Privacy Policy

Watcom IV Health & Beauty

Effective date: 5 May 2026
Website: www.watcomivhealthandbeauty.com

1. Introduction

Watcom IV Health & Beauty respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, share and protect personal data when you visit our website, contact us, book an appointment, attend our clinic, make an enquiry, purchase a service, join a consultation, complete a form, communicate with us, or interact with our training academy.

This Privacy Policy applies to personal data processed by WATCOM LIMITED, trading as Watcom IV Health & Beauty.

For the purposes of UK data protection law, including the UK General Data Protection Regulation, the Data Protection Act 2018 and applicable privacy legislation, WATCOM LIMITED is the data controller for the personal data described in this policy, unless we tell you otherwise.

This Privacy Policy should be read together with any treatment consent forms, medical questionnaires, booking terms, cancellation terms, cookie notices, website terms, complaints policy, aftercare information, training academy terms or other notices provided to you.

2. Who we are

Business name: Watcom IV Health & Beauty
Legal entity: WATCOM LIMITED
Company number: 09669255
Clinic address: 14 Imperial Arcade, Huddersfield, HD1 2BR
Email: support@watcomivhealthandbeauty.com
Telephone: 07862 653508
Website: www.watcomivhealthandbeauty.com

If you have any questions about this Privacy Policy or how your personal data is handled, please contact us using the details above.

3. Personal data we may collect

We may collect and process different types of personal data depending on how you interact with us and which services you enquire about, book or receive.

3.1 Identity and contact details

We may collect:

• Name
• Email address
• Telephone number
• Postal address
• Date of birth or age where relevant
• Emergency contact details where appropriate
• Preferred method of contact
• Any information you provide when contacting us

3.2 Appointment and booking information

We may collect:

• Treatment or service requested
• Appointment date and time
• Booking history
• Attendance history
• Cancellation or rescheduling information
• Payment status
• Deposit information
• Notes relating to your appointment enquiry
• Communication records connected with your booking
• Information needed to manage waiting lists, reminders, availability or follow-up contact

3.3 Health, medical and treatment information

Because we provide health, wellness, aesthetic, weight management and related services, we may collect information about your health where it is necessary and appropriate.

This may include:

• Medical history
• Current or previous health conditions
• Medication history
• Allergies
• Pregnancy or breastfeeding status where relevant
• Weight, height, BMI or body-composition information where relevant
• Treatment suitability information
• Lifestyle information relevant to a consultation
• Previous treatments or procedures
• Contraindications or risk factors
• Treatment notes
• Consultation notes
• Consent forms
• Before-and-after images, where used and where you have been informed
• Adverse reaction information
• Aftercare information
• Information needed to decide whether a treatment is suitable or safe for you

This type of data may include special category data, particularly data concerning health. We only collect and use this information where it is necessary, lawful and proportionate.

3.4 Payment and transaction information

Where you make a payment, place a deposit, purchase a treatment, pay for a course or request a refund, we may collect:

• Payment status
• Amount paid
• Invoice or receipt details
• Refund information
• Deposit information
• Transaction reference numbers
• Chargeback or dispute information where relevant
• Limited payment details made available to us by payment processors

We do not normally store full card details ourselves. Card payments are usually processed by third-party payment providers who are responsible for handling payment data securely under their own terms and privacy policies.

3.5 Website and technical information

When you use our website, we may collect:

• IP address
• Browser type and version
• Device type
• Operating system
• Pages visited
• Time and date of visit
• Referral source
• Cookie preferences
• Website interaction data
• Information collected through analytics, security tools or similar technologies

3.6 Communications, reviews and social media information

We may collect information from communications with you, including:

• Emails
• Telephone notes
• Text messages
• WhatsApp or messaging-platform communications
• Social media messages
• Contact-form submissions
• Reviews and testimonials
• Complaint correspondence
• Feedback or survey responses

4. Children’s data

Our services are generally intended for adults. We do not knowingly collect personal data from children unless it is necessary, appropriate and lawful to do so, and where parental responsibility or appropriate consent is in place.

