Who We Are

We are RT Aesthetics Ltd T/A RT Aesthetics, RTOrganics and RTSkin.

Address: RT Aesthetics, First Floor, The Knowles, Front Street, Whickham, NE16 4SN.

Tel: 0191 649 8699 / 0333 050 0575.

ICO Registration – ZB166041.

RT Aesthetics’ legal jurisdiction is the United Kingdom. Any data that we collect is GDPR compliant.

At RT Aesthetics, your privacy is our priority. We are dedicated to keeping your personal information safe while delivering exceptional service. Our Privacy Policy outlines how we collect, use, and protect your information and how you can control it. We assure you that we use your data solely and never share or sell it. This policy details how RT Aesthetics manages and safeguards the information you provide when using our website or becoming a client. Any information you share will be handled under this privacy statement.

You have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Privacy Policy

Changes to This Privacy Notice

We may update this Privacy Policy; any changes will be posted on this page. Where appropriate, we’ll notify you when you visit our website next, and you may be required to review and accept the updated policy before continuing to use our site.

This version was last revised in August 2024.

Please ensure your data with us is accurate and up to date. Notify us of any changes during your relationship with us.

Shop Securely

At RT Aesthetics, we prioritise the security of our customers’ online shopping experience. All credit card and debit card transactions within our shopping area are protected, allowing you to shop with confidence.

By making a booking through our website or completing a contact form, you agree to our Terms & Conditions.

The Information We Collect and Use

We collect information about you through our website, including your full name, contact number, email address and other details you provide when registering for our services or requesting information. This information is used solely to fulfil your requests, perform the terms of the service, or communicate with you as a member of RT Aesthetics.

Storage Of Information

We are dedicated to protecting your personal information. We have implemented robust physical and electronic security measures to prevent unauthorised access. Your electronic contact details are securely stored in our CRM systems and Clinic Management software, which are GDPR compliant. Personal and medical records are securely maintained and accessible only to authorised RT Aesthetics staff. By law, we retain records for a minimum of 10 years.

All data, including photographs, is stored securely on cloud servers provided by GetTimely, HubSpot, Chargeebee, stripe, and Google Workspace. Paper forms are digitised and stored securely within this system. Rest assured, your information will not be shared with any third parties and will be used exclusively by RT Aesthetics LTD.

Registration

You are not required to register to view the Site. If you choose to register, RT Aesthetics will ask for the information necessary to provide our services, such as your name, contact number and email address.

Aggregate Information

We may collect general, non-personal, statistical information about how the Site and services are used, such as page views and click-through rates. This is gathered using technologies like cookies and IP addresses. This aggregate data helps us understand usage patterns and improve our services, but it will not personally identify you or any other visitors.

IP Addresses

An IP address is automatically assigned to your computer while you are browsing the web. We collect IP addresses to manage the Site, report aggregate information, and track usage. IP addresses may be used to enhance user experience or enforce compliance with Site policies.

Cookies

Cookies are small pieces of information transferred to your hard drive for record-keeping purposes. They help us enhance your browsing experience by saving your preferences. Cookies are commonly used across websites to track usage patterns and improve functionality. We use cookies to verify login status and analyse visitor behaviour. While cookies do not store personal information, they help us improve the Site and tailor our services.

You can disable cookies through your browser settings. However, please note that some features of the Site may not function correctly or may be slower if cookies are disabled.

For more information, please refer to Google’s Cookie Policy.

Clear Gifs (Web Beacons / Web Bugs)

Clear gifs are tiny graphics with a unique identifier, similar in function to cookies, used to track the online movements of web users. Unlike cookies, which are stored on your computer’s hard drive, clear gifs are embedded invisibly in HTML files and are about the size of a period.

We may use clear gifs in our HTML-based emails to track which emails have been opened by recipients. This helps us assess the effectiveness of our communications and marketing campaigns. If you no longer wish to receive our newsletter or other promotional emails, you may opt-out by following the instructions in each email.

Profile

We may store information collected through cookies and clear gifs to create a profile of your preferences. This profile allows us to offer tailored promotions and marketing offers or to improve the content of our site. We do not share your profile with third parties.

Information Sharing and Disclosure

We will not share your personal information with third parties except in the situations outlined in this Privacy Policy.

