Terms and Conditions
Policies

Privacy Policy

Effective Date: January 2024

Iconic Cosmetic Clinic (“we,” “us,” “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using our services or accessing our website, you agree to the collection and use of your information as outlined in this Privacy Policy.

1. Who We Are

Iconic Cosmetic Clinic is an aesthetics clinic based in Scotland. We provide a range of cosmetic treatments and services to our clients. Our registered business address is:
Iconic Cosmetic Clinic Ltd

20 Quality Street Lane

Edinburgh

EH4 5BU

If you have any questions about this Privacy Policy, please contact us at:
Email: info@iconiccosmeticclinic.com
Phone: 07383930330

2. What Information We Collect

We may collect and process the following personal information:

2.1 Personal Information You Provide

Identity Information: Name, date of birth, and gender.
Contact Information: Address, phone number, and email address.
Medical History: Information provided during consultations or via medical history forms.
Payment Details: Debit/credit card information or other billing details.
Photos: Before-and-after images for medical records and treatment tracking (with explicit consent).

2.2 Information Automatically Collected

Website Usage Data: IP address, browser type, pages visited, and time spent on our website.
Cookies: Small data files stored on your device to improve website functionality and user experience.

3. How We Use Your Information

We collect and process your personal data for the following purposes:

To provide consultations, treatments, and aftercare services.
To communicate appointment reminders, updates, and follow-ups.
To maintain accurate medical records in compliance with healthcare regulations.
To process payments and issue invoices or receipts.
To improve our website, services, and customer experience.
To comply with legal obligations or protect your vital interests.

4. Legal Basis for Processing Your Data

We process your data based on one or more of the following legal grounds:

Consent: When you have provided clear consent for us to process your personal data (e.g., for marketing or photos).
Contractual Necessity: To deliver services and fulfil our obligations to you.
Legal Obligation: To comply with applicable laws and healthcare regulations.
Legitimate Interests: For operational purposes, such as improving services and ensuring clinic security.

5. Sharing Your Information

We do not sell or rent your personal information. However, we may share your data with:

Service Providers: For payment processing, IT support, or communication services.
Medical Prescriptions: Prescription medications will require a personalised prescription to be made with our pharmacy who require your personal details.
Regulatory Authorities: To comply with legal or regulatory obligations.
Medical Professionals: When necessary for your care and only with your consent.

6. How We Protect Your Data

We take appropriate technical and organisational measures to secure your personal information, including:

Encryption of sensitive data.
Secure storage systems for medical records and payment details.
Regular staff training on data protection and confidentiality.

7. How Long We Keep Your Data

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this Privacy Policy or comply with legal and regulatory requirements:

Medical records are retained for at least 10 years, in line with healthcare regulations.
Financial records are retained for 7 years, in accordance with HMRC requirements.
Marketing data is retained until you unsubscribe or withdraw your consent.

8. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

8.1 Access:

You can request a copy of the personal information we hold about you.

8.2 Correction:

You can ask us to correct or update your personal data if it is inaccurate or incomplete.

8.3 Erasure:

You can request that we delete your data where there is no longer a legal or operational reason to retain it.

8.4 Restriction:

You can request that we limit the processing of your personal data.

8.5 Data Portability:

You can request your data in a structured, commonly used, and machine-readable format.

8.6 Objection:

You can object to the processing of your data for marketing or legitimate interests.

8.7 Withdraw Consent:

Where we rely on your consent for processing, you can withdraw it at any time.

To exercise your rights, please contact us at:
Email: info@iconiccosmeticclinic.com

9. Cookies and Website Usage

Our website uses cookies to enhance your browsing experience. You can manage your cookie preferences via your browser settings. For more information, see our Cookie Policy.

10. Third-Party Links

Our website may contain links to external websites. We are not responsible for the content, security, or privacy practices of these third-party websites.

11. Changes to This Privacy Policy

We reserve the right to update this Privacy Policy at any time. Any changes will be posted on this page, and significant updates will be communicated directly to you.

12. Complaints

If you have any concerns about how we handle your data, please contact us:

info@iconiccosmeticclinic.com

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Website: www.ico.org.uk
Phone: 0303 123 1113

By using our services or website, you acknowledge that you have read, understood, and agree to this Privacy Policy.

