How We Protect Your Data

GDPR

This privacy notice explains how Hair By Katie, looks after personal information you give us or that we learn by having you as a client and the choices you make about marketing communications you agree we may send you. This notice explains how we do this and tells you about your privacy rights and how the law protects you.

TOPICS:

What information we collect about you
How information about you will be used
How long your information will be kept for
Where your information is kept
Access to your information and correction
Changes to our privacy notice
How to contact us

WHAT INFORMATION WE COLLECT ABOUT YOU

We collect information about you when you book an appointment for a service or treatment, visit the salon for a service or treatment or buy a product whether contact is online, on paper, by email or over the phone.

The information you give us may include your name, address, email address, phone number, relevant history which may suggest that a service or treatment should not go ahead or certain products should not be used (e.g. allergies, pregnancy, skin conditions), payment and transaction information, and ip address

For clients under the age of 16, we will only keep and use their personal information with the consent of a parent, carer or guardian.

HOW INFORMATION ABOUT YOU WILL BE USED

In law, we are allowed to use personal information, including sharing it outside the salon, only if we have a proper reason to do so, for example:

To fulfil a contract with you ie to provide the service or treatment you have requested and to communicate with you about your appointments

When it is in our legitimate interest ie there is a business or commercial reason to do so, unless this is outweighed by your rights or interests

When you consent to it: we will always ask for your consent to hold and use health and medical information.

We will therefore share your information with:

Providers of our salon IT systems: www.Shedul.com

We have rigorous data protection and security policies in place with all our suppliers.

All of the people working in our salon are self-employed. Where software systems and reception facilities are shared, our self-employed colleagues will have access to your information.

We will not share your information with any other third party without your consent except to help prevent fraud, or if required to do so by law.

WHERE YOUR INFORMATION IS KEPT

Your information is stored within the European Economic Area on secure servers provided by www.shedul.com. Any payment transactions are encrypted. Sending information via the internet is not completely secure, although we will do our best to protect your information and prevent unauthorised access.

ACCESS TO YOUR INFORMATION AND CORRECTION

You have the right to request a copy of the personal information that we hold about you. This will normally be free, unless we consider the request to be unfounded or excessive, in which case we may charge a fee to cover our administration costs.

If you would like a copy of some or all of your personal information, please contact Katie Copeland, the Data Protection Owner, by emailing katiecopeland@hairdresser.net

We want to make sure that your personal information is accurate and up-to-date. You may ask us to correct or remove information you think is inaccurate.

You have the right to ask us to object to our use of your personal information, or to ask us to delete, remove or stop using your personal information if there is no need for us to keep it.

CHANGES TO OUR PRIVACY NOTICE

We keep our privacy notice under regular review and we will place any updates on my facebook page or on the E-mailed copy. This privacy notice was last updated on 25th April 2018.

HOW TO CONTACT US

Please contact us if you have any questions about our privacy notice or information we hold about you:

By email katiecopeland@hairdresser.net

Or write to us at Hair By Katie, The Brackens, Whitemore, Congleton, CW12 3NE

You also have the right to complain to the Information Commissioner’s Office. Find out on their website how to report a concern:

www.ico.org.uk/concerns/handling

DATA RETENTION POLICY

This policy sets out what information Hair By Katie, holds, how long we hold it for and when it will be deleted.

It also covers the procedure to follow regarding data requests.

Information held by us

How long is personal data held for?

Where is personal data held?

How is personal data deleted?

Access to personal information, correction and deletion

INFORMATION HELD BY US

We hold personal information about:

Clients

Former clients and prospective clients

We also hold information about financial transactions relating to these e.g. services or treatments provided, products bought.

HOW LONG IS PERSONAL DATA HELD FOR?

We aim not to hold personal data longer than necessary.

Unless requested by an individual, the following types of data will be held for the periods shown below, after which it will be securely deleted or destroyed:

TYPE OF INFORMATION RETENTION PERIOD

Client general records 6 years – however they are automatically archived after 12 months of non activity

Client health records 4 years

Financial transactions, invoices and supplier details 6 years

Emails - One year from the end of the month in which they were received or sent unless a longer period is relevant as above.

WHERE IS PERSONAL DATA HELD?

Personal data about clients, financial transactions and employees are held on our secure salon software system which is backed up every day or held in secure electronic files electronically which can be accessed only by authorised salon staff

Paper records are held in a locked cabinet or in secure archive storage.

HOW IS PERSONAL DATA DELETED?

Personal data is permanently deleted in accordance with the retention periods listed above from:

Salon software system

Electronic files

Emails

Paper records, which are securely shredded.

ACCESS TO PERSONAL INFORMATION, CORRECTION AND DELETION

See our privacy notice

All requests for access to personal information will be handled by Katie Copeland, the Data Protection Officer.

Responses to requests will be made within 30 days.

All information relating to the individual will be compiled into a report and collected from:

Salon software system

Financial transactions

Emails

Other electronic records

Paper records (where applicable)