1. Introduction
Aesthetic Pin respects your privacy and is committed to protecting your personal data. We operate as a membership organisation, practitioner directory and verification-style platform for aesthetics practitioners, clinics and training or provider-related listings.
Because of the nature of the platform, we may collect information about practitioners, clinics, professional background, qualifications, insurance, treatment categories, supporting documents and account activity where this is relevant to an application, membership, profile, listing or verification process.
This Privacy Policy explains what information we collect, why we collect it, the lawful bases we rely on, who we may share it with, how long we keep it for, and the rights you have under UK data protection law.
2. Who we are
The website is operated by:
AESTHETIC PIN LTD
Company number: 16916847
Registered office: 3rd Floor, 86-90 Paul Street, London, England, United Kingdom, EC2A 4NE
Website: https://aestheticpin.co.uk/
Email: info@aestheticpin.co.uk
In this policy, “Aesthetic Pin”, “we”, “us” and “our” refer to AESTHETIC PIN LTD. “You” and “your” refer to website visitors, applicants, members, practitioners, clinic representatives, directory users, customers and anyone else who provides personal data to us.
For the purposes of UK data protection law, including the UK GDPR and the Data Protection Act 2018, AESTHETIC PIN LTD will usually act as the data controller for the personal data described in this policy.
3. The personal data we collect
The personal data we collect depends on how you use the website and our services. We may collect the following categories of information.
Identity and contact details
We may collect your name, including prefix, first name, middle name, last name and suffix. We may also collect your email address, phone number and any other contact details you provide when completing a form, creating an account, applying for membership, submitting a listing or contacting us.
Business and clinic details
Where relevant, we may collect your business name, clinic name, clinic address, trading address, business registration number, employment or trading status, whether you are self-employed or employed, your practice setting, and details about where and how you provide services.
Address information may include street address, address line 2, town or city, county or state, postcode and country.
Professional background and qualification evidence
Where you apply for membership, verification, listing approval or similar services, we may collect information about your professional background. This may include how long you have been practising aesthetics, regulated qualifications, qualification names, qualification years, CPD training records, course names, training years and copies of certificates uploaded as part of your application.
This information is used to help us assess, manage and evidence applications, membership records, practitioner profiles or listings.
Insurance and compliance evidence
We may collect insurance-related information, including insurance type, cover level, policy or reference details, expiry dates and uploaded copies of current insurance certificates.
We may also collect first aid qualification details, BLS or emergency life support qualification details, uploaded copies of first aid, BLS or emergency life support certificates, local authority registration or licence status, local authority name, licence or reference number, and related compliance information where relevant to an application, membership or listing.
Treatment and service categories
We may collect information about the treatments or services you tell us you provide. This may include injectable treatments, advanced skin treatments, regenerative treatments, device-based treatments, skin therapies and other services that you choose to specify.
Where relevant, we may also collect confirmation of lawful prescribing arrangements. We do not treat this as a guarantee that any practitioner, clinic or provider meets a particular legal, clinical or professional standard unless this is expressly stated elsewhere by us.
Uploaded files and supporting documents
You may be asked to upload supporting documents as part of an application, profile, listing, membership or verification process. These may include certificates, insurance documents, first aid or BLS evidence, local authority documents, blank forms, clinic policies, consent forms, aftercare documents or other supporting files.
Uploaded documents may contain personal data depending on what you choose to upload. They may also contain personal data about other people if, for example, names, signatures, contact details, reference numbers or identifying details appear within the document.
Please do not upload unnecessary personal information or sensitive information. Before uploading a document, you should check that it is relevant to the purpose of the form and remove or redact information that we do not need.
Account, membership and listing information
If you create an account, apply for membership or submit a listing, we may collect and store information connected with your user account, membership level, application status, listing status, profile content and website activity.
This may include user account ID, created-by ID, entry ID, entry date, date updated, source URL, post or listing ID where a submitted form creates or updates website content, consent confirmations and acceptance of website, membership or application terms.
Payment information
Where payments are taken, we may collect payment-related information such as transaction ID, payment amount, payment date, payment status, billing details and records of the membership, listing, service or product purchased.
We do not normally store full card details ourselves. Payments are usually processed by a third-party payment provider.
Website usage and technical information
When you use the website, we may collect technical information such as your IP address, browser type, device information, user agent, pages visited, source URL, form submission data, security logs, submission speed, anti-spam checks and reCAPTCHA score.
This information helps us operate the website, protect it from spam or misuse, diagnose technical issues, monitor security and improve the user experience.
