Policies & procedures | Harper & Co.

Policies

Please do read the important information below relating to your appointment and contact us as soon as possible with any queries.

The Location

Harper & Co. Aesthetics is located within The Salon, 56 Southampton Road, Ringwood, Hampshire, BH24 1JD

There is ample parking in close proximity to the clinic within the Furlong shopping centre.

Please give us a call on 07780498412 if you get lost or have any problems finding us.

Gift vouchers

Gift vouchers may be exchanged for services the price of which being equal to or lower than the balance or value of the gift voucher. Gift vouchers can be used as a complete or partial payment. If a purchase exceeds the redeemer's gift voucher balance or value, the remaining amount must be paid with another method of payment.

Gift cards are valid for one year from the day of purchase. They cannot be resold, transferred for value or exchanged for cash. No cash change will be given on purchases made using gift vouchers. Gift vouchers cannot be used to purchase other gift vouchers.

Gift vouchers cannot be returned or refunded.

Harper & Co. Aesthetics shall not be liable or responsible for lost, stolen, destroyed or damaged gift vouchers, or if a gift voucher is used without your permission. Harper & Co. Aesthetics is unable to replace a gift voucher if it is lost or stolen.

Harper & Co. Aesthetics reserves the right to refuse to accept any gift voucher (and to take alternative forms of payment) which it deems to have been tampered with, defaced, modified, duplicated, damaged, or which otherwise is suspected to be affected from fraud.

By purchasing, using or accepting gift vouchers you confirm your acknowledgement and acceptance of these terms and conditions. Harper & Co. Aesthetics reserves the right to amend these terms and conditions from time to time, without notice and to take appropriate action, including the cancellation of a gift voucher, if, in its discretion, it deems such action necessary.

There are no limitations on how many times a gift voucher can be used (until the balance is £0.00). If you do not spend the entire balance on a gift voucher, the remaining balance will be updated after each transaction.

Cancellation policy

We are always as accommodating as possible to assist our clients, however, due to the high volume and popularity of the treatments we offer, we have a formal Deposit and Cancellation Policy. We respect that your time is valuable, and we appreciate that you understand ours is too. If appointments are cancelled or rescheduled at short notice, or if you do not attend an appointment, this means we are unable to re-use that time for other clients.

Where late cancellations are notified (including failing to attend without notification) with less than 14 days’ notice, we will retain your deposit or deduct a treatment from a course of prepaid treatments.

Before 14 days you have the option to reschedule your appointment.

How to notify the clinic about cancelling or rebooking an appointment:

Please email harperandcoclinic@gmail.com with your name and contact number and we will call you back to rearrange or confirm cancellation by return email.

Deposit

When booking consultations and treatments a deposit will be required. This amount varies and full info for the amount can be found on the booking page. Deposits for consultations will be refunded if treatment is not deemed appropriate. This is at the discretion of Harper & Co. Aesthetics.

Under the EU General Data Protection Regulation (GDPR) we are required by law to gain informed consent to collect and process data about our customers. This privacy notice states the legal basis for Harper & Co Aesthetics to hold and use information about you and explains how we use any personal information we collect about you when you become a client/customer of Harper & Co Aesthetics. We collect and use information about you on the legal basis that doing so is within the purpose of our legitimate interests which do not affect your interests and rights and we comply with data protection laws.

If you have any queries or comments please contact via harperandcoclinic@gmail.com

What information do we collect about you?

As a client of Harper & Co Aesthetics we store the below data.

First Name
Surname
Date of Birth
Address
Telephone number (landline and/or mobile)
Email address
Facebook account (if you choose to communicate via Facebook Messenger)
Instagram account (if you choose to communicate via Instagram)
The reason you have chosen to have treatment
Medical history
Current list of medication/s
Treatment plan
Consent forms
Pre-treatment photographs
Post treatment photographs

The reason for collection and processing of this data

We need to collect and record information about you to provide the right kind of service to meet your needs. Appropriate collection and sharing of information is an essential part of the provision of your safe and effective treatment. You could be put at risk if we do not have relevant, accurate and up to date information about you. At each consultation we will ask you to update any changes to your personal details or medical history. We will need to take before and after photos of your treatments for insurance purposes. These photos will be stored securely on password protected cloud storage and we will have sole access to those pictures.

