Privacy Policy

Last updated: 4 August 2026

The Clinic Vault respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, retain and share your information when you visit theclinicvault.shop, create an account, place an order, contact us or otherwise interact with our services.

1. Who We Are

The Clinic Vault is operated by:

Legal business name: The Clinic Vault
Trading name: The Clinic Vault
Email: Info@theclinicvault.shop

For applicable data-protection legislation,The Clinc Vault is the controller responsible for your personal information.

2. Information We Collect

Depending on how you use our website, we may collect:

Identity and contact information

Your name, billing address, delivery address, email address, telephone number and account details.

Order and transaction information

Products ordered, order history, payment status, delivery details, refunds, returns and communications relating to your purchases.

We do not normally receive or store your complete payment-card details. Payments are processed by our authorised payment providers.

Professional-verification information

Where products are restricted to qualified healthcare or aesthetic professionals, we may collect information required to verify your identity, age, professional status, qualifications, registration or authority to purchase those products.

Technical and usage information

Your IP address, browser type, device information, operating system, approximate location, referring website, pages viewed, website interactions and cookie identifiers.

Communications

Information contained in emails, contact forms, reviews, complaints, customer-service requests and other communications with us.

Marketing preferences

Your choices concerning promotional emails, cookies and other marketing communications.

Please do not provide medical records or unnecessary health information through our website or ordinary email. If information about health is genuinely required, we will explain why it is needed and how it will be protected.

3. How We Collect Information

We collect information:

Directly from you when you create an account, place an order, complete a form or contact us.
Automatically through cookies and similar technologies when you use our website.
From payment processors, delivery companies and fraud-prevention providers.
From professional registers or verification providers where purchaser verification is required.
From publicly available sources where legally permitted.

4. How and Why We Use Your Information

We may use your personal information to:

Process, fulfil, deliver and manage orders.
Take payments and issue refunds.
Create and administer customer accounts.
Respond to enquiries, complaints and support requests.
Verify age, identity or professional purchasing eligibility.
Comply with product, tax, accounting, fraud-prevention and other legal obligations.
Detect and prevent fraud, misuse and security incidents.
Maintain and improve our website, products and customer service.
Send service messages about orders, accounts or policy changes.
Send marketing communications where you have consented or where otherwise legally permitted.
Establish, exercise or defend legal claims.

Our lawful bases may include:

Contract: processing needed to supply products or provide requested services.
Legal obligation: processing required to comply with the law.
Legitimate interests: operating and protecting our business, preventing fraud, improving our services and responding to customers, provided those interests do not override your rights.
Consent: where you have actively agreed to optional marketing, non-essential cookies or another specific use.

You may withdraw consent at any time, although this will not affect processing already carried out lawfully.

5. Cookies and Similar Technologies

We use essential cookies to operate features such as the shopping basket, checkout, account login and website security.

With your permission, we may also use analytics, preference and advertising cookies to understand website usage, remember choices and measure marketing performance.

You can manage non-essential cookies through our cookie-consent tool and your browser settings. Disabling some cookies may affect website functionality. Further details should be provided in our Cookie Policy or cookie settings panel.

6. Marketing

We may send marketing messages where you have consented or where applicable law otherwise permits us to do so.

You can unsubscribe at any time by:

Selecting the unsubscribe link in a marketing email.
Changing your account preferences.
Contacting us at info@theclinicvault.shop

We may still send essential non-marketing communications concerning your orders, account, safety notices or changes to our services.

We do not sell personal information to third parties.

7. When We Share Information

We may share personal information with trusted organisations that help us operate our business, including:

Website-hosting and e-commerce providers.
Payment processors and banks.
Warehousing, courier and delivery providers.
Identity, professional-status and fraud-prevention services.
IT, security, analytics and customer-support providers.
Accountants, insurers, auditors and legal advisers.
Manufacturers or distributors where necessary to investigate product-quality or safety matters.
Regulators, law-enforcement bodies, courts and public authorities where disclosure is legally required.
A purchaser, investor or successor in connection with a proposed or completed sale, merger or restructuring of our business.

These recipients may only use the information for the relevant authorised purpose and must protect it appropriately.

8. International Transfers

Some service providers may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we use an appropriate legal safeguard where required. This may include a UK adequacy regulation, the UK International Data Transfer Agreement, the UK Addendum to approved contractual clauses or another legally recognised safeguard.

9. How Long We Keep Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, tax, product-safety and dispute-resolution requirements.

As a general guide:

Order, invoice and transaction records may normally be retained for up to six years after the relevant transaction or the end of the applicable accounting period.
Customer-service correspondence is retained for as long as necessary to resolve the matter and manage related legal obligations.
Professional-verification records are retained while relevant and then for any period required to demonstrate compliance.
Marketing information is retained until you unsubscribe or we determine that it is no longer accurate or necessary.
Cookie retention periods vary and should be stated in the cookie settings panel.

We may retain information for longer where a complaint, legal claim, regulatory investigation, product recall or safety issue is ongoing.

10. Data Security

We use appropriate organisational and technical measures intended to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

No internet transmission or storage system can be guaranteed to be completely secure. You are responsible for keeping your password confidential and should contact us promptly if you believe your account has been compromised.

11. Your Rights

Depending on the circumstances, you may have the right to:

Ask for access to your personal information.
Ask us to correct inaccurate or incomplete information.
Ask us to erase information in certain circumstances.
Ask us to restrict how information is used.
Object to processing based on legitimate interests.
Object at any time to direct marketing.
Receive certain information in a portable format.
Withdraw consent at any time.
Ask for human intervention where a decision with a significant effect is made solely through automated processing.

These rights are subject to legal conditions and exceptions. We may need to verify your identity before responding.

To exercise a right, contact info@theclinicvault.shop You will not normally be charged a fee.

12. Automated Decision-Making

We do not intend to make decisions producing legal or similarly significant effects based solely on automated processing.

Automated fraud or payment checks may be used to identify transactions requiring further review. Where appropriate, a person will review the relevant decision.

13. Children

Our website and products are not directed at children. You must be at least 18 years old to create an account or place an order.

We do not knowingly collect personal information directly from children. Contact us if you believe a child has supplied information to us.

14. Third-Party Links

Our website may contain links to external websites. We do not control those websites and are not responsible for their privacy practices. You should read their privacy policies before providing personal information.

15. Changes to This Policy

We may update this Privacy Policy to reflect changes in our operations, services or legal obligations. The latest version will be published on this page with a revised “last updated” date.

Where a change materially affects how we use personal information, we will provide additional notice where required.

16. Contact and Complaints

For privacy questions or requests, contact:

The Clinic Vault
Email: info@theclinicvault.shop

Please contact us first so that we have an opportunity to resolve your concern.

You may also complain to the UK Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
United Kingdom

Telephone: 0303 123 1113
Website: https://ico.org.uk