Terms & Conditions and Privacy Policy

Terms and Conditions

1. About Us

Kent Aesthetics Retreat
12 West Street
East Grinstead
RH19 4EQ

📞 07484 368117
📧 admin@kentaestheticsreatreat.co.uk
www.kentaestheticsretreat.co.uk

We provide non-surgical aesthetic treatments, skincare services and related products.

2. Medical Disclaimer

All information on this website is for general information only and should not be considered medical or clinical advice.
All treatments require a consultation to determine suitability.
Results vary from person to person; therefore, no guarantees are made regarding outcomes, longevity or effectiveness.
You must provide full and accurate medical information during your consultation. Failure to do so may affect your treatment eligibility and results.

3. Eligibility for Treatment

You must:

Be 18 years or older (ID may be required).
Not be pregnant or breastfeeding for treatments where contraindicated.
Be medically fit for the treatment you are seeking.

Anti-Wrinkle Treatment Requirements

Anti-wrinkle injections are a prescription-only treatment.
All anti-wrinkle appointments require a mandatory, face-to-face consultation with a qualified prescriber before treatment.
This consultation assesses your medical suitability, reviews your medical history and ensures the treatment is safe and appropriate.
Consultations take place with our licensed prescriber at one of our salons.
There will be no pressure or obligation to proceed with injections after your consultation.
Treatment will only be carried out if medically approved and you choose to proceed.

We reserve the right to decline treatment if it is unsafe, unsuitable or contraindicated.

4. Booking & Cancellation Policy

Full payment is required at the time of booking to secure your appointment.
Clearpay is offered and may be used as a payment method.

Cancellations & Rescheduling

If you cancel more than 48 hours before your appointment, you may rebook once within the next 6 weekswithout any additional charge.
If you cancel within 48 hours of the appointment or do not attend (no-show), your payment will not be refunded.
Late cancellations and no-shows are charged at 100% of the appointment cost.

5. Payments

Online Payments

Payments can be made online through our website booking form.
The website offers Clearpay, allowing clients to use flexible payment plans.

In-Salon Payments

Card and cash payments can be taken in the salon for any additional services, extras or product purchasesmade during your appointment.

Unless otherwise stated, full payment is required at the time of booking, and any additional charges must be settled in the salon on the day of treatment.

6. Refund Policy

No refunds are provided for completed treatments due to the nature of aesthetic services.
Due to the nature of aesthetic treatments, refunds cannot be given once products such as dermal fillers, anti-wrinkle solutions or other prescription items have been ordered. These products are expensive, ordered specifically for your appointment, and cannot be returned to suppliers. For this reason, we do not offer refunds on treatment bookings or deposits once they have been made.
Refunds for pre-paid packages may be considered only in exceptional circumstances and at our discretion.
Skincare product refunds may only be issued if items are unopened, unused and returned within 14 days, unless faulty.

7. Treatment Results & Aftercare

You must follow all provided aftercare instructions.
Failure to follow aftercare may affect results and increase the risk of complications.
Follow-up appointments may be recommended and are your responsibility to attend.

8. Contraindications & Side Effects

By undergoing treatment, you acknowledge that:

Possible side effects include swelling, bruising, redness, allergic reactions, infection or dissatisfaction with results.
Rare but serious complications can occur and may require medical attention.
You accept these risks prior to proceeding.

9. Website Use

You agree not to:

Copy or reproduce website content without permission
Misuse the website or attempt to access restricted areas
Upload harmful, offensive or malicious content

All website content is the property of Kent Aesthetics Retreat, unless otherwise stated.

10. Privacy & Data Protection

We comply with GDPR and all related privacy laws.
Your data:

Is used only for booking, communication and treatment purposes
Is stored securely
Will never be sold or shared with third parties unless legally required

See our Privacy Policy for full details.

11. Limitation of Liability

We are not responsible for:

Losses resulting from missed appointments, delays or technical issues
Adverse effects caused by failure to follow aftercare
Variations in results or outcomes that do not meet your personal expectations

Our liability is limited to the maximum extent permitted by law.

12. Changes to Terms

We may update these Terms & Conditions at any time. Changes will be posted on this page with a revised date.

13. Contact Us

For any questions regarding these Terms & Conditions, please contact us:

📞 07484 368117
📧 admin@kentaestheticsreatreat.co.uk
📍 12 West Street, East Grinstead, RH19 4EQ

Privacy Policy

1. Data We Collect

We may collect the following personal and sensitive information:

Personal Information:

Name, address, email, phone number
Date of birth (for age verification)
Payment details (for booking and treatment payments)

Medical Information (Special Category Data):

Medical history and current health conditions
Allergies and medication details
Previous aesthetic treatments and results
Consultation notes and prescriber assessments

Additional Information:

Photographs for before and after treatment (with consent)
Communication preferences (email, phone, text)
Website usage data (for site functionality)

2. How We Use Your Data

We use your information for the following purposes:

To book and manage appointments
To assess medical suitability for treatments
To administer treatments safely
To process payments, including Clearpay instalments
To maintain medical records as required by law
To communicate with clients regarding appointments, aftercare, and follow-ups
To send marketing communications (only if consent is provided)
To improve our services and website

3. Legal Basis for Processing

We process your data based on:

Consent: e.g., marketing emails or photos for promotional use
Contractual necessity: to provide treatments and services you request
Legal obligation: to comply with healthcare and safety regulations
Legitimate interests: to manage appointments, improve services, and maintain safety

4. Sharing Your Data

We do not sell or share your personal data with third parties for marketing purposes. Your data may be shared with:

Prescribers and clinic staff for treatment and medical assessment
Payment providers such as Clearpay for instalment payments
IT service providers for secure storage or website functionality
Legal authorities if required by law

All third parties are bound to protect your data and use it only for the purposes we have specified.

5. Data Retention

Medical records are kept for a minimum of 8 years, or until age 25 for patients under 18 at the time of treatment, as required by UK law.
Appointment and payment records are kept for up to 7 years for financial and tax purposes.
Marketing preferences are stored until you withdraw consent.

6. Your Rights

Under GDPR, you have the right to:

Access your personal data
Correct inaccuracies in your data
Request deletion of personal data (subject to legal retention requirements)
Restrict or object to processing
Withdraw consent for marketing communications at any time
Request data portability

Requests can be made via admin@kentaestheticsreatreat.co.uk.

7. Security

We take appropriate technical and organisational measures to:

Protect your data from unauthorised access, loss, or misuse
Ensure secure storage and encrypted digital records
Limit access to authorised staff only

8. Cookies & Website Tracking

Our website may use cookies to:

Enable website functionality
Analyse website usage to improve our services

You can manage cookies through your browser settings. No personal information is collected via cookies without your consent.

9. Marketing Communications

We only send marketing messages if you have given explicit consent. You may opt out at any time via email or by clicking “unsubscribe” in communications.

10. Treatment Photos

Before-and-after treatment photographs may be taken for clinical records or marketing purposes only with your consent. You may withdraw consent at any time, and previously shared images will be removed where possible.

11. Contact Us

If you have any questions or wish to exercise your data rights, please contact: