Privacy policy
How we look after the personal information you share with us when you use this website or book an appointment.
Last updated: 4 October 2026
1. Who we are
The Robin Room is a beauty and aesthetics business run by Tracy Robinson, at 19 Whitmore Road, Trentham, ST4 8AT. We are the "controller" of your personal information, which means we decide how it's used and we're responsible for keeping it safe.
If you have any questions about this policy or your information, contact us:
- Email: appointments@therobinroom.com
- Phone: 07939 596763
- Post: The Robin Room, 19 Whitmore Road, Trentham, ST4 8AT
2. What information we collect
When you request an appointment
Our booking form asks for:
- your first and last name, email address and mobile number
- the treatment, date and time you'd like
- whether it's your first visit, and anything else you choose to tell us in the "Anything we should know?" box
- confirmation that you are 18 or over
Please don't include detailed medical information in the booking form. If a treatment needs a health or medical history, we'll go through it with you privately at your consultation.
When you contact us
If you email, phone, text or message us on social media, we'll keep the details you give us so we can reply.
At your appointment
For many treatments, and all aesthetic and injectable treatments, we'll ask you to complete a consultation and consent form. This includes information about your health, medical history, medication and allergies. Health information is "special category" data, and we take extra care with it. We'll explain how it's used and stored when you complete the form.
When you visit the website
Like any website, our hosting provider automatically processes technical information such as your IP address, browser type and the pages you request. This keeps the site working and secure. We don't use analytics, advertising trackers or cookies (see section 8).
3. How we use your information, and why
Data protection law says we must have a valid reason (a "lawful basis") for using your information:
| What we do | Lawful basis |
|---|---|
| Respond to your booking request, arrange and confirm your appointment, and send you an acknowledgement email | Taking steps at your request before entering into a contract, and performing that contract |
| Check our calendar so we only offer times that are available | Our legitimate interest in running an efficient booking system (only times are checked, not anyone's personal details) |
| Contact you about your appointment, for example reminders, changes or aftercare | Performing our contract with you |
| Carry out a consultation and keep treatment records, including health information | Performing our contract with you, plus your explicit consent for health information. We also keep records where required by our insurers and professional guidance. |
| Keep financial records | Legal obligation (tax and accounting law) |
| Keep the website secure and block spam booking requests | Our legitimate interest in protecting our website and business |
We don't send marketing emails or texts, and we never sell or rent your information to anyone.
4. Who we share it with
We only share your information with trusted service providers who help us run the business. They act on our instructions and must keep your information secure:
- Cloudflare hosts this website and processes booking requests securely.
- Resend delivers booking request and acknowledgement emails.
- Google (Gmail and Google Calendar): booking requests arrive in our Google email account, and appointments are kept in our Google Calendar.
- Google Fonts and Google Maps provide this website's fonts and the map on our home and contact pages. Loading them sends your IP address to Google.
We may also share information if the law requires it, or to protect someone's vital interests in an emergency.
Links to our Instagram, Facebook and TikTok pages take you to those websites, which have their own privacy policies. Nothing from those sites is embedded on ours.
5. International transfers
Some of our providers (Cloudflare, Resend and Google) may process information outside the UK, including in the USA. When this happens, it's protected by safeguards recognised under UK law, such as the UK–US "data bridge" or the UK International Data Transfer Agreement.
6. How long we keep it
| Information | How long |
|---|---|
| Booking requests that don't lead to an appointment | Up to 12 months, then deleted |
| Client and appointment details | For as long as you're a client, and up to 2 years after your last appointment |
| Consultation forms and treatment records (including health information) | 7 years after your last treatment, or longer if our insurers or professional guidance require it |
| Financial records | 6 years, as required by HMRC |
| Website security logs (held by Cloudflare) | A short period, in line with Cloudflare's own retention policies |
7. Your rights
You have the right to:
- access the personal information we hold about you
- ask us to correct information that's wrong or incomplete
- ask us to delete your information, unless we have to keep it for legal or insurance reasons
- ask us to restrict or object to how we use your information
- ask for a copy of your information in a portable format (data portability)
- withdraw your consent at any time, where we rely on it. This doesn't affect anything we did before you withdrew it.
To use any of these rights, contact us using the details in section 1. There's no charge, and we'll reply within one month.
8. Cookies
This website doesn't set any cookies, and we don't use analytics or advertising tools. The embedded Google Map is provided by Google, which may set its own cookies when the map loads. See Google's privacy policy.
9. Keeping your information safe
This website uses an encrypted (HTTPS) connection. Booking requests are sent securely, and we keep account access to our email, calendar and providers protected with strong passwords and two-step verification. Paper records are stored securely, and only we can access them.
10. Age
Our services and online booking are for people aged 18 and over. We don't knowingly collect information from anyone under 18.
11. Complaints
If you're unhappy with how we've handled your information, please contact us first and we'll do our best to put it right. You also have the right to complain to the Information Commissioner's Office:
- Website: ico.org.uk/make-a-complaint
- Helpline: 0303 123 1113
12. Changes to this policy
We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated at the top.