Aesthetic Services in Hawick, Scottish Borders

Privacy Policy

1. Reason for Policy
Borders Aesthetics needs to collect and use certain types of information about the Individuals or Service Users who come into contact with Borders Aesthetics in order to carry on our work. This personal information must be collected and dealt with appropriately whether is collected on paper, stored in a computer database, or recorded on other material and there are safeguards to ensure this under the Data Protection Act 1998 and GDPR.

2. Policy Statement and Aims
Data will be collected only for the legal requirement of record keeping for medical aesthetics treatments. This policy specifies how Borders Aesthetics intends to ensure that personal information is treated lawfully and correctly.

3. Principles on Date Collection
Borders Aesthetics will adhere to the Principles of Data Protection, as detailed in the Data Protection Act 1998.

Specifically, the Principles require that personal information:

  • Shall be processed fairly and lawfully and, in particular, shall not be processed unless specific conditions are met,

  • Shall be obtained only for one or more of the purposes specified in the Act, and shall not be processed in any manner incompatible with that purpose or those purposes,

  • Shall be adequate, relevant and not excessive in relation to those purpose(s)

  • Shall be accurate and, where necessary, kept up to date,

  • Shall not be kept for longer than is necessary

    Shall be processed in accordance with the rights of data subjects under the Act,

  • Shall be kept secure by the Data Controller who takes appropriate technical and other measures to prevent unauthorised or unlawful processing or accidental loss or destruction of, or damage to, personal information,

  • Shall not be transferred to a country or territory outside the European Economic Area unless that country or territory ensures an adequate level of protection for the rights and freedoms of Individuals/Service Users in relation to the processing of personal information.

4. Data Control
Borders Aesthetics will, through appropriate management and strict application of criteria and controls:

  • Observe fully conditions regarding the fair collection and use of information

  • Meet its legal obligations to specify the purposes for which information is used

  • Collect and process appropriate information, and only to the extent that it is needed to fulfill its operational needs or to comply with any legal requirements

  • Ensure the quality of information used

  • Ensure that the rights of people about whom information is held, can be fully exercised under the Act. These include:

    • The right to be informed that processing is being undertaken,

    • The right of access to one’s personal information

    • The right to prevent processing in certain circumstances and

    • The right to correct, rectify, block or erase information which is regarded as wrong information)

  • Take appropriate technical and organisational security measures to safeguard personal information

  • Ensure that personal information is not transferred abroad without suitable safeguards

  • Treat people justly and fairly whatever their age, religion, disability, gender, sexual orientation or ethnicity when dealing with requests for information

  • Set out clear procedures for responding to requests for information

5. Data Controller
Borders Aesthetics NAME is the Data Controller under the Act, which means that it determines what purposes personal information held, will be used for. It is also responsible for notifying the Information Commissioner of the data it holds or is likely to hold, and the general purposes that this data will be used for.

6. Data Collection
Informed consent to data collection is;

  • An Individual/Service User clearly understands why their information is needed, who it will be shared with, the possible consequences of them agreeing or refusing the proposed use of the data

  • And then gives their consent.

Borders Aesthetics will ensure that data is collected within the boundaries defined in this policy. This applies to data that is collected in person, or by completing a form.

When collecting data, Borders Aesthetics will ensure that the Individual/Service User:

  • Clearly understands why the information is needed

  • Understands what it will be used for and what the consequences are should the Individual/Service User decide not to give consent to processing

  • As far as reasonably possible, grants explicit consent, either written or verbal for data to be processed

  • Is, as far as reasonably practicable, competent enough to give consent and has given so freely without any duress

Data collected during a consultation may not then result in further contact or treatment. This will be retained for a period of 7 years then shredded. All other data collected will be retained for a period of 7 years then shredded or deleted if stored on an IT system if this is an inactive file.

7. Data Storage
Information and records relating to service users will be stored securely and will only be accessible to authorised staff and volunteers.

  • Information will be stored for only as long as it is needed or required statute and will be disposed of appropriately.

  • It is Borders Aesthetics responsibility to ensure all personal and company data is non-recoverable from any computer system previously used within the organisation, which has been passed on/sold to a third party.

  • All records will be kept for a minimum of 3 years to satisfy insurance requirements.

  • Paper records will be stored in a locked filing cabinet
    Electronic will be stored in an encrypted account

8. Disposal
All data will be archived for a period of no less than 3 years after the initial retention period in a secure location.

9. Data destruction
All data will be destroyed in a manner that makes it impossible to recover after the archive period.

10. Data access & Accuracy
All Individuals/Service Users have the right to access the information Borders Aesthetics holds about them. Borders Aesthetics will also take reasonable steps ensure that this information is kept up to date by asking data subjects whether there have been any changes.

In addition, Borders Aesthetics will ensure that:

  • It has a Data Protection Officer with specific responsibility for ensuring compliance with Data Protection

  • Everyone processing personal information understands that they are contractually responsible for following good data protection practice

  • Everyone processing personal information is appropriately trained to do so

  • Everyone processing personal information is appropriately supervised

  • Anybody wanting to make enquiries about handling personal information knows what to do

  • It deals promptly and courteously with any enquiries about handling personal information

  • It describes clearly how it handles personal information

  • It will regularly review and audit the ways it hold, manage and use personal information

  • It regularly assesses and evaluates its methods and performance in relation to handling personal information

  • All staff are aware that a breach of the rules and procedures identified in this policy may lead to disciplinary action being taken against them

11. Further reading
https:/ico.org.uk/for-organisations/guide-to-the- general-data-protection-regulations-gdpr/individual-rights/