Clinic Pro UK
Legal

Privacy Policy

Last updated: 20 May 2026

Who we are

Clinic Pro UK Ltd ("we", "us", "our") operates the platform available at withclinicpro.co.uk and any associated software provided to UK aesthetic, travel, pharmacy and wellness clinics.

We are the data controller for the personal data described in this policy. We are registered with the Information Commissioner's Office (ICO) and take our obligations under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 seriously.

Questions? Email us at info@withclinicpro.co.uk.

Data we collect

We collect personal data in the following ways:

Information you give us

  • Name, email address, phone number and job title when you register or book a call
  • Clinic name, address and business registration details when you onboard
  • Payment and billing information processed securely via our payment provider
  • Communications you send us, including support requests and feedback

Information collected automatically

  • IP address, browser type, device identifiers and operating system
  • Pages visited, features used, and actions taken within the platform
  • Referring URLs and session duration
  • Cookies and similar tracking technologies (see the Cookies section)

Information from third parties

  • Analytics data from providers such as Google Analytics
  • Publicly available business information for prospecting and fraud prevention

How we use it

We use your personal data to:

  • Provide, maintain and improve the Clinic Pro UK platform and services
  • Process bookings, billing and account management
  • Send service notifications, product updates and security alerts
  • Respond to your enquiries and provide customer support
  • Send marketing communications where you have consented or where we have a legitimate interest
  • Conduct analytics to understand how our platform is used
  • Meet legal and regulatory obligations
  • Detect, prevent and address fraud or abuse
We will never sell your personal data to third parties.

We process your personal data under the following UK GDPR lawful bases:

  • Contract — processing is necessary to fulfil our agreement with you or to take steps at your request before entering a contract
  • Legitimate interests — we have a legitimate business interest in improving our services, preventing fraud and sending relevant communications, provided those interests are not overridden by your rights
  • Consent — where you have explicitly opted in, e.g. marketing emails; you can withdraw consent at any time
  • Legal obligation — where processing is required to comply with applicable law

Data sharing

We share data only where necessary with:

  • Service providers acting as data processors under written agreements — including hosting, payment processing, email delivery, analytics and customer support tools
  • Professional advisers such as lawyers and accountants, bound by confidentiality obligations
  • Regulatory authorities where required by law, court order or regulatory guidance
  • Acquirers if Clinic Pro UK Ltd undergoes a merger, acquisition or sale of assets — you will be notified in advance

Any processors we engage are required to handle data strictly in accordance with our instructions and applicable data protection law.

Data retention

We retain personal data for as long as necessary to fulfil the purposes set out in this policy, to comply with legal obligations, and to resolve disputes or enforce agreements.

  • Active account data — held for the duration of your subscription plus 12 months
  • Billing records — held for 7 years to meet HMRC requirements
  • Marketing data — held until you withdraw consent or opt out
  • Enquiry / support data — held for up to 3 years

When data is no longer required it is securely deleted or anonymised.

Your rights

Under UK GDPR you have the right to:

  • Access the personal data we hold about you
  • Rectification — correct inaccurate or incomplete data
  • Erasure — request deletion of your data in certain circumstances
  • Restriction — limit how we process your data
  • Portability — receive your data in a structured, machine-readable format
  • Object — object to processing based on legitimate interests or for direct marketing
  • Withdraw consent at any time without affecting the lawfulness of prior processing

To exercise any right, email info@withclinicpro.co.uk. We will respond within one calendar month. You also have the right to lodge a complaint with the ICO at ico.org.uk.

Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration or disclosure. These include encryption in transit (TLS), access controls, regular security reviews and staff training.

While we take data security seriously, no transmission over the internet can be guaranteed to be completely secure. If you have reason to believe your interaction with us is no longer secure, please notify us immediately.

Cookies

We use cookies and similar technologies on our website. For full details, including how to manage your preferences, please see our Cookie Policy.

Contact us

For any questions, requests or concerns about this Privacy Policy or our data practices, please contact us:

We may update this policy from time to time. The "Last updated" date at the top of this page reflects the most recent revision. Continued use of our services following any update constitutes acceptance of the revised policy.