Legal
Privacy Policy
THE HAIR OFFICE LTD · Last Updated: June 2026
1. INTRODUCTION
The Hair Office Ltd - We are committed to protecting and respecting your privacy.
This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, contact us, book appointments, subscribe to our communications, or receive services from us.
We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and applicable guidance issued by the Information Commissioner’s Office (ICO).
2. DATA CONTROLLER
The Hair Office Ltd
Company Number: 17059958
Registered Office:
521–525 Battersea Park Road
London
SW11 3BN
Email: info@thehairoffice.com
Telephone: 0208 079 1385
Website: www.thehairoffice.com
3. INFORMATION WE COLLECT
We may collect and process the following categories of personal data:
Identity Data
- Name
- Date of birth
- Gender
Contact Data
- Email address
- Telephone number
- Postal address
Medical and Health Data
- Medical questionnaires
- Consultation information
- Hair and scalp assessments
- Treatment records
- Clinical notes
- Medical history
- Medication information
- Allergies
- Trichoscopy images
- Clinical photographs
Appointment Data
- Appointment bookings
- Appointment history
- Attendance records
Financial Data
- Payment records
- Transaction information processed through Phorest Pay
Technical Data
- IP address
- Browser type
- Device information
- Website usage information
Marketing Data
- Newsletter subscriptions
- Marketing preferences
4. HOW WE COLLECT YOUR DATA
We collect information:
- Directly from you through website forms
- During consultations
- Through appointment bookings
- Through newsletter subscriptions
- Through telephone, email or online enquiries
- Through photographs and trichoscopy imaging
- Through our website cookies and analytics tools
5. SPECIAL CATEGORY HEALTH DATA
Some information we collect constitutes special category health data under UK GDPR.
We process health information only where necessary to:
- Assess suitability for consultation or treatment
- Deliver healthcare-related services
- Maintain clinical records
- Protect patient safety
- Meet legal and regulatory obligations
6. PURPOSES OF PROCESSING
We process your information for the following purposes:
- Managing enquiries
- Booking and administering appointments
- Delivering consultations and treatments
- Maintaining clinical records
- Monitoring treatment outcomes
- Sending appointment reminders
- Processing payments
- Managing patient relationships
- Improving our services
- Meeting legal and regulatory obligations
- Sending marketing communications where consent has been provided
7. LEGAL BASIS FOR PROCESSING
We process personal data under one or more of the following legal bases:
- Consent
- Performance of a contract
- Compliance with legal obligations
- Legitimate interests
- Provision of health care and treatment
8. PHOTOGRAPHS AND TRICHOSCOPY IMAGES
Clinical photographs and trichoscopy images may be taken for:
- Assessment
- Diagnosis
- Treatment planning
- Monitoring progress
- Clinical record keeping
Images are stored securely within our practice management systems and accessed only by authorised personnel.
We will seek separate consent before using any images for marketing, educational or promotional purposes.
9. PRACTICE MANAGEMENT SYSTEM
We use Phorest Software for appointment management, patient records, clinical photography, treatment documentation and communication.
Phorest acts as a data processor on our behalf and processes data in accordance with applicable data protection legislation.
10. PAYMENTS
Payments may be processed through Phorest Pay.
We do not store complete payment card details on our systems.
11. MARKETING COMMUNICATIONS
If you subscribe to our newsletter or marketing communications, we may send information about:
- Services
- Events
- Promotions
- Educational content
You may unsubscribe at any time using the unsubscribe link or by contacting us.
12. COOKIES
Our website uses cookies to improve user experience and analyse website performance.
Cookie preferences may be managed through our CookieYes consent platform.
For further information, please refer to our Cookie Policy.
13. DATA SHARING
We may share information with:
- Independent prescribing practitioners where clinically necessary
- Regulated healthcare professionals involved in your care
- Technology providers
- Professional advisers
- Regulators where legally required
- Law enforcement authorities where legally required
We never sell personal information.
14. DATA RETENTION
We retain information only for as long as necessary.
Clinical records may be retained in accordance with applicable professional, regulatory and medico-legal requirements.
Retention periods may vary depending upon the nature of the information and legal obligations.
15. DATA SECURITY
We implement appropriate technical and organisational measures to protect personal information against:
- Unauthorised access
- Loss
- Misuse
- Disclosure
- Alteration
16. YOUR RIGHTS
Under UK GDPR you may have the right to:
- Access your data
- Correct inaccurate information
- Request erasure
- Restrict processing
- Object to processing
- Withdraw consent
- Data portability where applicable
Requests should be sent to: info@thehairoffice.com
17. COMPLAINTS
If you are dissatisfied with how we handle your information, please contact us first.
You also have the right to complain to:
Information Commissioner’s Office (ICO)
www.ico.org.uk
18. CHANGES TO THIS POLICY
We may update this Privacy Policy periodically.
The latest version will always be available on our website.