Communications and enquiries
If you contact us by email, contact form, telephone, social media or another channel, we may collect your name, contact details, message content and any other information you choose to provide.
We may keep records of communications so that we can respond properly, manage enquiries, provide support, maintain business records and protect our legal position where necessary.
4. How we collect personal data
We may collect personal data directly from you when you create an account, complete a website form, apply for membership, submit a practitioner, clinic or provider listing, upload supporting documents, update your profile, make a payment, contact us, subscribe to communications, accept terms or consent statements, or otherwise provide information through the website.
We may also collect personal data automatically when you use the website. This may happen through cookies, analytics tools, security tools, form protection systems, server logs and similar technologies.
In some cases, we may receive information from third-party service providers who support the website or services, such as payment processors, hosting providers, email systems, membership tools, directory tools, analytics providers, security tools or IT support providers.
If we receive personal data about you from another source, we will handle it in line with this policy and applicable data protection law.
5. Why we use personal data
To assess membership, application and listing requests
We use the information you provide to assess applications for membership, practitioner profiles, clinic listings, provider listings or related verification-style processes. This may include reviewing identity details, business details, professional background, qualification evidence, insurance evidence, compliance information and uploaded documents.
To verify and manage practitioner, clinic or provider information
We may use the information you provide to help check, review or manage information connected with your application, profile, listing or membership. This may include reviewing whether submitted information appears complete, consistent and relevant to the type of listing or membership requested.
To create and manage accounts
We use personal data to create user accounts, manage logins, administer memberships, maintain profiles, connect form submissions with accounts or listings, provide access to website features and manage account-related communications.
To publish approved profile or listing information
Where you submit information for a public or member-visible profile or listing, we may use some of that information to create, update or display your profile or listing on the website. More detail is provided in section 8 of this policy.
To administer memberships and services
We use personal data to manage membership records, renewals, account access, listing status, service delivery, customer support, administrative messages and any related business processes.
To respond to enquiries and communications
We use personal data to respond when you contact us, ask a question, request support, make a complaint or otherwise communicate with us.
To process payments
Where payments are made through the website or in connection with our services, we use payment-related information to process transactions, confirm payment status, manage orders, administer memberships, issue invoices or receipts and maintain financial records.
To prevent fraud, spam, misuse and security threats
We use technical information, security logs, form protection tools, IP addresses, reCAPTCHA scores, submission speeds and similar information to protect the website, prevent spam, reduce abuse, detect suspicious activity and maintain the security of our systems.
To comply with legal and regulatory obligations
We may use personal data where necessary to comply with legal, tax, accounting, company law, regulatory or other obligations that apply to us.
To improve the website and user experience
We may use website usage information, analytics and technical data to understand how the website is used, identify problems, improve content, improve forms, test functionality and make the website easier to use.
To send service and administrative communications
We may send important non-marketing communications about your account, membership, application, listing, payment, profile, website changes, security matters or updates to our terms and policies.
To send marketing where permitted
We may send marketing communications where we are permitted to do so by law. This may include relying on legitimate interests in appropriate circumstances, or relying on consent where consent is required.
6. Our lawful bases for processing personal data
UK data protection law requires us to have a lawful basis for using personal data. The lawful basis we rely on depends on the purpose of the processing.
Contract or steps before entering into a contract
We may rely on this lawful basis where we use your personal data to provide services to you or to take steps before entering into a contract with you. This may apply when you apply for membership, request a listing, create an account, make a payment, access paid features or ask us to provide services.
Legitimate interests
We may rely on legitimate interests where we use personal data in a way that is necessary for running, managing and protecting Aesthetic Pin, provided your rights and interests do not override those interests.
This may include assessing applications, reviewing submitted information, managing listings, protecting the website, preventing spam and misuse, improving services, responding to business enquiries, maintaining records and operating the platform effectively.
Our legitimate interests may include operating a safe and trustworthy membership and directory platform, maintaining accurate records, protecting users and the website, supporting applicants and members, improving how our services work, and promoting Aesthetic Pin in a fair and proportionate way.
We may also rely on legitimate interests for some direct marketing activities, where permitted by UK GDPR and the Privacy and Electronic Communications Regulations. This may include sending relevant updates to existing members, applicants, customers, business contacts or people who have shown an interest in Aesthetic Pin or related services.
Our legitimate interests for marketing include promoting Aesthetic Pin, keeping applicants and members informed, supporting practitioners and clinics, developing the platform, and providing relevant information about membership, listings, verification-style services, renewals, practitioner resources and related services.
Before relying on legitimate interests for marketing, we will consider whether the communication is relevant, proportionate and within your reasonable expectations based on your relationship with us. We will also consider whether the impact on your privacy is limited and whether you have been given a clear and easy way to object or unsubscribe.