For any questions, please contact us at info@iconiccosmeticclinic.com or call 07383930330

Terms and Conditions

Terms and Conditions for Iconic Cosmetic Clinic

Welcome to Iconic Cosmetic Clinic’s website. By using our website, you agree to comply with and be bound by the following terms and conditions. Please read these terms carefully before using our website. If you do not agree to these terms, you should not access or use our site.

1. General Information

1.1 The website is operated by Iconic Cosmetic Clinic ("we," "us," or "our").
1.2 These terms and conditions govern your use of this website, including all associated services, content, and information provided through the site.
1.3 We reserve the right to modify these terms and conditions at any time without prior notice. Changes will be effective immediately upon being posted on this page.

2. Information

2.1 All patients are required to provide contact details, including address, telephone number, DOB and email, to secure an appointment.
2.2 All clients must complete a Medical History Form at their first appointment to ensure a comprehensive consultation and treatment planning process.
2.3 All information is treated as confidential and protected in accordance with Data Protection legislation.
2.4 Patient information will not be shared with third parties without written permission, and you will not receive unsolicited information from us.
2.5 You may remove yourself from our mailing list at any time by unsubscribing.

3. New Patient – Telephone Consultation

3.1 While telephone consultations are generally discouraged, they may be offered in specific circumstances, particularly for patients traveling long distances.
3.2 New patients seeking advice through a telephone consultation must schedule a 30-minute appointment in advance. Patients must call the clinic at the agreed time. By booking online.
3.3 A charge of £50 applies to telephone consultations, payable in advance.

4. Appointments

4.1 Appointment reminders will be sent the day before your appointment, either by text or email.
4.2 Please provide as much notice as possible if you need to cancel or reschedule your appointment, allowing us to optimise our diary. We require 48hrs notice to secure your deposit, if cancellation is out with this notice period you will lose your deposit.
4.3 For busy periods, we may require a nominal deposit (e.g., £100), refundable upon attendance, to minimize missed appointments.
4.4 Do NOT attend the clinic if you are unwell. If unsure, please contact the practitioner. Many treatments, including those involving colds, cold sores, or local skin infections, are contraindicated when unwell. You must leave three full weeks between your appointment and receiving any vaccinations.
4.5 Routine review appointments for Botulinum Toxin are offered as a courtesy. No additional treatment or "top-ups" will be provided free of charge after the review period of 2–4 weeks has passed.
4.6 New patients are generally seen for consultation and assessment only. Except under prior arrangement, treatments will not be provided during the first visit.
4.7 Treatments involving laser, IPL, or hyaluronidase require a prior assessment and test patch.

5. Children

5.1 We do not treat children or young adults under the age of 18.
5.2 Please do not bring children to the clinic unless they can be left unsupervised. Children are NOT allowed in treatment rooms.

6. Payment Terms

6.1 Patients receive a free consultation, a deposit of £50 will need to be made to secure your appointment, which may be deducted from treatment costs.
6.2 Full costs of the proposed treatment plan, including any maintenance treatment, will be communicated and agreed upon before any treatment begins.
6.3 Payment is required in full at the time of treatment.
6.4 We accept cash, major debit cards including AMEX, and credit cards.
6.5 A non-refundable deposit is required for Sculptra® treatments at the time of booking, as the product is bought specifically for each patient.
6.6 A discretionary deposit may apply for some treatments and circumstances.
6.7 Vouchers can be applied to certain products or treatments.

7. Refunds

7.1 Fees charged for treatments cover the service provided, which includes:

Consultation and assessment.
Provision of information and advice.
Safe treatment with evidence-based products.
Follow-up appointments and aftercare support, as appropriate.
7.2 While we strive to deliver excellent service, expert advice, and quality treatments, we cannot guarantee specific results. Refunds are not provided if the results fail to meet your expectations.
7.3 Skincare products are non-returnable and non-refundable once open or bought over 30 days prior.

8. Privacy Policy

8.1 Our collection and use of personal information are governed by our Privacy Policy
8.2 By using this website, you consent to the collection and use of your data in accordance with our Privacy Policy.