Agents and Third Party Service Providers

To provide our services, we may use third-party businesses for specialised tasks such as data processing or technology services. We may provide your personal information to these businesses, but they are not permitted to retain or use it for any other purposes.

Change of Control / Asset Transfer

As our company evolves, we may acquire other businesses or sell parts of our business assets. Customer information is often part of these transactions. If our assets are acquired by a third party, customer information, including visitor information collected through our site or service, will be transferred. We will notify users in accordance with the “Changes to this Policy” section if their information is provided to a new entity.

Legal Compliance

We may disclose client information if necessary to identify, contact, or take legal action against individuals causing harm to our rights, property, or others. We may also disclose information when legally required.

Communications From the Site

Customer Service

Based on the information you provide, we will communicate with you to respond to inquiries, provide requested services, and manage your account. Communication may be by email or telephone.

Newsletters and Promotions

We may offer you the chance to opt-in to newsletters or promotional communications. If you have opted in, we will use your name and email address for these communications. You can unsubscribe at any time using the instructions provided in each communication.

Choice/Opt-out

Service-related emails are necessary for fulfilling our service to you. You may opt out of these non-promotional communications by following the instructions included in each message or by contacting RT Aesthetics Support at info@rtaesthetics.co.uk.

For newsletters or promotional emails, if you wish to stop receiving these, you can opt-out by following the instructions in the emails.

Security and Information Protection

We prioritise the security of your information. Sensitive information (e.g., credit card numbers) entered on our payment forms is encrypted using Secure Socket Layer (SSL) technology. If a payment is being made for an appointment, this information will be shared with Timely and Stripe for processing and saving card details.

We use industry-standard security measures to protect information during transmission and after receipt. However, no online method is completely secure. While we strive to protect your personal information, we cannot guarantee its absolute security.

Saving Card Details

Secure Storage of Payment Information

When you enrol in our maintenance membership or make a purchase through our website, you may choose to save your card details for future transactions. By providing your card information and opting to save it, you authorise RT Aesthetics to securely store your payment details. This facilitates easier processing of subsequent payments, including membership renewals or additional purchases.

Use of Stored Card Details

Stored card details are used solely for processing payments related to your membership or transactions on our site. Your payment information will not be used for any other purposes without your explicit consent.

Security Measures

We take the security of your payment information very seriously. Your card details are stored in a secure, encrypted format to protect against unauthorised access. We employ industry-standard security measures to safeguard your information during transmission and storage.

Updating or Removing Card Information

You can update or remove your saved card details at any time through your account settings on our website. If you wish to remove your card information, please follow the instructions provided in your account settings or contact RT Aesthetics Support at info@rtaesthetics.co.uk for assistance.

Data Protection

RT Aesthetics complies with applicable data protection laws to ensure that your payment information is handled securely and confidentially. We do not share your card details with third parties except as necessary for payment processing or as required by law.

Firewalls

To safeguard your information, we use firewalls, intrusion detection systems, and other security measures. Despite these efforts, no online data transmission or storage is guaranteed to be 100% secure. We cannot be responsible for the theft, destruction, or inadvertent disclosure of your personal information.

Links to Other Sites

When you use our site or receive an email from us, you may be directed to other sites beyond our control. These sites may use their own cookies and collect personal information. We are not responsible for the privacy practices of these sites and cannot guarantee the security of any personal information collected there.

Privacy Policy for Children

We do not knowingly collect information from children under 13. If you are under 13, please do not provide any information. If we learn that we have collected information from a child under 13, we will make reasonable efforts to delete it from our records.

Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of significant changes by posting a notice on our homepage and updating the “Effective” date at the top of this Policy. We encourage you to check this page regularly for updates. Continued use of our site indicates acceptance of these changes.

GDPR

We collect and use information under the legitimate interest clause of GDPR to provide information and promotions related to aesthetics, beauty, and wellness. You can unsubscribe from our communications at any time.

Loan Application Data Sharing

If you opt to finance your purchase through a loan, we will share your information with our partnered lenders, but only with your consent. Upon initiating a loan application, your details will be sent to the appropriate lender to facilitate your application. For details on how your data is handled, please review the lender’s privacy notice.

