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Privacy Policy

Last updated: September 2026

 

Trinity Skin Clinic respects your privacy and is committed to protecting your personal information.

 

This Privacy Notice explains how Trinity Skin Clinic collects, uses, stores and protects your personal information when you contact us, make an enquiry, book an appointment, attend a consultation or treatment, purchase products, or otherwise interact with the clinic.

 

Trinity Skin Clinic is operated by an Independent Nurse Prescriber and is the data controller responsible for your personal information.

 

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1. What information do we collect?

 

Depending on your interaction with Trinity Skin Clinic, we may collect and process:

 

Personal and contact information

 

  • Your name

  • Date of birth

  • Address

  • Telephone number

  • Email address

  • Emergency contact information where relevant

 

Clinical and health information

 

Where necessary to provide safe and appropriate treatment, we may collect information including:

 

  • Medical history

  • Current and previous medications

  • Allergies and sensitivities

  • Previous aesthetic treatments

  • Relevant medical conditions

  • Treatment history

  • Information relating to pregnancy or breastfeeding where relevant

  • Information about your skin and other clinical findings

  • Information relating to complications, adverse reactions or other treatment-related concerns

  • Your consultation and treatment records

 

Health information is classed as special category personal data under UK data protection law and is subject to additional protections.

 

Photographs and videos

 

Where clinically appropriate, photographs may be taken to:

 

  • Assess your skin or treatment area

  • Plan and assess treatment

  • Monitor treatment results

  • Document your clinical record

  • Document complications or adverse reactions where necessary

 

Clinical photographs will only be used for marketing, social media, education or other purposes beyond your clinical care where you have provided the appropriate separate permission.

 

Transaction information

 

We may process information relating to payments, deposits, refunds and purchases, including information provided through our booking and payment providers.

 

We do not generally have access to your full card details when payments are processed through third-party payment providers.

 

Communications

 

We may retain communications between you and Trinity Skin Clinic, including enquiries, appointment correspondence and messages relating to your treatment.

 

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2. How do we use your information?

 

We use your information where necessary to:

 

  • Respond to enquiries

  • Arrange and manage appointments

  • Carry out consultations

  • Assess your suitability for treatment

  • Provide safe and appropriate clinical care

  • Prescribe and administer treatments where appropriate

  • Maintain accurate clinical records

  • Monitor treatment results and manage complications

  • Contact you about your appointments or treatment

  • Process payments and refunds

  • Provide aftercare and treatment information

  • Meet our professional, legal and regulatory obligations

  • Maintain appropriate insurance and clinical governance records

  • Deal with complaints, legal claims or other disputes

  • Improve the quality and safety of our services

  • Communicate with you about services you have requested or, where permitted, marketing communications

 

We only collect and use information that is relevant and necessary for these purposes.

 

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3. Our lawful basis for processing your information

 

UK data protection law requires us to have a lawful basis for processing personal information.

 

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

 

  • Performance of a contract - for example, to arrange and provide services you have requested.

  • Legal obligation - where we are required to retain or disclose information by law.

  • Legitimate interests - where processing is necessary for legitimate business, administrative, safety or governance purposes and your interests and fundamental rights do not override those interests.

  • Consent - where consent is the appropriate legal basis, for example for certain marketing activities or the use of photographs for promotional purposes.

 

Where we process health information, which is special category data, we also rely on an applicable condition under Article 9 of the UK GDPR in addition to our Article 6 lawful basis.

 

The specific lawful basis and special category condition will depend on the purpose for which the information is being processed.

 

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4. AI-assisted clinical documentation

 

Trinity Skin Clinic uses an AI-assisted clinical documentation tool called Heidi Health to assist with documenting some consultations.

 

With your permission, Heidi listens to the consultation in real time and converts the conversation into a written transcript. It can then use this information to assist in producing structured clinical notes.

 

The purpose of using Heidi is to assist with accurate and efficient clinical documentation. It does not make clinical decisions, diagnose conditions or decide what treatment you should receive.

 

The treating clinician remains responsible for reviewing the information generated by Heidi and for the accuracy and completeness of your clinical record.

 

Heidi states that real-time consultation audio is not retained after transcription and that consultation information is de-identified before processing. Heidi also states that consultation data, transcripts and generated notes are not used to train its AI models. (Heidi AI)

 

Where information is retained within Heidi, this is managed in accordance with the clinic’s configuration and Heidi’s applicable data protection and security arrangements.

 

Once the relevant clinical documentation has been reviewed and transferred to the clinic’s clinical record, information within Heidi can be deleted in accordance with the clinic’s documentation and retention procedures.

