Privacy Policy

Last updated: September 2026

Timeless Aesthetics respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how Timeless Aesthetics collects, uses, stores and shares personal information when you visit our website, contact us, book a consultation or treatment, complete clinical forms, receive treatment or otherwise interact with us.

For the purposes of UK data protection law, Timeless Aesthetics is responsible for the personal information described in this policy.

Timeless Aesthetics
Halesworth, Suffolk, United Kingdom

You can contact us through the contact details or contact form provided on this website.

1. Information we collect

The information we collect depends on how you interact with Timeless Aesthetics.

Contact information

We may collect:

  • your name;

  • telephone number;

  • email address;

  • postal address where required;

  • date of birth;

  • emergency contact details;

  • identification information where reasonably required.

Appointment and booking information

We may collect information including:

  • appointment dates and times;

  • consultation history;

  • treatment history;

  • cancellations or rearrangements;

  • booking preferences;

  • payments, deposits and refunds;

  • communications relating to your appointments.

Health and clinical information

To assess whether treatment is safe and appropriate, we may collect information including:

  • medical history;

  • current and previous medical conditions;

  • medication;

  • allergies;

  • previous aesthetic or medical procedures;

  • pregnancy or breastfeeding information where relevant;

  • contraindications;

  • relevant lifestyle information;

  • clinical observations;

  • treatment plans;

  • prescriptions;

  • products and quantities used;

  • treatment outcomes;

  • adverse reactions or complications;

  • aftercare and follow-up information.

Health information is classed as special-category personal data under UK data protection law and receives additional legal protection.

Clinical photographs

Where appropriate, photographs may be taken before or after treatment for purposes such as:

  • clinical assessment;

  • treatment planning;

  • monitoring progress;

  • comparing treatment outcomes;

  • maintaining an appropriate clinical record.

Clinical photographs form part of your confidential treatment record.

Identifiable photographs or videos will not be used publicly for marketing purposes without separate permission.

Communications

We may retain information contained in:

  • website enquiries;

  • callback requests;

  • emails;

  • telephone calls or call notes;

  • SMS messages;

  • WhatsApp messages;

  • appointment enquiries;

  • aftercare communications;

  • complaints and feedback.

Payment information

We may process information relating to:

  • consultation payments;

  • treatment payments;

  • deposits;

  • refunds;

  • invoices;

  • payment status.

Payments may be processed by third-party payment providers. Timeless Aesthetics does not ordinarily need to store complete payment-card details.

Marketing information

Where applicable, we may record:

  • whether you have agreed to receive marketing;

  • your preferred communication method;

  • whether you have opted out;

  • how you first heard about Timeless Aesthetics.

Website information

Our website and its service providers may collect technical information such as:

  • IP address;

  • device type;

  • browser type;

  • pages viewed;

  • approximate geographic area;

  • referring website;

  • website interaction information;

  • cookie information.

2. How we collect information

We may collect information:

  • directly from you;

  • through this website;

  • through online forms;

  • through our booking system;

  • through Faces;

  • by telephone;

  • by email;

  • through SMS or WhatsApp;

  • during an in-person consultation;

  • during treatment;

  • during aftercare or review appointments;

  • from a prescriber involved in your care;

  • from another healthcare professional where appropriate;

  • from another person who refers you to us, where appropriate.

3. Why we use your information

We use personal information for the following purposes.

Responding to enquiries

We may use your contact details to:

  • answer questions;

  • return a requested call;

  • provide information about treatments;

  • arrange a consultation.

Managing appointments

We may use your information to:

  • book appointments;

  • send confirmations and reminders;

  • rearrange or cancel appointments;

  • process consultation fees, deposits or payments;

  • communicate about an existing booking.

Assessing treatment suitability

We use relevant health and personal information to:

  • assess whether treatment is suitable;

  • identify contraindications;

  • understand your medical history;

  • plan treatment;

  • discuss realistic outcomes;

  • involve an appropriate prescriber where required.

Providing treatment

We may process information to:

  • provide agreed treatments;

  • maintain clinical records;

  • record products and quantities used;

  • record treatment outcomes;

  • provide appropriate aftercare.

Follow-up and aftercare

We may use your information to:

  • check how you are following treatment;

  • respond to concerns;

  • arrange reviews;

  • provide aftercare;

  • manage adverse reactions or complications.

Prescribing

Where prescription-only medicines are involved, relevant information may be shared with an appropriately qualified prescriber where necessary for assessment, prescribing and safe treatment.

