Privacy Policy

Effective date: July 16, 2026

This Privacy Policy describes what data we collect from website visitors and patients, how we use, store, and protect it, and what rights users have regarding their own data.

By using the site, submitting a consultation request, or booking an appointment, you confirm that you have read this Policy and agree to the terms of data processing.

1. Who we are

Hair Help Pro is a dermatology and trichology clinic (Kyiv) providing diagnostic and treatment services for scalp and hair conditions.

Contact details:
Address: 16/43 Saksahanskoho St, Kyiv
Email: hairhelp.kiev@gmail.com
Phone: +38 098 483 54 43
Person responsible for personal data processing: clinic administration (contacts above)

2. What data we collect

2.1. Data you provide yourself

• Name and phone number — when filling out the request form on the site
• Request type, preferred contact method/time, and comment on the request — optional, in the expanded form fields
• Information about symptoms, complaints, and, if needed, photos of the scalp or hair — if you send them to a doctor directly (Viber, Telegram) or during a consultation
• Medical history, test results, answers to the doctor's questions — during the course of a consultation

Payment for clinic services is made offline, in person at the clinic — the site does not accept online payment and does not store payment data.

2.2. Data collected automatically

• IP address, device and browser type, operating system
• Site visit data: pages viewed, time on site, referral source
• Cookies and similar technologies (see section 6)
• Analytics data (Google Analytics, Meta Pixel)

2.3. Special category data
Information about health (complaints, diagnoses, photos of skin and hair) belongs to a special category of personal data. We process such data only with your explicit consent and solely for the purpose of providing consultation and medical services.

3. Purpose of data processing

We use the collected data to:

• Organize consultations and appointment bookings
• Communicate about your requests and our services
• Develop care and treatment recommendations
• Provide technical support and respond to inquiries
• Improve the site and quality of service (analytics)
• Analyze advertising effectiveness (Google Analytics, Meta Pixel)
• Comply with legal requirements

We do not use health data for automated decision-making without a doctor's involvement, and we do not share it with third parties for advertising purposes.

4. Legal basis for processing

For users from the EU and other jurisdictions where GDPR applies:

• Consent — for health data, photos, and any marketing communications
• Performance of a contract — to organize the consultation or service you requested
• Legitimate interest — for basic analytics and ensuring site security
• Legal obligation — for retaining documents where required by law

Consent can be withdrawn at any time by writing to hairhelp.kiev@gmail.com. Withdrawing consent does not affect the lawfulness of processing carried out before the withdrawal.

5. Who we share data with

We do not sell personal data to third parties. Data may be shared with:

• Doctors and clinic staff directly involved in providing the service
• Analytics and advertising platforms (Google, Meta) — in anonymized or aggregated form
• Google Forms — for processing booking requests from the site
• Communication services (Viber, Telegram) — if you contact us through these channels yourself
• Government authorities — only upon lawful request

All third parties are required to maintain an adequate level of data protection.

6. Cookies

The site uses cookies to ensure the site functions correctly and for traffic analytics (Google Analytics, Meta Pixel). You can disable cookies in your browser settings, though this may affect the functioning of certain site features.

7. Data retention periods

• Consultation and medical data are retained for as long as necessary to provide services and follow-up care, as well as in accordance with periods established by legislation on medical record archiving
• Booking request data from the site is stored in a Google Form, accessible only to authorized clinic staff
• Analytics data is retained in anonymized form

Once retention periods expire, data is deleted or anonymized.

8. Your rights

You have the right to:

• Find out what data about you is being processed
• Request a copy of your data
• Request correction of inaccurate data
• Request deletion of data, unless this conflicts with legal requirements for medical record retention
• Withdraw consent to processing at any time
• Object to processing for marketing purposes
• Lodge a complaint with a personal data protection supervisory authority

To exercise these rights, email hairhelp.kiev@gmail.com. We will respond within 30 days.

9. Data security

We apply technical and organizational protective measures: restricted access to data, encryption in transit (HTTPS), and regular review of staff access.

Despite the measures taken, no method of data transmission over the internet is completely secure, and we cannot guarantee absolute protection.

10. Data of minors

Our site allows you to submit a request for a child's consultation — in this case, the request and contact details are provided by the child's parent or legal guardian. We do not collect data from minors directly and do not invite children to fill out forms on the site themselves.

11. International data transfer

If you contact us from another country (for example, as part of the diaspora in the EU or US), your data may be processed on servers located in another jurisdiction (including site hosting and analytics services). We take measures to ensure an adequate level of protection for such transfers.

12. Changes to this policy

We may update this Policy. The current version is always available on this page, along with the date of the last update. In case of significant changes, we will notify users on the site.

13. Contact

For questions about personal data processing, please contact us:
Email: hairhelp.kiev@gmail.com
Phone: +38 098 483 54 43
Address: 16/43 Saksahanskoho St, Kyiv

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