 

You will be informed that AI-assisted documentation is being used in the booking terms and conditions, and you may ask for the consultation to be documented without the use of Heidi.

 

If you do not wish for Heidi to be used, this will not prevent you from receiving treatment from Trinity Skin Clinic.

 

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5. Who do we share your information with?

 

We may use trusted third-party organisations that process information on our behalf where this is necessary to operate the clinic and provide services.

 

These may include providers of:

 

  • Clinical and patient record systems

  • Appointment and booking software

  • Payment processing

  • Accounting and bookkeeping

  • Email and communication services

  • AI-assisted clinical documentation

  • Website hosting and related technology

  • IT and data security services

  • Professional, legal or insurance services where necessary

 

Where third parties process personal information on our behalf, we take appropriate steps to ensure that suitable data protection and confidentiality arrangements are in place.

 

We may also disclose information where required or permitted by law, for example to:

 

  • Healthcare professionals involved in your care

  • Emergency services

  • Regulatory or professional bodies

  • Insurers or legal advisers

  • Law enforcement or other authorities where legally required

 

We will not sell your personal information.

 

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6. Clinical records

 

Your clinical record may contain information about your consultations, medical history, treatment, prescriptions, products used, treatment areas, photographs, aftercare and any complications or adverse reactions.

 

Clinical records are maintained to support safe and appropriate care and to meet professional, legal, insurance and regulatory requirements.

 

We retain clinical records only for as long as reasonably necessary and in accordance with applicable legal, professional and insurance requirements.

 

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7. Clinical photographs

 

Clinical photographs may form part of your clinical record where necessary.

 

Photographs will not automatically be used for marketing purposes.

 

If we would like to use your photographs for social media, our website, advertising, education or other promotional purposes, we will request separate permission for this.

 

You can decline marketing use of your photographs without affecting your treatment.

 

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8. Marketing

 

Where you have provided consent where required, we may contact you about Trinity Skin Clinic’s services, treatments, offers or other relevant information.

 

You can withdraw your marketing consent at any time.

 

You can also ask us to stop sending marketing communications by contacting us using the details below.

 

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9. How we protect your information

 

We take appropriate technical and organisational measures to protect personal information against unauthorised access, accidental loss, misuse, alteration or disclosure.

 

These measures include appropriate access controls, secure systems, password protection and limiting access to personal information to people who need it for legitimate purposes.

 

No method of transmitting or storing information can be guaranteed to be completely secure. However, we take reasonable and appropriate steps to protect the information we hold.

 

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10. Where your information is stored

 

Your information may be stored using systems operated by Trinity Skin Clinic and by third-party service providers.

 

Where personal information is transferred outside the UK, we will ensure that an appropriate legal mechanism and safeguards are in place in accordance with applicable data protection law.

 

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11. How long do we keep your information?

 

We retain personal information only for as long as necessary for the purpose for which it was collected, taking into account our legal, professional, clinical, insurance and regulatory obligations.

 

Different types of information may therefore be retained for different periods.

 

Our retention arrangements are reviewed periodically to ensure that information is not kept for longer than necessary.

 

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12. Your data protection rights

 

Depending on the circumstances, you have rights under UK data protection law, including the right to:

 

  • Ask for access to the personal information we hold about you

  • Ask us to correct inaccurate or incomplete information

  • Ask us to delete information where there is no lawful reason for us to continue processing it

  • Ask us to restrict processing in certain circumstances

  • Object to certain processing

  • Request the transfer of certain information to another organisation where the right to data portability applies

  • Withdraw consent where we rely on consent as our lawful basis

 

Some rights are subject to legal exceptions. For example, we may need to retain certain clinical information where we have a legal or professional obligation to do so.

 

If you would like to exercise a data protection right, please contact Trinity Skin Clinic using the contact details below.

 

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13. Complaints

 

If you have concerns about how Trinity Skin Clinic has handled your personal information, please contact us first so that we have the opportunity to address your concerns.

 

You also have the right to complain to the Information Commissioner’s Office (ICO), which is the UK’s independent regulator for data protection.

 

You can find information about making a complaint on the ICO’s website.

 

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14. Changes to this Privacy Notice

 

We may update this Privacy Notice from time to time to reflect changes to our services, technology, legal requirements or how we process personal information.

 

The latest version will be available on our website and will show the date it was last updated.

 

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15. Contact us

 

If you have any questions about this Privacy Notice or how Trinity Skin Clinic handles your personal information, please contact:

 

Trinity Skin Clinic

Haverhill, Suffolk

Email: contact@trinityskin.co.uk

Website: www.trinityskin.co.uk

 

Data protection contact:

Trinity Skin Clinic / Hannah Purkiss

 

Privacy Notice last updated: September 2026

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