Privacy Policy

1. Who We Are

Harrogate Hair Restoration is a nurse-led men's scalp and hair wellness clinic based in Harrogate, North Yorkshire. We are the data controller responsible for your personal information and are registered with the Information Commissioner's Office (registration ZC199268).

Contact:
Email: info@harrogatehairrestoration.com
Website: harrogatehairrestoration.com

2. What Information We Collect

Enquiry form. If you send us a message through the enquiry form on our home page, we collect:

• First name and last name
• Email address
• Your primary concern (optional)
• The treatment you are most interested in (optional)
• Your message (optional)
• The date and time of your enquiry

Booking form. If you book an appointment through our booking page, we collect:

• First name and last name
• Email address
• Mobile telephone number
• Any notes you choose to add for your practitioner (optional)
• The treatment selected, and your chosen appointment date and time
• The deposit and total amount for your booking
• Your confirmation that you are aged 18 or over and accept our booking policy

The notes field is optional and free text. Depending on what you choose to enter, it may contain information about your health. Where it does, we treat that information as a clinical record and handle it under the same safeguards that apply to the records we create in clinic.

Marketing emails. If you subscribe to our marketing emails, we collect your first name, last name and email address, together with the date you subscribed.

We do not ask for special category data (such as medical records or health history) through any of our website forms. Information about your concern is used solely to help us respond usefully to your enquiry — it is not a medical record. Detailed clinical information is gathered in clinic, as part of your appointment, and is handled under our clinical records procedures.

3. How We Use Your Information

We use the information you provide for the following purposes only:

• To arrange, confirm and manage your appointment, and to take your deposit
• To respond to your enquiry and answer your questions
• To send you marketing emails, if — and only if — you have separately subscribed to them
• To understand the level and nature of demand for our services in Harrogate

Booking an appointment or sending an enquiry does not subscribe you to our marketing emails. These are separate, and each requires its own consent.

We will not use your data for any other purpose without obtaining your explicit consent first.

4. Our Lawful Basis for Processing

Under UK GDPR, we process your personal data on the basis of consent (Article 6(1)(a)).

For enquiries, you provide this consent by ticking the consent checkbox on the enquiry form. For marketing emails, you provide it by subscribing through the signup form on our home page and confirming your subscription.

For appointments, we process your booking details in order to perform our contract with you (Article 6(1)(b)). Where your booking notes contain information about your health, we process that information for the provision of health care and treatment by a health professional bound by a duty of confidentiality (Article 9(2)(h)).

This means you have the right to withdraw your consent at any time. If you do, we will stop contacting you and delete your data from our records within 30 days. You can unsubscribe from marketing emails using the link at the foot of any email we send, or email us at info@harrogatehairrestoration.com.

5. How We Store Your Data

Enquiries submitted through our website are processed by Netlify, our website host, and delivered to a mailbox accessible only to the founder of Harrogate Hair Restoration.

Booking and appointment records are stored in our clinical management system, hosted on Supabase, and are accessible only to the founder of Harrogate Hair Restoration. Deposits and payments are handled by SumUp; we do not see or store your card details at any point. Appointment confirmations and reminders are sent using SMTP2GO.

Marketing subscriptions are stored in Mailchimp, our email marketing platform.

Both providers act as data processors on our behalf, under agreements that meet UK GDPR requirements. We do not share your data with any other third parties, or use it for advertising or profiling purposes.

6. How Long We Keep Your Data

We will retain your information for as long as is necessary to fulfil the purpose for which it was collected.

Enquiries. We keep enquiry records for 12 months from the date of your enquiry, then delete them. If you go on to book an appointment, a separate client record is created and handled under our clinical records procedures.

Appointments and clinical records. Records relating to your appointments and any care we provide are retained in line with professional record-keeping requirements for healthcare records, and are held securely for that period.

Marketing. We keep your details on our marketing list until you unsubscribe or ask us to remove you.

You may request deletion of your data at any time by contacting us.

7. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

• Right to access — you can request a copy of the data we hold about you
• Right to rectification — you can ask us to correct any inaccurate data
• Right to erasure — you can ask us to delete your data at any time
• Right to restrict processing — you can ask us to pause how we use your data
• Right to data portability — you can request your data in a portable format
• Right to withdraw consent — you can withdraw consent at any time without giving a reason
• Right to object — you can object to us processing your data

To exercise any of these rights, please email us at info@harrogatehairrestoration.com. We will respond within 30 days.

8. Third Parties

We do not sell, rent, or share your personal data with any third parties for marketing purposes.

We use the following processors, each of whom handles data in accordance with our instructions and applicable data protection law:

• Netlify — website hosting and enquiry form handling. See Netlify's Privacy Policy.
• Intuit Mailchimp — marketing email delivery. See Intuit's Privacy Statement.
• Supabase — hosting for our clinical management system. See Supabase's Privacy Policy.
• SumUp — deposit and payment processing. See SumUp's Privacy Policy.
• SMTP2GO — appointment confirmations and reminders. See SMTP2GO's Privacy Policy.
• Google Workspace — our email. See Google's Privacy Policy.

Some of these providers are based outside the UK. Where your data is transferred internationally, it is protected by safeguards recognised under UK data protection law, such as the UK International Data Transfer Addendum or an adequacy decision.

9. Cookies

Our website uses the following analytics tools to help us understand how visitors use our site:

• Google Analytics (GA4) — tracks page visits, traffic sources, and general usage patterns. Data is processed by Google. See Google's Privacy Policy.
• Microsoft Clarity — records anonymised session replays, heatmaps, and scroll behaviour to help us improve the site. See Microsoft's Privacy Statement.

These tools use cookies to function. By using our website you consent to this usage. No personally identifiable information is shared with these tools beyond what is standard for analytics purposes.

10. Changes to This Policy

We may update this privacy policy from time to time as our services develop. Any changes will be posted on this page with an updated date. If we make significant changes that affect how we use your data, we will contact you directly.

11. How to Complain

If you have any concerns about how we handle your personal data, please contact us first at info@harrogatehairrestoration.com and we will do our best to resolve the issue promptly.

If you are not satisfied with our response, you have the right to lodge a complaint with the UK's data protection authority:

Information Commissioner's Office (ICO)
Website: ico.org.uk