Where an enquiry concerns a person under 18, we may require confirmation from a parent, guardian or person with parental responsibility before progressing with any appointment, consultation or treatment-related matter.

We reserve the right to refuse, delay or postpone any treatment where age, consent, safeguarding, medical suitability or professional judgement requires this.

5. How we collect personal data

We may collect personal data directly from you when you:

• Visit our website
• Fill in a contact form
• Fill in a booking form
• Book an appointment online
• Contact us by telephone, email, text, WhatsApp, social media or website form
• Attend a consultation or treatment
• Complete a medical questionnaire, consent form or aftercare form
• Make a payment
• Make a complaint or request
• Register interest in training academy services
• Subscribe to marketing, updates or newsletters
• Interact with our social media pages
• Leave a review or testimonial
• Send us images, documents or other information

We may also receive personal data from third parties where lawful and relevant, including:

• Booking system providers
• Payment processors
• Website hosting providers
• Training platform providers
• Marketing platforms, where consent or lawful basis applies
• Healthcare professionals involved in your care or treatment
• Prescribers, pharmacists, laboratories, pharmacies or service partners where relevant
• Insurance, legal, regulatory or professional advisers
• Public authorities, regulators, courts or law enforcement where legally required

6. Why we use your personal data

We may use your personal data for the following purposes:

• To respond to enquiries
• To arrange, manage and confirm appointments
• To assess whether a treatment, service or consultation may be suitable for you
• To provide consultations, treatments, aftercare and related services
• To maintain accurate client and treatment records
• To process payments, deposits, invoices, refunds and receipts
• To communicate with you about your booking, treatment or enquiry
• To send appointment reminders and service-related messages
• To manage cancellations, rescheduling, complaints and disputes
• To provide training academy information where requested
• To comply with legal, tax, accounting, regulatory and professional obligations
• To keep our website secure and functional
• To improve our services, website and client experience
• To protect our business, clients, staff, contractors and legal rights
• To detect, investigate or prevent fraud, misuse, abuse, unlawful behaviour or safety risks
• To send marketing communications where permitted by law
• To manage reviews, testimonials and feedback where you have provided them
• To deal with legal claims, insurance matters, complaints, chargebacks or regulatory enquiries

7. Lawful bases for processing personal data

We only use your personal data where we have a lawful basis to do so. Depending on the circumstances, we may rely on one or more of the following lawful bases.

7.1 Contract

We may process your personal data where it is necessary to provide services to you, manage your booking, take payment, respond to your service request, or take steps before entering into a contract with you.

7.2 Consent

We may rely on your consent where required, for example for certain marketing communications, optional images, testimonials, or where you have expressly agreed to a specific use of your personal data.

You may withdraw consent at any time. Withdrawing consent does not affect processing that took place before consent was withdrawn.

7.3 Legal obligation

We may process personal data where necessary to comply with legal, tax, accounting, regulatory, professional or record-keeping obligations.

7.4 Legitimate interests

We may process personal data where necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms.

Our legitimate interests may include:

• Running and improving our clinic
• Managing appointments and client relationships
• Responding to enquiries
• Keeping business records
• Preventing fraud or misuse
• Protecting our legal position
• Handling complaints or disputes
• Maintaining website security
• Understanding how clients use our website and services
• Communicating with existing clients about relevant services, where legally permitted
• Protecting clients, staff, contractors, premises and business assets

7.5 Vital interests

In rare circumstances, we may process personal data where necessary to protect someone’s life or deal with a serious medical, safety or emergency situation.

8. Special category data, including health data

Some of the information we collect may be special category data under UK data protection law. This includes health information and any information that reveals details about your physical or mental health.

Where we process special category data, we do so only where a lawful basis applies and where an additional special category condition is available. Depending on the circumstances, this may include:

• Your explicit consent
• Processing necessary for the provision of health-related services or treatment
• Processing necessary for reasons of public interest in the area of public health, where applicable
• Processing necessary for legal claims or legal obligations
• Processing necessary to protect vital interests where you are physically or legally incapable of giving consent

We only request health information where it is relevant to your enquiry, consultation, treatment, aftercare, safety, suitability assessment or legal/professional record-keeping.

