Policies/Terms & Conditions

Privacy Policy — The Aafiya Collective

Last updated: 07/12/2025

1. Who We Are

The Aafiya Collective (“we”, “us”, or “our”) is an aesthetic and skin-treatment clinic located at:

76a East Park Road, Blackburn, BB1 8DW, United Kingdom

We are the “data controller” of your personal information under the UK General Data Protection Regulation (UK GDPR).

For any questions regarding your personal data or this policy, you can contact us at:

info@theaafiyacollective.com

2. Personal Data We Collect

We collect personal data when you visit our website, use our booking system, attend a treatment, or contact us.

A. Information You Provide

  • Name

  • Email address

  • Phone number

  • Address (if required for records or invoices)

  • Booking and appointment details

  • Consultation form details

  • Messages and enquiries

  • Health or skin-related information needed to ensure safe treatment

  • Treatment photographs (see Section 3D)

B. Automatically Collected Data

  • IP address

  • Browser and device type

  • Website usage and interaction data

  • Cookies and tracking data (see Section 6)

C. Payment Information

Payments are processed securely through Fresha, our booking and payment provider.
We do not store or access your full card details.

3. How We Use Your Personal Data

A. To Provide Treatments and Services

We use your data to:

  • Manage your appointments

  • Deliver beauty and skin treatments

  • Provide aftercare advice

  • Maintain accurate clinic records
    Lawful basis: Contract & legitimate interest

B. To Communicate with You

  • Appointment confirmations

  • Reminders

  • Updates and service information
    Lawful basis: Contract

C. Marketing (Only With Your Consent)

  • Email newsletters

  • Promotions and offers
    You can withdraw consent anytime.

D. Treatment Photographs (IMPORTANT)

As part of some treatments, we take before and after photographs to monitor progress, ensure safety, and maintain accurate clinical records.

How your photographs are used:

  • Stored securely with your treatment file

  • Used for assessment, treatment planning, and progress tracking

  • Shown only to you and your treating practitioner

We will NEVER:
❌ share your photographs publicly
❌ use them for marketing, training, or social media
❌ display them in the clinic

unless you provide explicit written consent separately.

Lawful basis:

  • For treatment purposes: Legitimate interest / Contract

  • For marketing use: Explicit consent only

4. Booking System — Fresha

We use Fresha to manage bookings, payments, reminders, and client records.

When you book an appointment:

  • Your name, contact details, appointment history, preferences, and notes may be stored on Fresha’s secure system.

  • Fresha acts as a data processor, and we remain the data controller.

Fresha complies with UK GDPR and industry-standard security measures.

You can view Fresha’s privacy practices here:
Fresha Privacy Policy

5. Paper Records & Storage

For certain treatments, consultation forms and medical-style notes may be kept in paper format.

We ensure the security of paper records by:

  • Storing them in locked filing cabinets

  • Restricting access to authorised staff only

  • Retaining them for the required period under UK insurance and industry regulations (typically 7 years)

  • Shredding or securely disposing of them after the retention period expires

6. Cookies & Tracking Technologies

Our website uses cookies to:

  • Enable essential site functions

  • Understand how visitors use our website

  • Improve services and performance

Types of Cookies

  • Essential cookies — required for security and performance

  • Analytics or marketing cookies — used only if you give consent

You can accept, refuse, or change cookie preferences at any time.

7. Sharing Your Data

We may share your personal data only with trusted third parties who help operate our business:

  • Fresha (booking & payment system)

  • Website hosting provider

  • Secure email service

  • Analytics providers (if you consent)

  • Professional advisers (insurers, accountants, legal support)

We never sell or rent your personal data.

All third-party providers must comply with UK GDPR and use appropriate safeguards.

8. International Transfers

If any of our service providers store data outside the UK/EEA, we ensure:

  • Standard Contractual Clauses (SCCs)

  • UK International Data Transfer Agreements (IDTAs)

  • Or ICO-approved safeguards

9. Data Retention

We keep your data only for as long as needed:

  • Clinic treatment records (including photographs): 7 years

  • Booking records: up to 6 years (legal requirement)

  • Marketing data: until you unsubscribe

  • Website analytics: based on tool settings

  • Paper records: securely stored and then shredded after retention period

After this, data is securely deleted or anonymised.

10. Your Rights Under UK GDPR

You have the right to:

  • Access your personal data

  • Correct inaccurate information

  • Request deletion (in specific circumstances)

  • Restrict or object to how we process your data

  • Withdraw consent at any time

  • Request data portability

  • Lodge a complaint with the ICO

To exercise your rights, contact: info@theaafiyacollective.com

11. How We Protect Your Data

We use technical and physical measures to protect your data, including:

  • Encrypted website (HTTPS)

  • Secure storage of digital and paper records

  • Firewalls and access controls

  • Staff confidentiality and data-protection training

12. Changes to This Privacy Policy

We may update this policy occasionally.
The “Last updated” date will be displayed at the top of the page.

If major changes occur, we will notify you via our website or email.

 

 

Terms & Conditions — The Aafiya Collective

Last updated: 07/12/2025

1. Introduction

These Terms & Conditions (“Terms”) govern your use of The Aafiya Collective website and services. By booking or attending any appointment, you agree to comply with these Terms.

