Your Personal Information

This Privacy Policy explains how Ivory & Aura ("we", "us", or "our") collects, uses, and protects your personal information when you use our services. We are committed to ensuring your privacy is protected in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Data Controller: Marie East
Contact: Email via our Contact Form
Location: Lower Basildon, West Berkshire RG8 9NR

We are a sole trader business providing holistic facial treatments and skincare retail services.

2. What Information We Collect

We collect and process the following types of personal information to provide our services:

Contact Information

• Full name

• Email address

• Telephone number (mobile and/ phone number)

• Postal address

Treatment Information

• Skin type and skin concerns

• Medical information relevant to facial treatments (e.g., allergies, skin conditions, pregnancy)

• Emergency & Doctor contact

• Treatment history and preferences

• Consultation notes

Marketing Preferences

• Your consent to receive marketing communications

• Communication channel preferences (email, WhatsApp, SMS, phone call)

3. How We Collect Your Information

We collect your personal information when you:

• Book an appointment with us

• Complete a consultation form

• Sign up to receive marketing communications

• Purchase products or gift vouchers

• Contact us via phone, email, or our website

• Attend a skincare workshop or group event

4. How We Use Your Information

We use your personal information for the following purposes:

To Provide Our Services

• To confirm and manage your appointments including appointment reminders

• To provide safe and effective facial treatments tailored to your skin

• To maintain accurate treatment records

• To provide aftercare advice and follow-up

Marketing Communications (with your consent)

• To send you information about our facial treatments and special offers

• To share information about Tropic Skincare products and special offers

• To inform you about workshops, events, and loyalty programmes

• To send appointment reminders and skincare tips

We will only send you marketing communications if you have given us your explicit consent. You can withdraw this consent at any time.

Legal Obligations

• To comply with health and safety regulations

• To maintain records for insurance and professional indemnity purposes

5. Legal Basis for Processing

We process your personal data on the following legal bases:

• Contract: To fulfil our contract with you when providing facial treatments

• Consent: For marketing communications and storing medical information beyond what's necessary for treatment

• Legitimate Interests: To manage our business operations, maintain client records, and improve our services

• Legal Obligation: To comply with health and safety law and professional insurance requirements

6. How We Store Your Information

Your personal information is stored securely in the following ways:

• Paper records: Stored in a locked filing cabinet at our premises

• Electronic records: Stored on password-protected devices with encryption

• Booking system: Stored with our third-party booking system provider, who is registered with the Information Commissioner's Office (ICO) and complies with UK GDPR

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse.

7. How Long We Keep Your Information

We retain your personal information for the following periods:

• Treatment records: 7 years from your last appointment (in line with insurance and professional requirements)

• Marketing consent: Until you withdraw consent or 3 years from your last interaction with us

• Booking information: 2 years from your last appointment

After these periods, we will securely delete or anonymise your information.

8. Who We Share Your Information With

We do not sell or rent your personal information to third parties. We may share your information with:

• Booking system provider: To manage appointments (they are GDPR-compliant and act as a data processor)

• Professional insurers: If required for insurance or legal purposes

• Legal authorities: If required by law

All third parties we work with are required to keep your information secure and confidential.

9. Marketing Communications

We will only send you marketing communications if you have given us your explicit consent. This may include:

• Email newsletters and offers

• WhatsApp messages about treatments, ingredients and products

• SMS and WhatsApp appointment reminders and special offers

Withdrawing Consent

You can withdraw your consent to receive marketing communications at any time by:

• Clicking the 'unsubscribe' link in any email

• Replying 'STOP' to any SMS or WhatsApp message

• Contacting us via our contact form

Withdrawing marketing consent will not affect your ability to book appointments or receive treatment-related communications.

10. Your Data Protection Rights

Under UK data protection law, you have the following rights:

• Right to Access: You can request a copy of the personal information we hold about you

• Right to Rectification: You can ask us to correct any inaccurate or incomplete information

• Right to Erasure: You can request that we delete your personal information (subject to legal obligations)

• Right to Restrict Processing: You can ask us to limit how we use your information

• Right to Data Portability: You can request your data in a portable format

• Right to Object: You can object to processing based on legitimate interests

• Right to Withdraw Consent: You can withdraw consent for marketing or data processing at any time

To exercise any of these rights, please contact us at 07925 077248 or via our contact form. We will respond within one month.

11. Cookies and Website Tracking

Our website may use cookies to improve your browsing experience. Cookies are small text files stored on your device. You can control cookie settings through your browser preferences.

12. Third-Party Links

Our website may contain links to third-party websites (such as Tropic Skincare). We are not responsible for the privacy practices of these external sites. Please review their privacy policies separately.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.

14. How to Contact Us

If you have any questions about this Privacy Policy, how we handle your personal information, or wish to exercise your data protection rights, please contact us:

Email: Via our contact form

15. Complaints

If you are unhappy with how we have handled your personal information, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Website:www.ico.org.uk
Helpline: 0303 123 1113
Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

(Last updated: May 2026)