9. Medical Disclaimer

9.1 The content provided on this website is for informational purposes only and is not intended to substitute professional medical advice, diagnosis, or treatment.
9.2 All procedures and treatments provided by Iconic Cosmetic Clinic are subject to individual consultation. Results may vary, and no guarantees are made regarding outcomes.
9.3 For medical concerns, consult a qualified healthcare professional.

10. Intellectual Property

10.1 All content on this website, including text, graphics, images, and logos, is the property of Iconic Cosmetic Clinic or its licensors.
10.2 You may not copy, reproduce, distribute, or create derivative works from the website’s content without our express written permission.

11. Third-Party Links

11.1 Our website may contain links to third-party websites. These links are provided for your convenience and do not constitute an endorsement of the content on those sites.
11.2 We are not responsible for the privacy practices or content of third-party websites.

12. Limitation of Liability

12.1 Iconic Cosmetic Clinic is not liable for any direct, indirect, incidental, or consequential damages arising from the use of the website or the information provided.
12.2 This limitation applies to damages from errors, omissions, or interruptions in website operation.

13. Governing Law

13.1 These terms and conditions are governed by the laws of Scotland.
13.2 Any disputes arising from website use are subject to the exclusive jurisdiction of the courts in Scotland.

14. Contact Us

For any questions about these terms, please contact us:

Iconic Cosmetic Clinic
info@iconiccosmeticclinic.com
07383930330
20 Quality Street Lane Edinburgh EH4 5BU

By using this website, you confirm that you have read, understood, and agree to these terms and conditions.

Thank you for choosing Iconic Cosmetic Clinic.

Cookies Policy

Cookie Policy for Iconic Cosmetic Clinic

Effective Date: January 2024

Iconic Cosmetic Clinic (“we,” “us,” “our”) uses cookies on our website to enhance your experience, analyse site traffic, and support our marketing efforts. This Cookie Policy explains what cookies are, how we use them, and how you can manage your preferences.

By using our website, you consent to the use of cookies in accordance with this policy, unless you disable them via your browser or the website’s cookie settings.

1. What Are Cookies?

Cookies are small text files stored on your device (computer, smartphone, or tablet) when you visit a website. They are widely used to improve website functionality, remember your preferences, and provide information to website owners.

Cookies can be classified into the following types:

Session Cookies: Temporary cookies that are deleted when you close your browser.
Persistent Cookies: Cookies that remain on your device for a specified period or until manually deleted.
First-Party Cookies: Set by the website you are visiting.
Third-Party Cookies: Set by third parties, such as analytics or advertising platforms.

2. How We Use Cookies

We use cookies for the following purposes:

2.1 Essential Cookies

These cookies are necessary for the operation of our website and enable features like page navigation and secure access. Without these cookies, the website may not function properly.

2.2 Performance and Analytics Cookies

These cookies help us understand how visitors interact with our website by collecting anonymized information about pages visited, time spent on the site, and any issues encountered. This helps us improve the website’s performance.

2.3 Functionality Cookies

These cookies allow the website to remember your preferences, such as language settings or previously entered information, for a more personalized experience.

2.4 Marketing and Advertising Cookies

These cookies track your browsing habits and help us deliver relevant ads or promotions. They may also limit the number of times you see an advertisement.

3. Third-Party Cookies

We use third-party services, such as Google Analytics, to collect information about how users interact with our website. These services may use cookies to provide their functionality.
For more information about these third-party services and their cookie practices, please visit:

Google Analytics: Google’s Cookie Policy

4. Your Cookie Preferences

You can manage your cookie preferences in the following ways:

4.1 Website Cookie Settings

When you visit our website, you can adjust your cookie preferences using the cookie banner or settings tool.

4.2 Browser Settings

You can configure your web browser to refuse cookies or notify you when a cookie is set. Each browser has different settings for managing cookies. You can find guidance for popular browsers here:

Google Chrome: Manage Cookies
Mozilla Firefox: Manage Cookies
Safari: Manage Cookies
Microsoft Edge: Manage Cookies

4.3 Opting Out of Analytics Cookies

You can opt out of Google Analytics by installing the browser add-on:
Google Analytics Opt-Out

5. Changes to This Cookie Policy

We may update this Cookie Policy to reflect changes in technology, legal requirements, or our website’s operation. Changes will be posted on this page, and the effective date will be updated.

