As a result of a revision of the Data Protection Act 1988, the new General Data Protection Regulation (effective from 25th May 2018), requires that Expressions hair salon ensures that all Customers are aware of what personal data we hold.
This privacy notice explains how Expressions 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.
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, buy a product or apply for a job, 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 (eg allergies, pregnancy, skin conditions), payment and transaction information, IP address and CVs.
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/ barbershop, 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 only share your information with :
Providers of our salon software system – Salonlite
We have rigorous data protection and security policies in place with all our suppliers.
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.
We would like to send you information about products and services which may be of interest to you. We will ask for your consent to receive marketing information.
If you have consented to receiving marketing, you may opt out at a later date.
You have the right at any time to stop us from contacting you for marketing purposes or giving your information to third party suppliers of products or services. If you no longer wish to be contacted for marketing purposes, please contact Mrs Dal Mistry on 07976 837656 or email email@example.com.
The information we collect about employees, the purposes it is used for and who it will be shared with is set out in our employment contracts and employee handbook.
HOW LONG YOUR INFORMATION WILL BE KEPT FOR
Unless you request otherwise, we will keep your information to contact you no more than three times a year for a maximum of 1 year from your last visit to the salon.
After a year we will delete all your personal information, except for your name, relevant client history (eg allergy test records which we keep for 4 years) and financial transactions (which we are obliged to keep for 6 years).
Information about unsuccessful job applicants will be deleted after four months.
See our data retention policy for further information, including employee data.
WHERE YOUR INFORMATION IS KEPT
Your record cards are kept in a locked facility within the salon.
Your information is stored on secure servers provided by Salonlite, our appointment system operator. Their data is held in a secure data centre within the UK, and only their Support staff have occasional access to investigate support request when Expressions requests them.
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 Mrs D Mistry by emailing firstname.lastname@example.org
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 for viewing in the salon. This privacy notice was last updated on 21st May 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 : email@example.com
Or write to us at Expressions, 1 Moreton Avenue, Birmingham, B43 7QP
You also have the right to complain to the Information Commissioner’s Office. Find out on their website how to report a concern: