KClinics
Your privacy matters to us. This policy explains how KClinics collects, uses and protects your personal data, including health information, when you visit our clinic or website, make an enquiry or receive treatment. We are committed to handling your data lawfully, fairly and transparently in accordance with the UK GDPR and the Data Protection Act 2018.
KClinics is an aesthetics and aesthetic dentistry clinic based at 4 Charterhouse Buildings, Goswell Road, Clerkenwell, Islington, London EC1M 7AN. We are the data controller responsible for your personal data and are registered with the Information Commissioner's Office (ICO) under registration number ZC153001. If you have any questions about this policy or how we use your data, please contact us at support@kclinics.co.uk or 020 8050 0750.
We collect: identity and contact details (such as your name, date of birth, address, email and phone number); appointment and transaction records; payment information processed securely by our payment providers; correspondence and enquiry details; clinical photographs where you consent; and technical and usage data when you visit our website, such as your IP address, device and cookie data. To provide treatment safely we also collect special category data concerning your health, including your medical and dental history, medications, allergies, treatment records and consent forms. We only collect this where it is necessary for your care.
We use your data to provide consultations and treatment, manage appointments and records, take payment, respond to enquiries, send service messages, meet our legal and regulatory duties, keep our premises and clients safe, and improve our services. We rely on the following lawful bases under the UK GDPR: performance of our contract with you (to provide treatments and services); our legitimate interests (such as running and improving the clinic, security and responding to enquiries), balanced against your rights; legal obligation (for example tax, accounting and clinical record-keeping); and consent (for example for marketing and clinical photography). For health and other special category data we additionally rely on Article 9(2)(a) explicit consent and, where relevant, Article 9(2)(h) for the provision of health treatment by professionals subject to a duty of confidentiality.
We will only send you marketing about our treatments, offers and news where you have consented, or where the law otherwise allows. You can withdraw your consent and opt out at any time using the unsubscribe link in our emails or by contacting support@kclinics.co.uk. Withdrawing marketing consent will not affect your care or any processing we have already carried out.
We never sell your personal data. We share it only where necessary, with the service providers who process data on our behalf under contract — currently Stripe (card payments), Resend (email delivery), Twilio (telephone calls and SMS), Vercel (website hosting and secure file storage), Upstash (caching and rate-limiting), Anthropic (AI powering our optional “Skin & Smile” kiosk), Deepgram (voice-to-text transcription of clinician dictated notes), Google Cloud Translation (automatic translation of health questionnaire responses), Xero (accounting and client financial records), TrueLayer (bank feed and payment data), Yay.com (telephone calls and call recordings), and Google (Calendar appointment data and, where applicable, Workspace account management) — each bound by contract to protect your data and use it only on our instructions; with regulators and professional bodies such as the General Dental Council where we are required to; with insurers or legal advisers where necessary to establish or defend legal claims; and with law enforcement or authorities where the law requires.
We aim to keep your data within the UK. Some of our providers (including Stripe, Resend, Twilio, Vercel, Upstash, Anthropic, Deepgram, Google Cloud Translation, Xero, TrueLayer and Google) are based in or process data in the United States or other countries outside the UK. Where data is processed outside the UK, the transfer is protected by appropriate safeguards recognised under UK data protection law — such as the UK Extension to the EU–US Data Privacy Framework, UK adequacy regulations, or the International Data Transfer Agreement or Addendum (standard contractual clauses) — so that your data continues to receive an equivalent level of protection. Yay.com processes call data within the UK. Xero may process data in the United States or Australia.
We keep your data only as long as necessary. Clinical and dental treatment records are retained in line with professional and legal record-keeping requirements, which is typically a number of years after your last treatment and longer for certain records or where a client was treated as a minor. Financial records are kept for the period required by tax law, and marketing preferences are kept until you opt out. When data is no longer needed, we securely delete or anonymise it.
We use appropriate technical and organisational measures to keep your data secure, including access controls, encryption where appropriate, secure storage, staff confidentiality training and a duty of confidentiality. We restrict access to personal and health data to those who need it to do their job.
Under the UK GDPR you have the right to: be informed about how we use your data; access a copy of your data; have inaccurate data corrected; have your data erased in certain circumstances; restrict or object to processing; data portability; and to withdraw consent at any time where we rely on it. You also have rights in relation to automated decision-making, though we do not make decisions about you by solely automated means. To exercise any right, contact support@kclinics.co.uk; we will respond within one month and will not charge a fee in most cases.
Our website uses cookies and similar technologies in accordance with PECR and the UK GDPR. Strictly necessary cookies keep the site working, while analytics and any marketing cookies are only used with your consent, which you manage through our cookie banner or your browser settings. Please see our Website Privacy & Terms for more detail.
If you have a concern about how we handle your data, please contact us first at support@kclinics.co.uk so we can try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk, by phone on 0303 123 1113, or by post to the ICO, Wycliffe House, Water Lane, Wilmslow SK9 5AF.
We may update this policy from time to time, and the current version will always appear on our website. For any privacy matter, contact us at support@kclinics.co.uk, 020 8050 0750, or KClinics, 4 Charterhouse Buildings, Goswell Road, Clerkenwell, Islington, London EC1M 7AN.