How do we use the information about you, and how is it stored?

When receiving treatment from Harper & Co Aesthetics, the above information is stored using password protected cloud storage. The pre and post photographs are taken using a digital phone camera, then transferred onto a password protected cloud storage account. The pictures are then deleted from the camera.

Your information may need to be shared with other professionals involved in the provision of care. Information will only be shared if there is a genuine need for it to be, such as post treatment complications or advice on the best course of treatment for you. Information shared with other health professionals will be done so in a secure manner.

We store user input data sent through the contact and booking forms on this website, along with meta information about the submissions, including the time stamp, the origin IP address, and the user agent (browser). Also, third party services may collect information about website visitors. We currently use Google Analytics on this website. The information collected by our contact and booking forms is sent as email messages to those that require access.

Your information may be shared with:

Pharmacy for creation and processing of prescriptions
GP, following your consent and/or in an emergency situation
Other medical specialists for advice and discussion where required to provide you with the best possible treatment.

When undergoing treatment using Botulinum Toxin, in order to obtain these prescription only medications we are required to take your name, address and date of birth and also share these details with the pharmacies we use. You have a right to object to the processing and sharing of your data, but we have the right to refuse to treat you if this impacts your safety.

Insurance

We are full insured by Cosmetic Insure insurance. In the event of a claim being made we would pass on to Cosmetic Insure your contact details including: name, address, phone number and an email address, plus details of the treatment under investigation, with supporting notes and photographs.

Credit and debit card payments

We use Monzo to process all our card purchases. No data identifying the treatment is passed to Monzo. Payments are identified within the account statement by date, time, amount, type of card used and the last 4 digits of the card number.

To send you a receipt for your purchase you can choose to provide a mobile number or email address at the time of the transaction. We do not retain these after the receipt is sent.

Access to your information and correction

You have the right to request a copy of the information we hold about you. If you would like a copy of some or all of your information, please contact us. Out contact details are listed at the top of this page. If you do request data that we keep on you, it may take up to 1 month to provide it. We want to make sure that your personal information is accurate and up to date. Please ask us to correct or remove any information you think is incorrect.

The right to request erasure (also known as the right to be forgotten), and how long we keep information about you.

You have the right to ask for the deletion or removal of personal information when there is no compelling reason for it to be kept but, if the purpose for which the information was collected still exist, Harper & Co Aesthetics will be entitled to keep the information. Any request for erasure should be sent to Harper & Co Aesthetics.

We are required to retain your medical records for a minimum of 10 years, and these will be reviewed prior to deletion.

Contacting you regarding your treatment.

When contacting you regarding your treatment we may use SMS, phone, email, Instagram, WhatsApp, or iMessage.

Contacting you for marketing purposes, and consent for marketing contact

We would like to send you information about products and services of ours which may be of interest to you. If you have consented to marketing, you may opt out at any time. You have a right at any time to stop us from contacting you for marketing purposes. If you no longer wish to be contacted for marketing purposes, please contact us.

The right to complain.

If you are concerned about the way Harper & Co Aesthetics deals with your personal information you have the right to complain to the Information Commissioner’s Office. You can contact them through https://ico.org.uk

Change to this notice.

This Privacy Policy was last updated on 5 October 2024. We review this notice from time to time and updates will be put on our website.

Zero tolerance policy

The staff at Harper & Co Aesthetics will always greet you with a big smile and make every effort to serve you with the utmost professionalism and kindness. Harper & Co Aesthetics have a zero tolerance policy to anyone who is abusive or violent towards our staff or other customers. Anyone seen to be abusive or violent will be asked to leave the premises and will not be welcome to return.