.

• We never sell your information.

• We only send you marketing if you have agreed to it, and you can unsubscribe at any time.

• You have rights over your information, including to see it, correct it and complain. See Your rights.

Questions? Email vicky@vie-aesthetics.com or call 01268 778615.

1. Who we are

Vie Aesthetics Ltd (“we”, “us”, “our”) is the data controller for the personal information described in this notice. This means we are responsible for deciding how your information is used and for keeping it safe.

• Company number: 08726192 (England and Wales)

• ICO registration number: ZA571329

• Registered with: the Care Quality Commission (CQC)

• Registered address: 78 London Hill Road, Rayleigh, Essex SS6 7HP

Our clinics

• 95 Gray’s Inn Road, Holborn, London WC1X 8TX · 020 3343 8500

• 78 London Hill Road, Rayleigh, Essex SS6 7HP · 01268 778615

Our treatments are delivered by registered doctors, dentists and nurses, supported by our reception and administration team.

Data Protection Lead: Vasiliki (Vicky) Grammatikopoulou Email: [email protected] · Phone: 01268 778615 · Post: Data Protection Lead, Vie Aesthetics Ltd, 78 London Hill Road, Rayleigh, Essex SS6 7HP

2. What information we collect

We only collect what we need. Depending on how you use our services, this may include:

• Identity: name, title, date of birth, gender

• Contact: address, email, phone number, emergency contact

• Health (special category data): medical history, medications, allergies, lifestyle information, consultation and treatment notes, consent forms, clinical photographs, blood test results, and details of your GP

• Genetic (special category data): results of DNA tests such as the DNA TrichoTest, only where you choose to have one

• Financial and transaction: payments, treatments and products purchased. Card payments are handled by our payment providers, and we don’t store full card numbers.

• Communications: emails, messages, social media messages, recorded phone calls, feedback, reviews and complaints

• Images: CCTV footage at our common spaces in our clinics

• Website: cookie and device information and how you use our website, plus your marketing preferences

3. Where your information comes from

Most information comes directly from you: when you make an enquiry, book, complete forms, attend a consultation or treatment, or contact us.

We may also receive information from:

• your GP or another clinician, if you or they refer you to us

• Randox, our blood testing laboratory, and Fagron Genomics, our DNA testing laboratory, who send us your results

• our payment providers, confirming your payment

4. How and why we use your information

The law requires us to have a valid reason, called a “lawful basis”, for each way we use your information.

Automated decisions and AI. We never make decisions about your treatment or care by computer alone. We don’t use artificial intelligence tools to process your personal or clinical information.

5. Your health and genetic information

Health and genetic information is “special category” data, which the law protects more strongly. We use it:

• to provide you with healthcare and treatment. This is processed by, or under the responsibility of, registered health professionals who owe you a duty of confidentiality (UK GDPR Article 9(2)(h) and the Data Protection Act 2018, Schedule 1).

• to establish or defend legal claims (Article 9(2)(f))

• with your explicit consent for anything beyond your care, such as using your photographs in marketing (see section 6)

Your clinical records are only accessed by the clinicians involved in your care and by authorised staff who need access for a legitimate reason.

Blood and DNA tests. If you choose a blood test, your sample and the details needed to process it are sent to Randox. If you choose a DNA test, they are sent to Fagron Genomics. The laboratory returns your results to us, and we store them securely in your clinical record.

6. Photographs

• Clinical photographs taken before, during and after treatment form part of your medical record. We use them to plan your treatment and monitor your results.

• We will only use your photographs in marketing, on our website or on social media if you have given separate, written consent, which you can withdraw at any time. Withdrawing consent stops future use. It may not be possible to remove images already published in print.

7. Marketing

• We send marketing by email or text only if you have opted in. If you are an existing patient, we may tell you about similar services we offer, unless you have opted out.

• We use HigLevel to send our newsletters. It tells us whether emails are opened and which links are clicked, so we can improve our messages.

• We never pass your details to any other company, including our sister company, for their own marketing.

To unsubscribe: click “unsubscribe” in any email, reply STOP to any text, or contact us. Unsubscribing from marketing doesn’t affect appointment reminders or messages about your care.

8. Our website and cookies

Our website uses cookies. Full details, including how to change your choices, are in our Cookie Policy.

• Essential cookies make the website and online booking work. They are always on.

• Analytics (Google Analytics) helps us understand how the website is used. It produces statistics only and isn’t used for advertising. You can switch analytics off at any time using the “Cookie settings” link in the footer of every page.

