Privacy Policy
Who we are
Helena Jones Permanent Makeup (“we”, “us”, “our”) is a sole trader business providing permanent makeup, medical tattooing and related treatments from West Croft Studio, Welford Road, Long Marston, Stratford-upon-Avon, Warwickshire, CV37 8RH.
We are the data controller for the personal information described in this policy.
• Email: enquiries@helenajones.co.uk
• Phone: 07855 947239
• ICO registration number: ZA395090
If you have any questions about this policy or about how we handle your information, please contact us using the details above.
What information we collect
When you contact us or make an enquiry
• Your name, email address and phone number
• Any information you choose to include in your message
When you enquire about, or attend, a consultation or treatment
• Contact details and date of birth
• Relevant medical history, including medical conditions, medications, allergies and previous treatments
• Skin type and assessment notes
• Treatment records, including what was carried out, pigments and batch numbers used, and aftercare given
• Photographs of the treatment area before, during and after treatment
• Your signed consent and patch test records
When you use our website
• Technical information such as your IP address, browser type and device
• Information about how you use the site, collected through cookies
Health information and photographs
Some of the information we collect about you is special category data under UK data protection law. This includes your medical history and any photographs that show your treatment.
We handle this information because you have given us your explicit consent, which you provide by signing our consultation and treatment consent forms. We need this information to assess whether a treatment is safe and appropriate for you, and to carry it out properly.
Photographs used for marketing. We will only use your photographs on our website, social media or in any other promotional material if you have given separate, specific written consent for that purpose. This is entirely optional — declining will never affect the treatment you receive. You can withdraw this consent at any time by contacting us, and we will remove the images from anywhere within our control. Please note that we cannot always recover images that others have already shared or saved.
Why we use your information and our legal basis
What we use it for
Our legal basis
Responding to your enquiry
Our legitimate interest in answering people who contact us
Arranging and carrying out your treatment
Performance of a contract with you
Assessing whether treatment is safe for you
Your explicit consent
Keeping treatment and consent records
Our legal obligations, and our legitimate interest in defending any future claim
Taking payment for treatment
Performance of a contract with you
Using your photographs promotionally
Your explicit consent
Running and securing our website
Our legitimate interest in operating the site properly
Who we share your information with
We do not sell your information, and we never share it for anyone else's marketing.
We share information with organisations that provide services to us, including:
• Squarespace — our website host, which also delivers the enquiry form on our site
• 123.Reg— our business email
• Our insurers and professional advisers, where necessary
• Healthcare professionals, where you ask us to or where it is necessary for your care
Each of these only handles your information on our instructions. We may also disclose information where the law requires it.
Information sent outside the UK. Some of these providers are based outside the UK, including in the United States. Where information is transferred outside the UK, we make sure it is protected by appropriate safeguards, such as UK International Data Transfer Agreements or transfers to countries the UK government has judged to offer adequate protection.
How long we keep your information
• Treatment and consent records, including clinical photographs: [RETENTION PERIOD — confirm with insurer, commonly 7 years from last treatment; longer for clients under 18]
• Enquiries that do not lead to a booking: [12 months]
• Payment records: 6 years, to meet HMRC requirements
We keep treatment records for this long because our insurance and professional obligations require it, and because they may be needed if a concern is raised later.
Your rights
Under UK data protection law you have the right to:
• Access the personal information we hold about you
• Correct anything that is inaccurate or incomplete
• Ask us to delete your information, though we may need to keep treatment records where the law or our insurers require it
• Restrict how we use your information
• Object to us using your information, including for marketing
• Receive a copy of information you gave us, in a portable format
• Withdraw consent at any time, where we rely on your consent
To exercise any of these rights, contact us using the details at the top of this policy. We will respond within one month. Withdrawing consent does not affect anything we did before you withdrew it.
Marketing
We do not currently send marketing emails. If we start to do so in future, we will only email you if you have asked us to, and every email will include a one-click unsubscribe link.
Cookies
Our website uses cookies — small files stored on your device — to make the site work, remember your preferences, and help us understand how the site is used.
You can control cookies through your browser settings and through the cookie banner on our site. Blocking some cookies may affect how parts of the site work.
Full details are in our Cookie Policy at [LINK].
Keeping your information secure
We take appropriate measures to protect your information, including restricting access to those who need it, securing our devices and accounts, and storing paper records safely. No system is completely secure, but we take our responsibilities here seriously — particularly given the sensitivity of the health information we hold.
Children
Our treatments are provided to adults. Where we treat anyone under 18, we do so only with appropriate consent, and we keep their records for longer, as the law requires.
Changes to this policy
We may update this policy from time to time. The date at the top shows when it was last changed.
Complaints
If you are unhappy with how we have handled your information, please contact us first so we can try to put it right.
You also have the right to complain to the Information Commissioner's Office:
• Website: ico.org.uk
• Helpline: 0303 123 1113