You have the right to object to processing based on legitimate interests. You have an absolute right to object to direct marketing at any time.
Legal obligation
We may rely on legal obligation where we need to use or keep personal data to comply with laws that apply to us. This may include tax, accounting, company law, fraud prevention, regulatory or other legal requirements.
Consent
We may rely on consent where you choose to opt into marketing, accept optional cookies, provide optional information, or give specific consent for a particular type of processing.
You can withdraw consent at any time. Withdrawing consent will not affect the lawfulness of processing carried out before consent was withdrawn.
Vital interests
We do not expect to rely on vital interests in normal circumstances. This lawful basis would only be used where processing is necessary to protect someone’s life or safety in an emergency.
7. Special category data
Special category data is more sensitive personal data, such as information about health, medical conditions, biometric data, racial or ethnic origin, political opinions, religious beliefs, trade union membership or sexual orientation.
Aesthetic Pin does not intentionally ask applicants to provide medical or health information about themselves as part of the standard application or listing process. However, some uploaded documents, certificates, policies, forms, insurance records, training documents or free-text submissions may accidentally contain additional personal data, including sensitive information.
If you voluntarily provide special category data, we will only handle it where necessary and with appropriate safeguards. Depending on the circumstances, this may include handling it because you have provided it as part of an application or document upload, because we need to review the relevant document, because we need to comply with legal obligations, or because it is necessary to establish, exercise or defend legal claims.
Please avoid uploading unnecessary sensitive information. If a document contains information that is not relevant to your application, listing or membership, you should remove or redact that information before uploading it.
8. Published profile and listing information
Some information you submit may be used to create, update or display a public or member-visible profile, practitioner listing, clinic listing, provider listing or similar directory entry.
This may include information such as your practitioner name, business or clinic name, services offered, treatment categories, practice setting, general location, profile content, website or social links, membership status, verification status or other information you have submitted for display.
We do not intend to publicly display private supporting documents such as certificates, insurance documents, licence documents, first aid or BLS certificates, payment information, private contact details, security logs or internal application notes unless you have clearly chosen to publish specific content or we have told you that particular information will be visible.
You are responsible for making sure that any profile or listing information you submit for publication is accurate, lawful and appropriate for public or member-visible display.
Aesthetic Pin may review, edit, reject, suspend or remove profile or listing content where necessary to operate the platform, enforce our terms, protect users, comply with the law or maintain the integrity of the website.
9. Who we share personal data with
We may share personal data with trusted third parties where necessary to operate the website, provide services, manage memberships, process payments, protect the platform or comply with legal obligations.
These may include website hosting providers; WordPress, form, membership, directory and security tool providers; payment processors; email and communication providers; analytics and cookie technology providers; IT support providers; professional advisers such as accountants, lawyers or consultants; backup and data storage providers; fraud prevention, anti-spam or security services; regulators, public authorities, courts or law enforcement where required; and other service providers who process personal data on our behalf.
Where third-party service providers process personal data for us, we expect them to use it only as instructed and to protect it appropriately.
We may also share personal data if we are required to do so by law, if we need to protect our legal rights, if we need to investigate misuse of the website, or if Aesthetic Pin is involved in a business transfer, restructuring, merger, sale or similar transaction.
We do not sell your personal data.
10. International transfers
Some of the service providers we use may process personal data outside the United Kingdom. This may happen, for example, where hosting, payment, email, analytics, security, support or software providers use systems or support teams located in other countries.
Where personal data is transferred outside the UK, we will take steps to make sure it is protected in line with UK data protection law. This may include relying on UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, standard contractual clauses, or other appropriate safeguards.
11. How long we keep personal data
We will only keep personal data for as long as necessary for the purposes described in this policy, unless a longer retention period is required by law.
Account and membership data will usually be kept while your account or membership remains active and for a reasonable period afterwards where needed for administration, record keeping, dispute handling or legal purposes.
Application and verification evidence will usually be kept for as long as necessary to assess, manage and evidence your application, membership, listing or verification status. This may include keeping records after a membership or listing ends where we need to show how a decision was made, protect the integrity of the platform, handle complaints or comply with legal requirements.
Profile and listing information may be kept while the listing is active and for a reasonable period afterwards where needed for administrative, legal, audit or platform integrity purposes.
Financial, invoice and payment records will usually be kept for up to six years where this is necessary for tax, accounting and legal record keeping.
Enquiry and communication records will be kept for as long as needed to respond to the enquiry and maintain appropriate business records.