Sharing Information for Testing Kits:

We share limited information with our trusted third-party laboratories for certain testing services, such as Glycanage tests, allergy testing, and intolerance testing. This information includes your name and date of birth and is used solely for lab testing purposes and to provide results. Rest assured that your data is handled with the highest level of confidentiality and is not used for any other purposes.

Call Recording and Transcription

We record all inbound and outbound calls for quality and training purposes and to assist with complaints, cancellations, refunds, or treatment suitability. Call recordings are stored on your client account in our CRM system for a minimum of three years. We use HubSpot for call transcription to provide summaries and analyse call data. Any call you receive from us will be recorded, and our staff will inform you of this at the start of the call or a pre-recorded message will be announced before your call is connected. During calls, we collect digital recordings and telephone numbers of both parties. Personal details shared during calls, such as names and contact information, are recorded to ensure we provide appropriate services. Sometimes, ‘special category’ data like health or religious information may also be recorded if voluntarily disclosed. Call recording will be paused when credit or debit card details are provided to comply with Payment Card Industry Data Security Standards (PCI DSS) and GDPR.

CCTV

RT Aesthetics Ltd operates CCTV surveillance to ensure the safety and security of all individuals on our premises. Please note that CCTV is only used in public areas such as entrances and exits. It is not used in treatment rooms to maintain client dignity and privacy. CCTV footage is used solely for business security purposes and is managed and stored by RT Aesthetics Ltd.

Retention: Footage is stored securely for up to 2 years.

Access: Only authorised personnel may view the footage.

Requests: Individuals can request access to their footage by contacting us. They can write to RT Aesthetics Ltd, The Knowles, Front Street, Whickham, NE16 4SN, or email info@rtaesthetics.co.uk.

Compliance: We adhere to data protection laws, including GDPR and the Data Protection Act 2018.

Marketing Communication:

Email: We send updates about RT Aesthetics Clinic, including information on treatments, products, special offers, competitions, promotions, news, and advice that may interest you.

SMS: We send occasional SMS messages with details of special offers and promotions.

Telephone: We may call you to follow up on treatment enquiries or inform you about new treatments and special offers. Calls are recorded and stored under your client profile.

Direct Mail: We occasionally send direct mail, such as greeting cards, brochures, treatment information, vouchers, gifts, products and special offers.

WhatsApp: If you subscribe to our WhatsApp updates, we may use this platform to send you information about treatments, special offers, and promotions.

Facebook Messenger: If you follow us on Facebook Messenger, we will send you updates on treatments, special offers, and competitions.

Follow-Up Communications:

We may use any communication channels—email, SMS, telephone, WhatsApp, direct mail, or Facebook Messenger—to follow up on your enquiries and provide relevant information or assistance. If you prefer not to receive communications through any of these channels, you can opt-out at any time by contacting us.

Your legal rights

You have certain rights regarding your personal data under data protection laws. To exercise these rights, please contact our data privacy manager.

You have the right to:

• Access: Request a copy of your personal data to check that we are processing it lawfully.
• Correction: Request corrections to any incomplete or inaccurate data.
• Erasure: Request deletion of your data where there’s no good reason for us to continue processing it or if you withdraw your consent.
• Objection: Object to processing based on legitimate interests or for direct marketing purposes.
• Restriction: Request suspension of processing in certain situations, such as verifying data accuracy or when you need it for legal claims.
• Transfer: Request the transfer of your data to you or a third party in a machine-readable format.
• Withdraw consent: Withdraw consent where it was previously given, though this will not affect processing done before withdrawal. 

No fee is usually required

You generally won’t need to pay a fee to access your personal data or exercise your rights. However, we may charge a reasonable fee if your request is unfounded, repetitive, or excessive, or we may refuse to comply with such requests.

What we may need from you

To confirm your identity and ensure you have the right to access your personal data or exercise other rights, we may request specific information. This helps ensure personal data is not disclosed to anyone who isn’t entitled to it. We may also ask for additional details to expedite our response.

Time limit to respond

We aim to respond to all legitimate requests within one month. If your request is complex or numerous, it may take longer, and we will keep you updated if this is the case.

Third parties

We may share your information with:

• Service providers
• Professional advisers, including lawyers, bankers, auditors, and insurers
• HM Revenue & Customs, regulators, and other authorities based in the UK who require reporting of processing activities.