Terms and Conditions

Information

All patients are required to provide contact details; including address, telephone and email in order to secure an appointment.
All clients will complete a Medical history form at their first appointment, this is necessary to inform the consultation and treatment planning process. The medical form will need to be updated at every appointment.
All information will be treated as confidential and protected in accordance with Data Protection legislation
Patient information will not be shared with third parties without written permissions and you will not receive unsolicited information from us.
You may choose to remove yourself from our mailing list at any time, by unsubscribing.

New Patient – Telephone Consultation

Whilst telephone consultations are discouraged, we acknowledge some circumstances when this service may be helpful; particularly for our patients who will be travelling long distance. New patients, seeking advice from a practitioner in a telephone discussion, require a diary appointment of 30 minutes. Patients must call the clinic at the time agreed. A consultation charge (currently £40) is made, payable in advance.

Appointments

You will be sent appointment reminders the day before your appointment, either by text or email.
Please provide as much notice as possible, if you need to cancel or reschedule your appointment, so that we may make best use of our appointment diary.
Please do NOT attend the clinic for an appointment if you are unwell. If you are unsure, please call and discuss with the practitioner. Many treatments are contraindicated if you are unwell; this includes colds, cold sores or local skin infections.
New patients are seen for consultation and assessment; except in exceptional circumstances, with prior arrangement, we do not offer treatment on the first visit.
laser treatment cannot be performed without a prior assessment and patch test.

Voice Recordings and Transcriptions

To ensure accurate record-keeping and maintain the highest standards of care, your consultation may be audio recorded and transcribed. These recordings help us document the details of your treatment discussions, including your concerns, treatment options, potential benefits, and possible risks or side effects. Recording and transcribing consultations supports transparent communication, ensures shared decision-making is accurately reflected, and helps us provide safe, consistent, and legally compliant care. All recordings are deleted and transcriptions are securely stored in your clinical record, in accordance with data protection legislation (including the UK GDPR) and are accessible only to authorised clinic staff for clinical or administrative purposes. By proceeding with your consultation, you acknowledge and consent to this process.

Treatment Review Appointments

Dermal filler reviews are not required and thus not routinely provided by the clinic. It is your responsibility to advise the clinic if you have any concerns or queries about your treatment results or outcomes. The clinic will be happy to provide a follow up appointment as soon as possible to fit in with our availability and your schedule.

We ask that at the end of your treatment session you examine the treated areas and raise any immediate concerns. These will be addressed free of charge at the time.

If after the dermal filler has settled, you and your practitioner decide that an even better result can be achieved by additional treatment, this will be charged at the normal rate.

If you decide at a later date that you have changed your mind about the dermal filler then you can request the filler is dissolved, by treatment with hyaluronidase. This will be charged at the normal clinic price.

Routine review appointments are offered after treatment with Botulinum Toxin as a courtesy. No additional treatment or ‘top up’ is provided free of charge, once the review period of 2-3 weeks has passed.
After any procedure it may be decided at review, that additional treatment is advisable to achieve a better outcome. This will be charged at normal clinic prices.
Review appointments for treatments are performed within clinic times but we will aim to be as flexible and responsive as possible, and considering clinical need or urgency. Invicta Aesthetics is available to be contacted via email, Facebook messenger, text or phone. The sooner you contact us about an issue, the sooner it can be addressed.

The clinic cannot take responsibility for complications or results that have not been reported, assessed , documented and managed in a timely manner.

Outcomes

No guarantees can be made about specific treatment outcomes. Variability in response and how long it lasts varies from one individual to another and cannot be guaranteed. Differences can occur due to a variety of reasons such as smoking, weight, nutritional status, intercurrent illness, ageing, healing rates, antibody formation, post procedure care etc.

At Invicta we take every care to provide the best aesthetic outcome but advise that perfect symmetry is not achievable, no medical or clinical procedure is ‘perfect’.

There is a possibility that any procedure will fail or be unsuccessful or need to be repeated or may require additional treatment of complications at the client's/patient's expense.

Results vary from person to person and cannot be guaranteed. Even after more than one treatment, there may not be perceived to be a visual improvement of the treated area. I accept the potential risks Knowledgeable practitioners sometimes disagree as to the best methods of treatment to achieve desired results. The information and advice given is the best medical professional knowledge of the practitioners at Invicta Aesthetics.

Deposit and Cancellation policy

A deposit will be taken when booking any treatment to mitigate missed appointments. This will be deducted from the total cost of your treatment.
If you cancel or rearrange your appointment within 48 hours, your deposit will not be refunded.
Consultation fees are non-refundable but may be transferred to another time or date if there is >48 hours notice.
We ask you to give us as much notice as possible if you wish to rearrange your appointment.
If an appointment is rearranged outside of the 48 hour cancellation window, we will transfer your deposit to your new appointment date.

Children

We do not treat children or young adults under the age of 18, except under the supervision and direction of Dr Tracey Hopwood. Please do not bring children to the clinic unless they are old enough to be left unsupervised.

Children will not be allowed to accompany you into the treatment rooms.

Payment

You will be advised of the full costs of any treatment plan proposed and agreed, including that of any maintenance treatment, before any treatment is undertaken.
Payment is taken, in full at the time of treatment or in advance using Klarna when treatments are booked via the website.
The clinic accepts bank transfer, major debit and credit cards but not American Express
For Aesplla® or Sculptra treatment, a non-refundable deposit of £200 is taken at the time of booking, when the product will be prepared, a minimum of (3 days) in advance.
for longer appointments such as Plexr and EndoDefine treatments a £200 is taken.
A discretionary deposit will be taken for some other treatments and in some circumstances

Refunds

Fees charged for treatment are for the delivery of a treatment and the accompanying service, which is inclusive of;

Consultation and assessment
Provision of information and advice
Safe treatment with evidence-based products
Follow up appointments and aftercare advice and support as appropriate

Whilst we undertake to provide excellent service; factual, honest and ethical advice, safe, expert treatment in experienced hands and only the best products, we cannot guarantee your results and cannot offer refunds if the results achieved fail to meet your expectations.

Skincare products

All skincare products are non-returnable/refundable

Complaints

If you have a complaint please advise us as soon as possible. An appointment will be made for

you to be seen. A copy of our Complaints Policy is available on request. If we are unable to

resolve your complaint to your satisfaction, we will undertake to refer you to an Independent,

approved Alternative Dispute Resolution (ADR) Service and agree to co-operate and comply

with any recommendations. For more information about ADR , please visit http://www.tradingstandards.uk/advice/AlternativeDisputeResolution.cfm.

Feedback

Any feedback is much appreciated, both positive and negative. Feedback is used to review and

improve quality of service. You may submit feedback verbally, via email, via the clinic website or

via the Save Face website.

Terms and Conditions

A deposit will be taken when booking any treatment to mitigate missed appointments. This will be deducted from the total cost of your treatment.

If you cancel or rearrange your appointment within 48 hours, your deposit will not be refunded.

We ask you to give us as much notice as possible if you wish to rearrange your appointment.

If an appointment is rearranged outside of the 48 hour cancellation window, we will transfer your deposit to your new appointment date.