You must provide accurate and complete information when completing medical, consultation, consent or suitability forms. Failure to provide accurate information may affect whether we can safely provide a service.

9. Treatment suitability and safety

Submitting an enquiry, booking an appointment or completing a form does not guarantee that a treatment, product, service, prescription, procedure or training place will be provided.

Some treatments may require:

• A consultation
• Suitability checks
• Medical review
• Prescriber involvement
• Age verification
• Consent forms
• Contraindication screening
• Aftercare compliance
• Further information before a decision can be made

We may decline, delay, cancel or modify a service where we believe it is unsafe, unsuitable, unlawful, inappropriate, outside our competence, outside the scope of available information, or not in your best interests.

Personal data you provide may be used to help make suitability, safety and risk decisions.

10. Prescription-only medicines and medical weight management

Where a service involves medical weight management, prescription-only medicines, injectable medication, clinical assessment, prescriber review or pharmacy involvement, additional personal and health information may be required.

We may collect information about:

• Weight
• Height
• BMI
• Medical history
• Medication
• Allergies
• Lifestyle factors
• Previous treatment
• Pregnancy or breastfeeding status
• Contraindications
• Other relevant safety or suitability factors

This information may be shared with appropriately involved healthcare professionals, prescribers, pharmacies, laboratories or service partners where necessary for assessment, safety, treatment, dispensing, aftercare, audit, professional obligations or legal compliance.

We do not guarantee that any particular medicine, dose, treatment or outcome will be suitable or available. Any treatment decision is subject to assessment, professional judgement and applicable legal requirements.

11. Photographs, images and treatment records

For some treatments, we may request or take photographs, videos or images for assessment, treatment planning, monitoring, record-keeping, insurance, training, dispute handling or before-and-after comparison.

Where images are required for clinical or treatment records, we will explain why they are needed.

We will not use identifiable images for public marketing, advertising, social media, website content or promotional purposes unless you have given separate consent for that specific use.

You may withdraw consent for future marketing use of images. However, where images form part of necessary treatment, legal, insurance or professional records, we may need to retain them even if they are no longer used for marketing.

12. Payments and financial information

We may collect payment-related information when you pay for a booking, treatment, deposit, course or product.

Payment processing may be handled by third-party payment providers. We do not normally store full card details ourselves unless expressly stated. Payment providers may process your data under their own privacy policies and security standards.

We may retain records of payments, invoices, receipts, refunds, chargebacks and disputes for accounting, tax, legal and business purposes.

13. Training academy enquiries and course data

If you enquire about or book training academy services, we may collect:

• Name
• Contact details
• Course interest
• Professional background
• Experience level
• Qualification or eligibility information
• Booking and payment information
• Attendance records
• Assessment or completion records
• Certificate details where applicable
• Communication records
• Any information needed to manage training, insurance, accreditation or course administration

We may use this information to respond to enquiries, manage course bookings, provide training, issue certificates where applicable, maintain records, process payments and comply with legal or business requirements.

14. Marketing communications

We may send marketing communications only where permitted by law.

This may include updates about:

• Services
• Treatments
• Offers
• Events
• Training academy courses
• Clinic availability
• Clinic news

We may rely on your consent, or where legally permitted, the soft opt-in for existing clients who have purchased or enquired about similar services and were given a clear opportunity to opt out.

You can opt out of marketing at any time by using the unsubscribe link in an email, replying to a message where possible, or contacting us at support@watcomivhealthandbeauty.com.

We will not sell your personal data to third parties for their own marketing purposes.

Service messages, appointment reminders, booking confirmations, treatment instructions, payment messages, aftercare information and safety communications are not marketing and may still be sent where necessary.

15. Cookies and similar technologies

Our website may use cookies and similar technologies to make the website work, improve functionality, understand website usage, support security, remember preferences, analyse traffic and assist with marketing where permitted.