Technical and security logs will usually be kept for a limited period, unless they are needed for security monitoring, fraud prevention, investigation, dispute handling or legal purposes.
Uploaded documents will be reviewed and deleted, anonymised or retained only where they remain necessary for the purpose for which they were collected, such as assessing, managing or evidencing membership, listing or verification status.
When personal data is no longer needed, we will delete it, anonymise it or securely archive it where appropriate.
12. How we protect personal data
We take reasonable steps to protect personal data from unauthorised access, loss, misuse, alteration or disclosure.
These steps may include secure website hosting, SSL/HTTPS encryption, access controls, restricted administrator access, password protection, security monitoring, anti-spam tools, form protection tools, backups, software updates and limiting access to people or service providers who need the information for legitimate purposes.
No website or online system can be guaranteed to be completely secure. You are responsible for keeping your account login details safe and for telling us promptly if you believe your account has been accessed without permission.
13. Cookies
The website may use cookies and similar technologies to support essential website functionality, account features, security, forms, analytics, performance monitoring and user experience.
Some cookies may be necessary for the website to work properly. Others, such as analytics or marketing cookies, may require your consent depending on how they are used.
More information about how we use cookies will be provided in our separate Cookie Policy.
14. Marketing
We may use your personal data to send you relevant communications about Aesthetic Pin, including updates about membership, practitioner listings, clinic listings, verification-style services, renewals, platform features, practitioner resources, events, services and other information that may be relevant to your relationship with us.
Where permitted by law, we may rely on our legitimate interests to send direct marketing to existing members, applicants, customers, business contacts or people who have previously shown an interest in Aesthetic Pin or related services. Our legitimate interests include promoting our services, keeping members and applicants informed, supporting practitioners and clinics, and developing the Aesthetic Pin platform.
Before relying on legitimate interests for marketing, we will consider whether the communication is relevant, proportionate and within your reasonable expectations based on your relationship with us.
For email, text message and other electronic marketing, we will also comply with the Privacy and Electronic Communications Regulations. This means we will only send electronic marketing where we are allowed to do so, such as where you have given consent or where the soft opt-in applies.
Where we rely on the soft opt-in, we will only do so where your details were collected during a sale, negotiation, membership application, listing application, enquiry or similar interaction about our services; where the marketing relates to Aesthetic Pin or similar services; and where you were given a clear opportunity to opt out.
You can object to direct marketing at any time. You can do this by using the unsubscribe link in our emails, changing your preferences where available, or contacting us at info@aestheticpin.co.uk.
If you object to marketing, we will stop sending you marketing communications. We may still send you important service or administrative messages about your account, membership, application, listing, payment, security, legal notices or changes to our terms and policies.
15. Your rights
Under UK data protection law, you have rights in relation to your personal data. These rights may include the following.
The right of access
You can ask us for a copy of the personal data we hold about you.
The right to rectification
You can ask us to correct inaccurate or incomplete personal data.
The right to erasure
You can ask us to delete your personal data in certain circumstances.
The right to restriction
You can ask us to restrict how we use your personal data in certain circumstances.
The right to object
You can object to certain types of processing, including processing based on legitimate interests. You have an absolute right to object to direct marketing.
The right to data portability
Where applicable, you can ask to receive personal data you have provided to us in a structured, commonly used and machine-readable format.
The right to withdraw consent
Where we rely on consent, you can withdraw that consent at any time.
The right to complain
You have the right to complain to the Information Commissioner’s Office if you are unhappy with how we handle your personal data.
Some rights are not absolute and may only apply in certain circumstances. We may need to verify your identity before responding to a request.
To exercise your rights, contact us at:
Email: info@aestheticpin.co.uk
Postal address: AESTHETIC PIN LTD, 3rd Floor, 86-90 Paul Street, London, England, United Kingdom, EC2A 4NE
16. How to contact us
If you have any questions about this Privacy Policy, how we use personal data, or your rights, you can contact us using the details below:
AESTHETIC PIN LTD
3rd Floor, 86-90 Paul Street
London
England
United Kingdom
EC2A 4NE
Email: info@aestheticpin.co.uk
Website: https://aestheticpin.co.uk/
17. Complaints
We would appreciate the opportunity to deal with any concerns directly, so please contact us first if you have a question or complaint about how we use your personal data.
You also have the right to complain to the UK data protection regulator, the Information Commissioner’s Office.
You can contact the ICO through its website at: https://ico.org.uk/
18. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our website, services, legal obligations, technology, third-party providers or data protection practices.
The latest version will be published on this website. Where changes are significant, we may take additional steps to bring them to your attention.