Who is responsible?
Dr. Alexander James Limited, trading as SONÜ Medical Aesthetics, is responsible for your information. Contact contact@sonuclinic.com or write to SONÜ, 34 Hale Road, Hale, Altrincham, WA14 2EX. Our ICO registration is 00014868558.
What we use and why
We use your contact details and enquiry to reply, arrange appointments and provide care. This is necessary to take steps you request before booking or to provide our agreed service. For other enquiries, our legitimate interest is answering your question and running the clinic.
Our contact form sends your details, message and any optional photograph directly to our Pabau CRM. Health information is used to assess your enquiry and arrange care, under a healthcare professional’s duty of confidentiality. The additional legal condition is providing or managing healthcare.
Required form fields are marked; without them the form cannot be submitted. Photographs are optional. You can call or email instead.
Reception uses AI to make call transcripts and notes, with an announcement at the start. We do not save call audio. Our legitimate interest is accurately handling your enquiry and follow-up; health details are handled under the healthcare condition above.
Website information and sharing
Our hosting and security services process technical information, such as IP addresses and access logs, to operate and protect the website. This is our legitimate interest in keeping the service secure. Google Analytics loads only after your consent; advertising is off. See our Cookies notice for the map and cookie choices.
We use providers for hosting, bookings and patient records, email and telephone services. They process information to provide those services. We may also share information where necessary with professional advisers or where the law requires it. External services such as WhatsApp have their own privacy notices.
Some providers process information outside the UK. Applicable safeguards include UK adequacy arrangements or approved contractual safeguards. Contact us for details or a copy of the safeguards relevant to your information.
How long we keep it
We keep general enquiries and call notes while resolving the enquiry and completing follow-up, and longer where needed for a complaint, claim or legal obligation. Information forming part of your clinical record, including clinical photographs, is kept for at least eight years after your last treatment or clinical contact, then reviewed.
Technical logs are kept as needed to detect and investigate security incidents. See the Cookies notice for cookie lifetimes and choices.
Your choices and rights
You can ask for access, correction, deletion, restricted use or, where applicable, a portable copy of your information. Some records must be retained.
You can object to processing based on legitimate interests, and to direct marketing at any time. Where we rely on consent, you can withdraw it without affecting earlier lawful use. Change cookie choices through Map & cookie settings or contact us for other requests.
You can complain to the Information Commissioner’s Office. You are welcome to contact us first so we can try to resolve your concern.
CCTV at the clinic
Dr. Alexander James Limited, trading as SONÜ Medical Aesthetics, controls the CCTV system at 34 Hale Road, Hale, Altrincham, WA14 2EX. For questions or requests, email contact@sonuclinic.com, call 01625 725 737 or write to the Privacy Lead at the clinic.
Why we use it
We use CCTV to protect patients, staff, visitors and property; deter and investigate crime or unauthorised access; and investigate accidents, safety concerns, disputes and complaints. Relevant footage may also support an insurance or legal claim. Our lawful basis is our legitimate interest in safety and security and, where relevant, establishing, exercising or defending legal claims. We do not rely on consent for CCTV.
How the system works
We use UniFi Protect. Footage is stored locally on restricted clinic equipment and access is limited to authorised people with an operational need. Cameras cover the clinic, access points and relevant immediate external areas, avoiding unnecessary intrusion as far as reasonably practicable. Live monitoring is not routinely staffed continuously, but authorised staff may view live or recorded footage when needed.
The system is not used to routinely record conversations. We do not use facial recognition, biometric watchlists or automated identification.
How long footage is kept
Routine footage is kept for up to 90 days on a rolling basis, then overwritten or deleted. Relevant footage may be kept longer for an incident, police request, complaint, insurance matter, employment matter or legal proceeding. We review isolated footage and delete it when it is no longer needed.
When footage may be shared
We may share relevant footage with police or other law-enforcement bodies where lawful and proportionate; insurers, solicitors, courts or professional advisers dealing with an incident or claim; authorised staff investigating security matters or complaints; or someone making a valid rights request. UniFi or an IT support provider may have access only where necessary for system support and subject to access controls.
Your rights and requests
You can request footage containing your image. Please give the date, approximate time, location and a description to help us find it. Contact us promptly because routine footage is overwritten after 90 days. We may need to verify your identity and blur or withhold images of other people. Legal exemptions may apply, including to protect crime prevention, legal proceedings or other people's rights.
You can also ask about objection or restriction, where applicable, and raise a complaint with us or the Information Commissioner’s Office. We acknowledge data-protection complaints within 30 days, investigate without undue delay and communicate the outcome.