6. Contact Us

If you have any questions about this Cookie Policy or how we use cookies, please contact us at:
Email: info@iconiccosmeticclinic.com Phone: 0738930330

By continuing to use our website, you agree to the use of cookies as outlined in this policy.

Complaints Procedure Statement

At Iconic Cosmetic Clinic, your satisfaction and trust are of utmost importance to us. We are committed to providing the highest standards of care and service. However, if you are dissatisfied with any aspect of your experience, we encourage you to let us know so that we can address your concerns promptly and effectively.

How to Make a Complaint

If you have a complaint or concern, you can raise it through the following steps:

Speak to a Member of Staff
- In the first instance, please speak directly with a member of our team. Many issues can be resolved quickly and informally.
Submit a Formal Complaint
- If your concern is not resolved to your satisfaction, you may submit a formal complaint in writing.
- Please include your full name, contact details, and a detailed description of your concerns, including any relevant dates and names of staff involved.
- Complaints can be submitted via:
- - Phone Call: 07383930330
    
    Email: info@iconiccosmeticclinic.com
  - Post: 20 Quality Street Lane Edinburgh EH4 5BU
Acknowledgment of Your Complaint
- We aim to acknowledge receipt of your complaint within 2 working days.
Investigation and Resolution
- Your complaint will be thoroughly investigated by our management team.
- We aim to provide a full written response within 20 working days of acknowledging your complaint.
- If the investigation requires more time, we will keep you informed and provide an updated timeline.
Further Steps if Necessary
- If you are not satisfied with our response, you may request a review by our clinic director or escalate the matter to the relevant regulatory body.

Regulatory Bodies

If you wish to escalate your complaint, you may contact:

Healthcare Improvement Scotland

Complaints can be made to:

Programme Manager
Independent Healthcare Services Team
Healthcare Improvement Scotland
Gyle Square
1 South Gyle Crescent
Edinburgh
EH12 9EB

Email: his.ihcregulation@nhs.scot

Commitment to Improvement

At Iconic Cosmetic Clinic, we value your feedback and use complaints as an opportunity to improve our services. Your concerns are taken seriously, and we strive to ensure every patient feels confident and cared for.

If you have any questions about this procedure, please contact us at info@iconiccosmeticclinic.com or 07383930330

Thank you for helping us maintain the highest standards of care.

Data Protection Statement

Iconic Cosmetic Clinic – Your Privacy Matters

At Iconic Cosmetic Clinic, we are committed to protecting your personal data and respecting your privacy. This statement explains how we collect, use, and safeguard the information you provide to us through our website.

1. Information We Collect

When you interact with our website, we may collect the following types of personal data:

Contact Information: Name, email address, phone number, and other details you provide via forms.
Appointment Details: Information related to booking or inquiries about our services.
Technical Information: IP addresses, browser type, and usage data, collected through cookies (see our Cookie Policy).

2. How We Use Your Information

We process your data for the following purposes:

To respond to inquiries and provide our services.
To manage bookings and appointments.
To send updates or promotional materials (if you opt-in).
To improve our website and customer experience.

We process your data in accordance with the UK GDPR and the Data Protection Act 2018.

3. Sharing Your Information

We do not sell or rent your personal data. However, we may share your information with trusted third-party service providers who support our operations (e.g., payment processors or appointment systems). These providers are contractually bound to protect your data.

4. Your Rights

Under the UK GDPR, you have the following rights:

Access: Request a copy of the data we hold about you.
Rectification: Correct inaccurate or incomplete data.
Erasure: Request the deletion of your data (where applicable).
Objection: Object to certain types of processing.
Data Portability: Request transfer of your data to another provider.

To exercise your rights, please contact us at info@iconiccosmeticclinic.com

5. Data Security

We implement robust technical and organisational measures to protect your data from unauthorised access, loss, or misuse. This includes secure storage, encryption, and restricted access to personal data.

6. Data Retention

We retain personal data only as long as necessary to fulfill the purposes for which it was collected, or as required by law. Medical records are retained for a minimum of 8 years following the last treatment, in compliance with regulatory requirements.

7. Contact Us

If you have any questions or concerns about how we handle your data, please contact:

Iconic Cosmetic Clinic
20 Quality Street Lane