Contact forms and online booking. Details you enter in our website contact form, or when booking online through Pabau, are used only to respond to you and manage your appointments.

Links to other websites. We aren’t responsible for the privacy practices of other websites we link to, including social media platforms.

9. CCTV and call recording

CCTV. We operate CCTV in reception, entrances and waiting areas at our clinics for the safety of patients and staff, to prevent crime and to help resolve incidents. There is no CCTV in treatment rooms or changing areas. Signs show where CCTV is in use. Footage is kept for [30] days unless it is needed to investigate an incident. Lawful basis: legitimate interests.

Call recording. Calls to our clinics may be recorded for training, quality and to keep an accurate record of what was agreed. You will hear a message at the start of each call. Recordings are kept for [90] days unless needed for a complaint or incident. Lawful basis: legitimate interests.

10. Who we share your information with

We share information only when necessary, and only the minimum needed.

Service providers acting on our behalf (they may only use your data on our instructions):

• Pabau: clinic management, booking and clinical records

• HighLevel: email newsletters

• Randox: blood testing laboratory

• Fagron Genomics: DNA testing laboratory

• Payment providers: card payments [add names, e.g. card terminal provider and any finance provider]

• IT, website, email, telephone and CCTV providers

Other organisations, where necessary:

• Your GP or other healthcare professionals: with your agreement, or where it’s needed for your safety

• Regulators and authorities: CQC, the GMC, NMC and GDC, the MHRA (e.g. Yellow Card reporting of side effects), safeguarding bodies, HMRC, and the police or courts where the law requires it

• Our insurers, medical defence organisations and professional advisers (lawyers, accountants), for example in connection with a claim or complaint

• Google: website analytics, as described in section 8

We never sell, rent or trade your personal information.

11. Transfers outside the UK

Most of your information is stored in the UK. Some of our providers store or access data outside the UK:

• Fagron Genomics (European Economic Area): covered by UK “adequacy” regulations, which recognise EEA data protection as equivalent to the UK’s

• HighLevel and Google (United States): covered by the UK Extension to the EU–US Data Privacy Framework and/or the UK’s approved contract clauses (International Data Transfer Agreement or Addendum)

Contact us for more information about these safeguards.

12. How long we keep your information

After these periods, information is securely deleted or destroyed.

13. How we keep your information secure

• Access to clinical records is restricted by role, and systems are password-protected.

• Staff receive regular data protection and confidentiality training.

• Providers that handle your data are bound by written contracts requiring them to keep it secure.

• Paper records are stored securely and shredded when no longer needed.

• If a data breach is likely to put your rights at risk, we report it to the Information Commissioner’s Office within 72 hours. If the risk to you is high, we tell you directly.

14. Your rights

You have the right to:

• access your information, by asking for a copy (a “subject access request”)

• correct information that is wrong or incomplete

• delete your information. Please note that we must keep clinical records for the periods above, so we can’t delete them on request.

• restrict how we use your information in certain circumstances

• object to us using your information on the basis of legitimate interests, including clinical audit, surveys and analytics

• stop marketing at any time

• data portability: to receive information you gave us, in a commonly used electronic format

• withdraw consent at any time, where we rely on consent. This doesn’t affect anything we did before you withdrew it.

• not be subject to decisions made solely by computer that significantly affect you. We don’t make any.

How to make a request. Contact our Data Protection Lead (section 1). Requests are free in most cases. We may need to confirm your identity first. We will reply within one month. If we need to confirm your identity or clarify your request, the one-month period starts once we have what we need. If your request is complex, we may extend the deadline by up to two further months, and we will tell you if so. We carry out reasonable and proportionate searches for your information.

15. Making a complaint

If you are unhappy with how we have handled your personal information, please tell us first so we can put it right:

• Email: [email protected]

• Post: Data Protection Lead, Vie Aesthetics Ltd, 78 London Hill Road, Rayleigh, Essex SS6 7HP

We will acknowledge your complaint within 30 days, investigate it, and let you know the outcome without undue delay.

If you are still unhappy, you can contact the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.

16. Changes to this notice

We review this notice regularly and will update the date at the top whenever we change it. If we make significant changes to how we use your information, we will let you know.

Cookie Policy

Vie Aesthetics Ltd · Last updated: June 2026

Cookies are small files stored on your device when you visit a website. This policy explains the cookies we use on www.vie-aesthetics.com and how to control them.

Cookies we use

Managing cookies in your browser

You can also block or delete cookies in your browser settings. Blocking essential cookies may stop parts of the site, such as online booking, from working.

Contact

Questions: [email protected]. See our Privacy Notice for more on how we use your information.