Privacy Policy | Dr Niru Azim Aesthetics

This Privacy Policy explains how Dr Niru Azim Aesthetics (“we”, “us”, “our”) collects, uses, stores and protects your personal data when you use theazimclinic.co.uk or contact us about treatments. We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

Data controller: Dr Niru Azim, trading as Dr Niru Azim Aesthetics
Address: Appledore, Kent, TN26
Email: hello@theazimclinic.co.uk
Phone: 07413 812 129
GDC Registration: 170811
ICO Registration: Pending registration. We will update this page once the ICO reference number is issued.

2. What data we collect

When you contact us via the website form, WhatsApp, phone or email, we may collect:

Name
Email address
Phone number
Treatment of interest
Anything you choose to write in your message (which may include health-related information)

If you become a patient, we will additionally collect:

Medical history relevant to your treatment
Photographs taken for clinical record-keeping (with your separate written consent)
Treatment notes, products used, batch numbers, dosages
Payment confirmation details (we do not store card numbers — payment is handled by our payment provider)

3. Why we collect it (lawful basis)

To respond to your enquiry — lawful basis: consent (Article 6(1)(a) UK GDPR).
To provide treatment safely — lawful basis: contract (Article 6(1)(b)) and vital interests for medical history (Article 9(2)(h) for special category data).
To meet our legal and professional obligations (e.g. GDC record-keeping, complaints handling) — lawful basis: legal obligation (Article 6(1)(c)).
For website analytics (only if you accept analytics cookies) — lawful basis: consent.

4. Who we share it with

We share data only with the following processors, and only as needed to deliver the service:

Formspree (USA, certified under EU-US Data Privacy Framework) — processes contact form submissions and forwards them to our inbox.
Google Workspace / Gmail (USA, EU-US DPF) — used to receive and reply to enquiries.
ImprovMX — email forwarding for our domain.
Vercel (USA, EU-US DPF) — hosts our website.
Ahrefs Web Analytics — privacy-focused analytics; only loaded if you accept analytics cookies.
HMRC, our insurer, our regulators (GDC, JCCP), or the courts — where we are required by law to disclose information.

We do not sell your data, share it with marketing partners, or use it for advertising profiling.

5. How long we keep it

Enquiries that don't become a treatment: 12 months from last contact, then deleted.
Patient clinical records: minimum 11 years from last treatment (or until age 25 if patient was a minor), as required by GDC and our indemnity provider.
Financial / accounting records: 7 years (HMRC requirement).

6. How we keep it secure

Electronic records are stored on encrypted, password-protected systems with multi-factor authentication. Paper records (where used) are stored in a locked cabinet on clinic premises. Access is restricted to Dr Niru and is never shared with third parties unless required by law or with your written consent.

7. Your rights

Under UK GDPR you have the right to:

Access the personal data we hold about you (right of access)
Have inaccurate data corrected (right to rectification)
Have your data deleted in certain circumstances (right to erasure)
Restrict or object to our processing
Receive a copy of your data in a portable format (right to portability)
Withdraw consent at any time (where consent is the lawful basis)

To exercise any of these rights, email hello@theazimclinic.co.uk. We will respond within one calendar month.

8. Cookies

We use a small number of cookies. See our Cookie Policy for full details. You can change your cookie preferences at any time by clearing your browser's site data and revisiting the site.

9. Complaints to the ICO

If you are unhappy with how we have handled your personal data, please contact us first so we can try to resolve it. You also have the right to complain to the Information Commissioner's Office (ICO):

ICO· Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
ico.org.uk/make-a-complaint · 0303 123 1113

10. Changes to this policy

We may update this policy from time to time. The “Last updated” date at the top will reflect any changes. For substantive changes affecting how we use your data, we will post a prominent notice on the site.