Business administration

We may process information to:

  • maintain financial records;

  • administer payments and refunds;

  • manage insurance matters;

  • deal with complaints;

  • protect the business from fraud or misuse;

  • comply with legal, regulatory and professional obligations.

Marketing

Where legally permitted, we may use contact information to provide information about:

  • clinic dates;

  • treatments and services;

  • relevant Timeless Aesthetics news;

  • offers or updates.

Marketing communications are treated separately from necessary appointment, clinical and aftercare communications.

4. Lawful bases for processing

UK data protection law requires us to have a lawful reason for using personal information.

Depending on the circumstances, we may rely on one or more of the following:

Contract

Where processing is necessary to take steps at your request before providing a service or to provide a service you have booked.

Examples include:

  • arranging an appointment;

  • providing a consultation;

  • administering payment;

  • providing an agreed treatment.

Legal obligation

Where information must be processed or retained to comply with legal, tax, regulatory or professional obligations.

Legitimate interests

We may process information where this is reasonably necessary for the legitimate operation of Timeless Aesthetics and where those interests do not override your rights.

This can include:

  • responding to enquiries;

  • maintaining appropriate business records;

  • managing complaints;

  • protecting our systems;

  • improving our services;

  • maintaining appropriate client relationships.

Consent

We may rely on consent where appropriate, including for:

  • certain marketing communications;

  • optional use of photographs or videos for marketing;

  • other optional uses of personal information.

Where we rely on consent, you may withdraw it at any time.

Vital interests

In rare circumstances, information may be used or disclosed where necessary to protect someone's life or physical safety.

5. Health and special-category information

Health information is special-category personal data.

Where Timeless Aesthetics processes health information for clinical assessment, treatment, prescribing or aftercare, we rely on an appropriate condition under UK data protection law in addition to an ordinary lawful basis.

This may include processing necessary for the provision or management of health care by or under the responsibility of an appropriately qualified professional, or explicit consent where this is the appropriate legal condition.

We only collect health information that is reasonably necessary for the relevant purpose.

We do not use detailed medical or clinical information for ordinary advertising or marketing.

6. Who we share information with

Timeless Aesthetics does not sell personal information.

Where necessary, information may be shared with trusted organisations or professionals involved in providing services or supporting the operation of the business.

Faces

Timeless Aesthetics uses Faces for functions that may include:

  • booking management;

  • client records;

  • medical forms;

  • consent forms;

  • clinical records;

  • treatment information;

  • prescribing processes.

Prescribers

Where a treatment requires prescribing, relevant information may be shared with the qualified prescriber involved in your care.

Healthcare professionals

Where clinically necessary or legally permitted, information may be shared with another healthcare professional, such as:

  • a GP;

  • another medical practitioner;

  • an emergency healthcare provider;

  • a clinician involved in your care.

Website and technology providers

We may use service providers for functions including:

  • website hosting;

  • website forms;

  • booking;

  • email;

  • payments;

  • accounting;

  • secure digital record keeping;

  • IT support.

This includes Squarespace, which is used to provide this website.

Professional advisers

Where necessary, information may be shared with:

  • accountants;

  • bookkeepers;

  • insurers;

  • legal advisers;

  • professional advisers.

Regulators and public authorities

Information may be disclosed where necessary to:

  • comply with the law;

  • comply with a court order;

  • respond to a lawful regulatory request;

  • investigate or defend a legal claim;

  • protect someone's health or safety;

  • comply with professional obligations.

7. Clinical confidentiality

Medical, treatment and consultation information is confidential.

Access to clinical information is restricted to people who reasonably require it for legitimate clinical, administrative or legal purposes.

We will not ordinarily disclose confidential health or treatment information to family members, friends, employers or other third parties without your permission unless disclosure is required or permitted by law or is necessary to protect health or safety.

8. Marketing communications

Appointment reminders, aftercare messages, clinical follow-up and other necessary service communications are not marketing.

Marketing communications may include information about treatments, clinic dates, services or business updates.

For marketing by email, SMS, WhatsApp or similar electronic messaging, Timeless Aesthetics will only contact individuals where:

  • they have given appropriate consent; or

  • another lawful exception, such as the existing-customer soft opt-in, applies.

Where the soft opt-in is relied upon, it only applies where the legal conditions have been met, including giving the person a clear opportunity to opt out when their details were collected and in every subsequent marketing message.

You can opt out of marketing at any time.

Opting out of marketing will not prevent us from contacting you about:

  • an appointment;

  • treatment;

  • payment;

  • aftercare;

  • a clinical review;

  • another necessary service matter.

