Privacy Policy

Last Updated: 25/02/2026

Vysana Clinic is committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains how we collect, use, store and protect your personal information.

1. Who We Are

Vysana Clinic
The King Centre
Main Street
Oakham
Leicestershire
LE15 7WD

Telephone: 01572 827085
Email: information@vysana.com

Vysana Clinic is the Data Controller for the purposes of UK data protection law.

ICO Registration Number: ZA896553

2. The Information We Collect

We may collect and process the following types of information:

Personal Information

  • Full name
  • Date of birth
  • Address
  • Telephone number
  • Email address
  • GP details
  • Emergency contact details

Special Category (Health) Data

  • Medical history
  • Medication details
  • Treatment history
  • Consultation notes
  • Clinical photographs (where applicable)
  • Test results

Website Data

  • IP address
  • Browser type
  • Cookies
  • Website usage data

3. How We Collect Your Information

We collect information:

  • When you complete online forms
  • When you book an appointment
  • During consultations
  • Via email or telephone communication
  • Through our website
  • Through our CRM system (Collums Medical & Aesthetic Booking System)

4. How We Use Your Information

We use your information to:

  • Provide medical and aesthetic services
  • Assess your suitability for treatment
  • Maintain accurate medical records
  • Communicate appointment details
  • Send follow-up care information
  • Process payments
  • Meet regulatory and legal obligations
  • Improve our services

Where you have opted in, we may also use your contact details to send information about services, updates or promotional offers.

You may withdraw marketing consent at any time.

5. Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

For Medical Treatment

  • Article 6(1)(e) – Provision of healthcare
  • Article 9(2)(h) – Management of healthcare systems and services

For Legal & Regulatory Obligations

  • Article 6(1)(c) – Legal obligation

For Marketing Communications

  • Article 6(1)(a) – Consent

6. How We Store and Protect Your Data

Your data is securely stored using:

  • Collums Medical & Aesthetic CRM system
  • Secure, password-protected systems
  • Restricted staff access controls

We take appropriate technical and organisational measures to protect your data against unauthorised access, loss or misuse.

Medical records are retained in accordance with NHS and professional guidance.

7. Data Sharing

We may share your data where necessary with:

  • Healthcare professionals involved in your care
  • Laboratories or diagnostic providers
  • Regulatory bodies (such as CQC)
  • Professional indemnity insurers
  • Legal advisers where required

We do not sell your personal data.

8. How Long We Keep Your Data

Medical records are retained in line with current healthcare retention guidelines, typically:

  • Adult medical records: minimum of 8 years after last treatment
  • Children’s records: until age 25 (or 26 if 17 at treatment)

Non-clinical enquiries may be retained for shorter periods.

9. Your Rights

You have the right to:

  • Access your personal data (Subject Access Request)
  • Request correction of inaccurate data
  • Request erasure (where legally permissible)
  • Restrict processing
  • Object to processing
  • Withdraw consent for marketing
  • Lodge a complaint with the ICO

10. Making a Data Protection Complaint

If you have concerns about how your data is handled, please contact us first:

Email: information@vysana.com
Telephone: 01572 827085

You may also contact:

Information Commissioner’s Office (ICO)
www.ico.org.uk
Telephone: 0303 123 1113

11. Cookies

Our website uses cookies to enhance user experience and analyse website traffic.

You may manage cookie preferences through your browser settings.

12. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website.