Privacy Policy

Last updated: December 18th, 2025

Welcome to The Hair Restoration Doctor.

We respect your privacy and are committed to protecting your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This notice explains what information we collect, how we use it, and the rights you have over your data.

• Data Controller
  The Hair Restoration Doctor is the trading name of ❌ [Registered legal entity name, e.g. “Dr Rachael Kay Ltd”], registered at ❌ [full business address].
  If you have any questions about how we handle your information, please contact us at info@thehairrestorationdoctor.com.

• Information We Collect

We collect and process personal information to provide safe, effective care and manage our services. This may include:

Personal details: name, contact information, date of birth, GP details.

Identification: government-issued ID for verification.

Medical information: medical history, photographs, consultation and treatment notes, surgical and post-operative records.

Payment information: transaction details processed securely via approved providers.

Technical data: IP address, browser type, cookies, and usage analytics.

Communication records: emails, calls, and messages exchanged with our team.

• How We Use Your Information

We use your data to provide and manage your care, including:

Delivering consultations, diagnosis, and treatment.

Managing appointments, communication, and after-care.

Processing payments and fulfilling legal or contractual obligations.

Improving our services through anonymised analysis and feedback.

Sending updates or marketing communications, only where you’ve given consent.

We process data under the lawful bases of contract, legal obligation, legitimate interest, and where required, consent.
As we handle health information, we also process special category data under Article 9(2)(h) of the UK GDPR — for the purposes of medical diagnosis and healthcare provision.

• Sharing Your Information

We only share your data when necessary and always in line with data protection law.
This may include:

Healthcare professionals directly involved in your care.

Approved third-party providers (e.g. IT, marketing, payment processors, laboratories).

Legal or regulatory authorities where required by law.

Business successors, in the event of restructuring or sale.

All third parties are bound by confidentiality and data protection agreements.

• International Transfers

We do not routinely transfer your data outside the UK.
If this becomes necessary (for example, if a service provider stores data abroad), we will ensure appropriate safeguards such as adequacy regulations or Standard Contractual Clauses are in place.

• Data Retention

We keep your data only as long as necessary to fulfil the purpose for which it was collected or as required by law.
Medical records are retained in line with the NHS Records Management Code of Practice — typically 8 years after treatment (or until the patient’s 25th birthday if treated under 18).
Financial records are retained for 6 years for tax and audit purposes.

• Keeping Your Data Secure

We use appropriate technical and organisational measures to protect your information, including:

Encrypted data storage and secure servers.

Controlled access to sensitive information.

Regular system audits and staff training.

• Your Rights

You have rights under UK data protection law to:

Access the information we hold about you.

Request corrections to inaccurate information.

Request deletion of your data (subject to legal obligations).

Restrict or object to processing.

Request data portability.

Withdraw consent for marketing at any time.

To exercise these rights, contact us at info@thehairrestorationdoctor.com
If you remain dissatisfied, you may contact the Information Commissioner’s Office (ICO):
📍 www.ico.org.uk | 0303 123 1113.

• Cookies and Analytics

Our website uses cookies to improve functionality and analyse traffic (e.g., via Google Analytics).
You can control cookies through your browser settings.
See our Cookie Policy for more information.

• Policy Updates

We may update this Privacy Policy periodically.
The latest version will always be available on our website with an updated date shown above.

• Contact us
  If you have any questions about this Privacy Policy, please contact: Dr Rachael Kay via email info@thehairrestorationdoctor.com