9. Photographs and marketing

Clinical photography and marketing photography are treated separately.

Clinical photographs may form part of your treatment record.

Identifiable photographs or video will only be used publicly for marketing where appropriate permission has been obtained.

This may include use on:

  • the Timeless Aesthetics website;

  • Instagram;

  • Facebook;

  • printed material;

  • advertising;

  • promotional content.

Declining permission for marketing use will not affect your treatment.

You may withdraw permission for future marketing use by contacting Timeless Aesthetics.

Where material has already been lawfully published or distributed, it may not always be possible to recall every existing copy, but reasonable steps will be considered where appropriate.

10. How long we retain information

Timeless Aesthetics keeps personal information only for as long as it is reasonably required.

Retention periods depend on the type of information and why it is held.

When determining how long information should be retained, we take into account:

  • clinical record-keeping requirements;

  • professional obligations;

  • legal obligations;

  • insurance requirements;

  • tax and accounting requirements;

  • potential complaints or legal claims;

  • the need to provide appropriate continuity of care.

Clinical and treatment records may therefore be retained for longer than ordinary enquiries or marketing information.

Marketing information is retained only while there is an appropriate reason to use it, including maintaining records of people who have opted out so that their preference can be respected.

Information that is no longer required will be securely deleted, destroyed or anonymised where appropriate.

The ICO permits organisations to state either a retention period or the criteria used to determine it in their privacy information.

11. International transfers

Some of the technology providers used by Timeless Aesthetics may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, Timeless Aesthetics takes steps to ensure that the transfer is protected in accordance with UK data protection law.

Depending on the destination and service provider, this may include:

  • transfers to countries recognised by the UK as providing an adequate level of data protection;

  • use of UK-approved contractual safeguards;

  • other lawful transfer mechanisms permitted under UK data protection law.

We require service providers handling personal information on our behalf to protect that information appropriately.

12. Security

Timeless Aesthetics takes appropriate technical and organisational measures to protect personal information.

Measures may include:

  • password-protected systems;

  • access controls;

  • secure clinical record systems;

  • device security;

  • restricted access to health information;

  • reputable third-party service providers;

  • secure disposal of information;

  • staff or practitioner confidentiality obligations.

No electronic system can be guaranteed to be completely secure, but we take reasonable steps appropriate to the sensitivity of the information being handled.

13. Cookies and website technology

Our website uses cookies and similar technology.

Some cookies are necessary for the website to operate.

Other cookies may be used for purposes such as:

  • measuring website performance;

  • remembering preferences;

  • understanding website usage;

  • analytics.

Where consent is required before non-essential cookies can be used, visitors will be given an appropriate choice through the website's cookie controls.

You can also control cookies through your browser settings.

14. Your rights

Under UK data protection law, you may have rights including the right to:

  • request access to personal information we hold about you;

  • ask us to correct inaccurate or incomplete information;

  • request deletion of information in certain circumstances;

  • request restriction of processing in certain circumstances;

  • object to certain uses of your information;

  • request transfer of information in certain circumstances;

  • withdraw consent where consent is relied upon.

These rights are not absolute.

For example, Timeless Aesthetics may need to retain certain clinical or financial records despite a deletion request where there is a legal, professional or legitimate reason to keep them.

To exercise a data protection right, contact Timeless Aesthetics using the contact details available on this website.

We may need to confirm your identity before fulfilling a request.

15. Automated decision-making

Timeless Aesthetics does not use automated decision-making that produces legal or similarly significant effects on clients.

Clinical suitability and treatment decisions are made by appropriately qualified people.

16. Data relating to children

Timeless Aesthetics does not knowingly provide cosmetic injectable treatments to children where treatment is prohibited by law.

Where necessary, information may be processed to verify age or establish whether a service can lawfully be provided.

17. Complaints about the use of personal information

If you have a concern about how Timeless Aesthetics has handled your personal information, please contact us first so that we have the opportunity to investigate and resolve the matter.

You also have the right to complain to the UK's data protection regulator:

Information Commissioner's Office (ICO)
Information Commissioner's Office

18. Changes to this Privacy Policy

Timeless Aesthetics may update this Privacy Policy from time to time to reflect changes to:

  • our services;

  • our booking or clinical systems;

  • technology providers;

  • legal requirements;

  • professional guidance;

  • the way we use personal information.

The latest version will be published on this website.

19. Contacting Timeless Aesthetics

If you have questions about this Privacy Policy, your personal information or your data protection rights, please contact Timeless Aesthetics using the contact details or contact form available on this website.