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Privacy Policy

 Last Updated: 16 June 2026

1. Introduction

Welcome to Cosmothetics (“we”, “our”, “us”).

We are committed to protecting your privacy and ensuring that your personal information is handled securely and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains how we collect, use, store, and protect your personal information when you visit our website, book treatments, contact us, or use our services.

2. Who We Are

Cosmothetics
3 Northview Crescent
Epsom
KT18 5UW
United Kingdom

Email: cosmotheticsuk@gmail.com
Phone: 07345 839400

If you have any questions regarding this Privacy Policy or your personal data, please contact us using the details above. (cosmothetics.mytreatwell.co.uk)

3. Information We Collect

We may collect and process the following information:

Personal Information

    • Name

    • Email address

    • Telephone number

    • Date of birth

    • Address

    • Emergency contact details

Medical Information

As a medical aesthetics clinic, we may collect:

    • Medical history

    • Current medications

    • Allergies

    • Treatment history

    • Consultation notes

    • Photographs taken before and after treatments

    • Consent forms

Website Information

When you visit our website, we may automatically collect:

    • IP address

    • Browser type and version

    • Device information

    • Pages visited

    • Time spent on pages

    • Referral sources

Marketing Information

    • Preferences regarding receiving marketing communications


    • Responses to surveys, promotions, or special offers

AI-Powered Tools and Conversational Data

When you interact with our services through AI-powered tools (such as our ChatGPT application), we may receive and process the text you submit, including questions about our aesthetic treatments, pricing, availability, booking, and aftercare. AI-generated responses are for general informational purposes only and do not constitute medical advice, a clinical consultation, or a recommendation for treatment. Your inputs may also be processed by third-party AI platforms, including OpenAI, in accordance with their own privacy policies. We do not permanently store conversational data unless necessary for customer support, security, or legal compliance.

 

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4. How We Use Your Information

We use your information to:

    • Provide consultations and treatments

    • Assess your suitability for aesthetic procedures

    • Maintain medical records

    • Manage appointments and bookings

    • Respond to enquiries

    • Process payments

    • Provide aftercare support

    • Improve our services

    • Comply with legal and regulatory obligations

    • Send marketing communications where consent has been given

5. Legal Basis for Processing

Under UK GDPR, we process your information based on:

Contract

To provide the services you request.

Consent

Where you have given explicit consent, including:

    • Medical treatment consent

    • Marketing communications

    • Use of photographs

Legal Obligation

To comply with healthcare, tax, insurance, and regulatory requirements.

Legitimate Interests

To improve our services, maintain records, and manage our business effectively.

Special Category Health Data

Medical information is processed under Article 9 UK GDPR for healthcare purposes and with appropriate safeguards.

6. Treatment Photographs

We may take photographs before and after treatments for:

    • Medical records

    • Monitoring treatment progress

    • Clinical assessment

Photographs will never be used for marketing purposes without your explicit written consent.

You may withdraw consent for marketing use at any time.

7. Marketing Communications

With your consent, we may send:

    • Promotions

    • Special offers

    • News about treatments

    • Clinic updates

You may unsubscribe at any time by:

    • Clicking the unsubscribe link in emails

    • Contacting us directly

We will not sell your personal information to third parties for marketing purposes.

8. Sharing Your Information

We may share your information with:

Professional Service Providers

    • Booking systems

    • Payment processors

    • IT support providers

    • Website hosting providers

Medical Professionals

Where necessary for your care or safety.

Legal and Regulatory Authorities

Where required by law or regulatory obligations.

All third parties are required to keep your information secure and confidential.

 

AI Platform Providers

Our services may also operate through third-party AI platforms, including OpenAI, which processes user inputs submitted through our ChatGPT application under its own terms and privacy policies. OpenAI’s privacy policy can be found at openai.com/policies/privacy-policy.

9. Data Security

We implement appropriate technical and organisational measures to protect your personal information, including:

    • Secure systems and passwords

    • Restricted access to medical records

    • Encryption where appropriate

    • Secure storage of consultation and treatment records

Despite our efforts, no internet transmission can be guaranteed to be completely secure.

10. Data Retention

We retain personal data only as long as necessary. Typical retention periods include: medical and treatment records in accordance with professional and NHS guidelines (typically 10 years for adults), payment and transaction data for up to 6 years for HMRC compliance, contact and inquiry data for up to 2 years after last contact, marketing data until you unsubscribe or withdraw consent, treatment photographs for the duration of the clinical record, analytics and cookie data as defined by our analytics provider settings, and conversational data from AI interactions for up to 30 days unless required longer for security or legal reasons. When personal data is no longer needed, it will be securely deleted or anonymised.

11. Cookies

Our website may use cookies to:

    • Improve website functionality

    • Analyse website traffic

    • Remember user preferences

You can control cookies through your browser settings.

For further information, please see our Cookie Policy.

12. Your Rights

Under UK GDPR, you have the right to:

    • Access your personal data

    • Correct inaccurate information

    • Request deletion of your data

    • Restrict processing

    • Object to processing

    • Withdraw consent

    • Request data portability

    • Lodge a complaint with the Information Commissioner’s Office (ICO)

For more information, visit:

Information Commissioner’s Office (ICO)

13. Third-Party Services

Our website may contain links to third-party websites, including booking platforms and social media pages.

We are not responsible for the privacy practices of external websites and encourage you to review their privacy policies.

14. Children’s Privacy

We do not knowingly collect personal information from children under 13 without appropriate parental or legal guardian consent.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

Any updates will be posted on this page with a revised “Last Updated” date.

16. Contact Us

If you have any questions about this Privacy Policy or how your personal information is handled, please contact:

Cosmothetics
3 Northview Crescent
Epsom KT18 5UW
Email: cosmotheticsuk@gmail.com
Phone: 07345 839400 (cosmothetics.mytreatwell.co.uk)