Privacy Policy – The Cottage Retreat

Privacy Policy – The Cottage Retreat

The Cottage Retreat
54 Botanic Road
Churchtown
Southport
PR9 7NE

Phone: 01704 232777
Email: info@thecottageretreat.co.uk

This Privacy Policy explains how we collect, use, store, and protect your personal information when you visit The Cottage Retreat, book an appointment, or receive treatments. We are committed to handling your data responsibly, transparently, and in line with UK GDPR and the Data Protection Act 2018.

1. Who We Are

The Cottage Retreat is the Data Controller for the personal information you provide to us. If you have any questions about this policy or how your data is handled, you can contact us using the details above.

2. The Information We Collect

We collect the following types of personal data to provide safe, effective treatments and manage your appointments:

A. Contact & Identity Information

  • Name
  • Phone number
  • Email address
  • Emergency contact number (optional)
  • Date of birth

B. Consultation & Treatment Information

  • Medical history relevant to treatments
  • Patch test results
  • Treatment notes
  • Before and after photographs (only with your consent)

C. Appointment & Payment Information

  • Booking details (via Fresha)
  • Payment method (we do not store full card details)
  • Transaction records

D. Marketing Preferences

  • Your choices regarding email or SMS marketing

3. How We Use Your Information

We use your data to:

  • Provide safe and appropriate beauty and aesthetic treatments
  • Manage bookings and communicate appointment reminders
  • Maintain accurate treatment records
  • Process payments
  • Contact you regarding changes or updates to your appointments
  • Send marketing messages (only if you have opted in)
  • Meet insurance, legal, and regulatory requirements

We do not sell your data to third parties.

4. Legal Basis for Processing

We process your data under the following lawful bases:

  • Consent – for marketing communications and treatment photographs
  • Contract – to provide treatments and manage your appointments
  • Legal obligation – for insurance, patch testing and record keeping
  • Legitimate interests – for business administration and ensuring treatment safety

5. How Long We Keep Your Data

We only keep your information for as long as necessary:

Data Type Retention Period
Consultation & treatment records 7 years (insurance requirement)
Patch test records 7 years
Before/after photos Until consent is withdrawn
Appointment & payment records 6 years (accounting rules)
Marketing preferences Until you unsubscribe

We maintain an internal Record Retention Policy to ensure data is deleted securely and on time.

6. How We Store & Protect Your Data

We take data security seriously. Your information is protected through:

  • Secure, password protected digital systems
  • Encrypted devices
  • Restricted staff access
  • Secure storage of any paper records
  • Regular deletion of data past retention periods

7. Sharing Your Data

We may share your information with trusted third party providers who help us run our business, including:

  • Fresha (booking and appointment management)
  • Payment processors (card machine providers)
  • Email or SMS marketing platforms (if you opt in)
  • Insurance providers (only if required for a claim)

These providers are GDPR compliant and only process your data on our instructions.

8. Your Rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you
  • Request corrections to inaccurate information
  • Request deletion of your data (where applicable)
  • Withdraw consent at any time (e.g., marketing or photos)
  • Restrict or object to certain types of processing
  • Request a copy of your data in a portable format

To exercise any of these rights, contact us at info@thecottageretreat.co.uk.

9. Changes to This Policy

We may update this Privacy Policy from time to time. The most recent version will always be available on request or on our website.

10. Contact Information

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

The Cottage Retreat
54 Botanic Road, Churchtown, Southport, PR9 7NE
Phone: 01704 232777
Email: info@thecottageretreat.co.uk

If you are not satisfied with our response, you have the right to contact the Information Commissioner’s Office (ICO).