Cookies and similar technologies may be used for:

• Essential website functionality
• Security and fraud prevention
• Remembering cookie preferences
• Website analytics
• Improving website performance
• Booking functionality
• Embedded content
• Social media features
• Advertising or remarketing where legally permitted

Some cookies are strictly necessary for the website to function. Others, such as analytics or marketing cookies, may require your consent.

Where required, we will ask for your consent before placing non-essential cookies on your device. You can change your cookie preferences through our cookie banner or your browser settings.

Third-party services used on our website may also place cookies or similar technologies. These may include website hosting tools, booking systems, analytics providers, embedded content, social media features or advertising tools.

For more information, please see our Cookie Policy where available.

16. Website forms and online booking

When you submit a website form or online booking request, the information you provide may be processed through our website platform, booking provider or form provider.

You should only provide accurate information that is necessary for the enquiry or booking.

Please do not submit highly sensitive information through general contact forms unless it is necessary for your enquiry. If detailed medical information is required, we may ask you to complete a specific consultation, medical or consent form.

17. Social media and messaging platforms

If you contact us through social media, WhatsApp, text message or other messaging platforms, we may receive your profile information, username, telephone number, message content and any information you choose to send.

These platforms are controlled by third parties and may process your data under their own privacy policies.

We may use these platforms to respond to enquiries, but we may direct you to a more secure or appropriate channel where health, treatment, payment or confidential information is involved.

18. Reviews and testimonials

If you leave a review, testimonial or feedback, we may use it to respond to you, improve our services, manage our reputation and, where appropriate, display it on our website, social media or marketing materials.

We will not publish identifiable health details, treatment details or sensitive information without appropriate consent.

If you post a public review on a third-party platform, that platform may process your data under its own privacy policy.

19. CCTV and clinic security

If CCTV is used at our premises, it may capture your image when you attend the clinic. CCTV may be used for security, safety, crime prevention, incident investigation and protection of clients, staff and property.

CCTV footage will only be accessed where necessary and retained for a limited period unless required for an incident, investigation, legal matter or insurance claim.

If CCTV is used, appropriate signage should be displayed at the premises.

20. Who we may share your personal data with

We may share personal data where necessary and lawful with:

• Healthcare professionals involved in your consultation, treatment, prescribing, aftercare or safety
• Independent prescribers, pharmacists or pharmacies where relevant
• Laboratories or diagnostic providers where relevant
• Booking system providers
• Website hosting and IT service providers
• Payment processors
• Email, SMS or communication providers
• Marketing, analytics or advertising service providers where legally permitted
• Accounting, tax, legal, insurance or professional advisers
• Training academy administration or accreditation-related providers where relevant
• Regulators, public authorities, courts, law enforcement or government bodies where legally required
• Debt recovery, dispute resolution or chargeback providers where necessary
• Successor organisations if our business is sold, transferred or restructured

We only share personal data where necessary, proportionate and lawful. We expect service providers to protect personal data and use it only for authorised purposes.

21. International transfers

Some of our service providers, website platforms, booking systems, communication tools, payment processors or software providers may process personal data outside the UK.

Where personal data is transferred internationally, we will take steps to ensure that appropriate safeguards are in place where required by law. These may include adequacy regulations, standard contractual clauses, UK international data transfer agreements or other lawful transfer mechanisms.

22. How long we keep personal data

We keep personal data only for as long as necessary for the purposes for which it was collected, including legal, regulatory, tax, accounting, insurance, professional, health and business purposes.

Retention periods may vary depending on the type of data and the reason it is held. As a general guide:

• General enquiries may be kept for up to 24 months unless they become part of a client, complaint, legal or treatment record.
• Booking and attendance records may be kept for as long as needed to manage services, records, disputes, tax and legal obligations.
• Treatment, consultation, consent and health-related records may be kept for longer where required for professional, insurance, legal, clinical, safeguarding or regulatory reasons.
• Payment, invoice and accounting records may be kept for at least 6 years for tax and accounting purposes.
• Marketing consent records may be kept while you remain subscribed and for a reasonable period afterwards to evidence your choices.
• Complaints, incidents, adverse reactions and dispute records may be kept for as long as necessary to protect legal rights, respond to claims, meet insurance requirements or comply with obligations.
• Training academy records may be kept for as long as necessary for course administration, certification, verification, complaints, insurance and legal purposes.