Our services include aesthetic and laser treatments, skincare, and related beauty services.

Contact us:
info@theaafiyacollective.com

2. Booking Appointments

  • All bookings must be made via our website, Fresha booking system, watts app, phone, email or social media message.

  • You must provide accurate personal and medical information, including any health conditions, allergies, or medications.

  • You must be aged 18 years or older to undergo treatment.

3. Deposits & Payment

  • Treatments: A 50% deposit is required at the time of booking to secure your appointment.

  • Courses: Must be paid in full at the time of booking.

  • Deposits are non-refundable in the case of late cancellations or no-shows.

  • If you are late to your appointment by more than 15 minutes, the deposit will be forfeited, and you will lose that treatment session. This applies to both single sessions and course sessions.

  • If you reschedule or cancel in advance with at least 48 hours’ notice, the deposit will be applied toward a future booking.

4. Refunds

  • Deposits are non-refundable unless the clinic cancels the appointment.

  • Treatment payments may be refunded if a treatment cannot be provided due to clinic cancellation.

  • Gift vouchers or packages are subject to expiry and terms stated at the time of purchase.

5. Cancellations & Rescheduling

  • Clients must notify us at least 48 hours in advance to cancel or reschedule.

  • Late cancellations / no-shows: The deposit will be forfeited.

  • For course bookings, late cancellations or no shows will lose that course session.

  • If you are late to your appointment by more than 15 minutes, the deposit will be forfeited, and you will lose that treatment session. This applies to both single sessions and course sessions.

  • We reserve the right to cancel or reschedule appointments due to unforeseen circumstances (staff illness, equipment failure, etc.). Clients will be offered an alternative appointment or refund.

6. Health & Safety

  • Clients must disclose any medical conditions, medications, or allergies that may affect treatment safety.

  • Certain treatments may be unsuitable for some clients. We reserve the right to refuse treatment if deemed unsafe.

  • All treatments are provided in accordance with industry standards.

7. Treatment Results

  • Individual results may vary depending on skin type, condition, and lifestyle.

  • We do not guarantee specific outcomes from any treatment.

  • Photos may be taken for clinical records; these are not used publicly without explicit consent.

8. Complaints Policy

  • We aim to provide high-quality service. If you have a complaint:

    1. Contact us immediately via email or phone.

    2. We will acknowledge your complaint within 3 working days.

    3. We will investigate and respond within 14 days.

  • If unresolved, complaints may be escalated to the UK Information Commissioner’s Office (for data-related complaints) or relevant regulatory body.

9. Liability

  • We are not liable for indirect or consequential losses arising from treatments.

  • Liability is limited to the treatment cost paid.

  • We are not responsible for adverse reactions caused by undisclosed medical conditions or non-compliance with aftercare instructions.

10. Intellectual Property

  • All content on this website (text, images, logos) is the property of The Aafiya Collective.

  • You may not copy, reproduce, or distribute website content without permission.

11. Governing Law

  • These Terms are governed by the laws of England and Wales.

  • Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

 

Cookies Policy — The Aafiya Collective

Last updated: 07/12/2025

1. Introduction

This Cookies Policy explains how The Aafiya Collective (“we”, “us”, or “our”) uses cookies and similar tracking technologies on our website: theaafiyacollective.com.

Cookies are small text files placed on your device when you visit a website. They help us improve your experience, understand how the website is used, and provide certain functionalities.

By using our website, you consent to the use of cookies as described in this policy, except where you actively reject non-essential cookies.

2. Types of Cookies We Use

A. Essential Cookies

These cookies are necessary for the website to function properly. Without them, features like booking forms, login sessions, or secure pages may not work.

- Example: Session cookies for Fresha booking system

- Consent: Not required (strictly necessary)

B. Analytics / Performance Cookies

These cookies help us understand how visitors interact with our website and improve its performance.

- Example: Visitor counts, page views, navigation paths

- Consent: Required (you can accept or reject)

C. Marketing / Advertising Cookies

These cookies track visitors to display relevant advertising or promotions. They may also be used by third-party social media platforms.

- Example: Retargeting, social media sharing widgets

- Consent: Required (you can accept or reject)

3. Third-Party Cookies

Some cookies are placed by third-party services we use, including:

- Fresha – for booking and payment management

- Analytics providers (if enabled) – for website performance tracking

- Social media widgets – for sharing content

We do not control these third-party cookies, but we ensure these providers are GDPR-compliant.

 

4. Cookie Duration

- Session cookies – expire when you close your browser

- Persistent cookies – remain on your device for a set period (up to 12 months)

- Third-party cookies – duration determined by the provider

 

5. Managing and Disabling Cookies

You can manage cookies through your browser settings:

- Chrome: https://support.google.com/chrome/answer/95647

- Firefox: https://support.mozilla.org/kb/enable-and-disable-cookies-website-preferences

- Safari: https://support.apple.com/guide/safari/manage-cookies-and-website-data-sfri11471/mac

Additionally, our website may display a cookie consent banner when you first visit. You can accept, reject, or adjust preferences for non-essential cookies.

 

6. Updates to This Policy

We may update this Cookies Policy from time to time.

The “Last updated” date at the top of this page will reflect the latest version.

 

7. Contact Us

For questions about cookies or this policy, contact us:

info@theaafiyacollective.com