Privacy Notice

This privacy notice explains how gorgeous! 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

• Marketing

• Employment

• 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 numbers, 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 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.

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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 i.e. to provide the service or treatment you have requested and to communicate with you about your appointments

• When it is in our legitimate interest i.e. 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.

 

Lawful Basis for collecting information: 

• Name and telephone numbers                                                        Performance of Contract

• Address                                                                                           Legitimate Interest

• Date Of Birth                                                                                    Performance of Contract- some treatments by law require a minimum age limit to be able                                                                                                  to carry out the service, so we need to confirm age of customer

• Medical History / Allergy information                                               Performance of Contract - some conditions prohibit certain treatments, so we need to                                                                                                          be aware of this information

• Photographs of any services                                                           Legitimate interest - these images may be shared on our social media site (Facebook,                                                                                                          Twitter, Pinterest & Instagram) , or our web site we will always obtain consent before                                                                                                            any images are taken or published

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In respect of employment we will share your information with:

 

• Providers of our payroll service...UK Payroll Service

• Suppliers of our pension services...NEST

 

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. 

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We do not share your information with any third parties, all information held is purely for the sole use of gorgeous! and the employees thereof to carry out their contracts of service with you.

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MARKETING

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We may like to send you information about products and services which may be of interest to you from time to time.  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. If you no longer wish to be contacted for marketing purposes, please contact gorgeousoswestry@gmail.com or contact the salon.

 

EMPLOYMENT

 

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 handbooks.

 

HOW LONG YOUR INFORMATION WILL BE KEPT FOR

 

Unless you request otherwise, we will keep your information to contact you  for a maximum of 2 years from your last visit to the salon. 

 

After 2 years we will delete all your personal information, except for your name, relevant client history (e.g. 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

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Any and all paper records will be stored in a locked cabinet within a locked room and access will be recorded.

 

Sending information via the internet is not completely secure, although we will do our best to protect your information and prevent unauthorised access.

 

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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 Maxine Knott by post or email gorgeousoswestry@gmail.com

 

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 this webpage.  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 gorgeousoswestry@gmail.com

• Or write to us at gorgeous!, 24 Salop Road, Oswestry, Shropshire, SY11 2NU

 

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

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Data Retention Policy

This policy sets out what information gorgeous! 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

• Employees

• Job applicants

 

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

 

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:

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TYPE OF INFORMATION                                                                      RETENTION PERIOD

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Client general records                                                                               3 years

Client health records                                                                                 4 years

Financial transactions, invoices and supplier details                                6 years

Employee records, contracts of employment,

changes to terms and conditions, annual leave,

training records                                                                                         While employment continues and up to 6 years after employment ends

Payroll and wage records including PAYE, income tax,

national insurance, sick pay, redundancy payments                                 6 years from the financial year-end in which payments were made

Maternity records                                                                                      3 years after the end of the tax year in which the maternity pay period ends

Job applications (unsuccessful)                                                                4 months after notifying unsuccessful candidates

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

Emails to and from ex-employees or contractors                                      will be deleted within 2 weeks of them leaving unless these form part of the                                                                                                                                  employment record – see above.

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WHERE IS PERSONAL DATA HELD?
 

Personal data about clients, financial transactions are held on paper records are held in a locked cabinet in  locked room.

Personal employees are held on paper records are held in a locked cabinet in  locked room, which can be accessed only by the owner.

Paper records are held in a locked cabinet in  locked room.

 

HOW IS PERSONAL DATA DELETED?

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

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• Emails

• Paper records, which are securely shredded. 

 

ACCESS TO PERSONAL INFORMATION, CORRECTION AND DELETION

See our privacy notice at www.gorgeous-salon.co or contact Maxine Knott at the salon for a paper copy.

All requests for access to personal information will be handled by the owner. 

Responses to requests will be made within 30 days.

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

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• Financial transactions

• Emails

• Paper records (where applicable)

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