Privacy Policy

1. Who we are

Pink Aura Aesthetics Academy ("we", "us") provides professional aesthetic training courses and online programmes, and Pink Aura Aesthetics provides skin and aesthetic treatments to clients. We are based at Clonard House, Market Square, Navan, Co. Meath. We are the data controller for the personal information described in this policy.

Contact: [email protected].

2. What information we collect

• Identity and contact: your name, email address, phone number and address.
• Booking and payment: the course or treatment you book and payment confirmation. Card details are entered with our payment providers and are never stored by us.
• Training records: attendance, assessments, case studies, certificates, and evidence of your professional registration, qualifications or insurance where an entry requirement applies.
• Clinic clients: your medical history, medications, allergies, consent forms, treatment records and before-and-after photographs, collected at consultation. This is health information, which is special category data.
• Website and communications: messages you send us, and technical data such as device and browser information, collected through cookies and similar technologies.

3. How and why we use your information

• To provide what you ordered (contract): taking bookings and payment, giving you access to online learning, running courses, issuing certificates, and delivering treatments.
• To keep you safe (consent and provision of health care): assessing suitability for treatment and keeping accurate clinical records. We ask for your explicit consent before collecting health information.
• To meet legal obligations: accounting, tax and insurance requirements.
• To keep in touch (consent or legitimate interest): joining instructions, aftercare, and updates about courses or treatments. You can opt out of marketing at any time using the unsubscribe link or by emailing us.
• To improve our services (legitimate interest): understanding how our website and courses are used.

4. Photographs

• Treatment photographs are taken for your clinical record, to monitor progress and results.
• We use photos or videos in marketing, on our website or on social media only with your separate written consent. You may withdraw that consent at any time, and we will remove the images from our channels. We cannot recall material already shared by others.
• Delegates may appear in training photographs for the training record. We ask before using anyone in marketing.

5. Who we share your information with

We do not sell your information. We use trusted providers to run our business, and they handle your information only on our instructions:

• Kajabi, which hosts our website, online courses, checkout and email.
• Payment processors, who process card and other payments securely.
• Fresha, which manages treatment bookings and client records.
• Email and productivity providers such as Google.
• Our accountant and insurers, where required.

We may also disclose information where the law requires it, or to protect a person's safety. Some providers are based outside the European Economic Area. Where that happens, we rely on safeguards such as the EU-US Data Privacy Framework or standard contractual clauses.

6. How long we keep it

• Accounting records: six years, as required by Irish revenue law.
• Training records and certificates: kept for as long as needed to verify your certification and to meet insurer and accreditation requirements.
• Clinical records and photographs: kept for the period required by professional guidance and our insurers.
• Marketing: until you unsubscribe or ask us to stop.

When information is no longer needed, we delete it securely.

7. How we protect it

We use password-protected systems, reputable providers with strong security, and access limited to people who need it. Paper forms are stored securely. No system is completely secure, but we take reasonable steps to protect your information. If a breach puts your rights at risk, we will tell you and the Data Protection Commission as the law requires.

8. Your rights

Under the GDPR and the Data Protection Act 2018 you have the right to:

• access the information we hold about you;
• have inaccurate information corrected;
• have your information erased, in some circumstances;
• restrict or object to how we use it;
• receive your information in a portable format;
• withdraw consent at any time, without affecting what we did before.

To use any of these rights, email [email protected]. We will reply within one month. Some clinical and financial records must be kept by law, so we may not be able to delete them straight away.

9. Cookies

Our website uses cookies that are necessary for it to work, such as keeping you signed in to your courses and completing checkout, and may use analytics cookies to understand how the site is used. You can control cookies through your browser settings.

10. Complaints

If you have a concern, please contact us first so that we can put it right. You also have the right to complain to the Data Protection Commission, 21 Fitzwilliam Square South, Dublin 2, D02 RD28, www.dataprotection.ie.

11. Changes to this policy

We may update this policy from time to time. The latest version is always on this page, with its effective date at the top. Pink Aura Aesthetics Academy, Clonard House, Market Square, Navan, Co. Meath. Email [email protected].