We may retain anonymised or statistical data for longer where you cannot be identified from it.

23. How we protect your personal data

We take reasonable and appropriate steps to protect personal data from unauthorised access, loss, misuse, alteration, disclosure or destruction.

These steps may include:

• Limiting access to personal data
• Using password-protected systems
• Using secure booking, payment and website platforms
• Keeping records in controlled systems
• Restricting access to health and treatment information
• Using appropriate staff, contractor and professional confidentiality measures
• Reviewing security arrangements where appropriate
• Using secure communication methods where possible
• Keeping only necessary data
• Deleting or archiving data when no longer needed

No website, email system, booking system or digital communication method can be guaranteed to be completely secure. You are responsible for ensuring that information you send to us is accurate and that you use safe methods when sharing sensitive information.

24. Your data protection rights

Depending on the circumstances, you may have the following rights:

• The right to be informed about how your data is used
• The right of access to your personal data
• The right to rectification if your data is inaccurate or incomplete
• The right to erasure in certain circumstances
• The right to restrict processing in certain circumstances
• The right to object to processing in certain circumstances
• The right to data portability in certain circumstances
• The right to withdraw consent where processing is based on consent
• The right not to be subject to certain automated decisions with legal or similarly significant effects

These rights are not absolute. For example, we may need to keep certain information for legal, insurance, professional, tax, safeguarding, dispute, health-record or legitimate business reasons.

To exercise your rights, contact us at support@watcomivhealthandbeauty.com.

We may need to verify your identity before responding to a request.

25. Accessing treatment or health records

If you request access to treatment, consultation or health-related records, we will respond in line with applicable data protection law.

We may withhold or limit access where the law allows or requires this, including where disclosure would adversely affect the rights and freedoms of another person, reveal third-party information, affect safeguarding, prejudice legal matters, or where exemptions apply.

26. Accuracy of information

You must provide accurate, complete and up-to-date information when making an enquiry, booking an appointment, completing a consultation form, giving medical history, consenting to treatment or attending the clinic.

You should tell us promptly if your details change, including your contact details, medication, allergies, medical history, pregnancy or breastfeeding status, or any other information relevant to treatment safety or suitability.

We are not responsible for issues caused by inaccurate, incomplete, misleading or outdated information provided by you.

27. Automated decision-making

We do not intend to make decisions about you based solely on automated processing that produce legal or similarly significant effects.

Some website, booking, payment, analytics or security tools may use automated processes to support normal website functionality, booking management, fraud prevention, spam detection or analytics, but significant treatment or suitability decisions should involve appropriate human review.

28. Complaints and concerns

If you have concerns about how we handle your personal data, please contact us first so we can try to resolve the matter.

Email: support@watcomivhealthandbeauty.com
Telephone: 07862 653508
Address: 14 Imperial Arcade, Huddersfield, HD1 2BR

You also have the right to complain to the UK Information Commissioner’s Office.

ICO website: www.ico.org.uk
ICO telephone: 0303 123 1113

29. Third-party websites and links

Our website may contain links to third-party websites, booking tools, payment services, social media platforms, review platforms or embedded content.

We are not responsible for the privacy practices, security, accuracy or content of third-party websites or services. You should read their privacy policies before providing personal data to them.

30. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, systems, legal obligations, regulatory guidance or business operations.

The latest version will be published on our website with the effective date shown at the top.

You should review this page periodically to ensure you understand how we handle your personal data.

31. Contact us

For questions about this Privacy Policy or how your personal data is handled, contact:

Watcom IV Health & Beauty
14 Imperial Arcade
Huddersfield
HD1 2BR

Email: support@watcomivhealthandbeauty.com
Telephone: 07862 653508