This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data, and keep it safe.
We know that there’s a lot of information here but we want you to be fully informed about your rights, and how Hair Discovery uses your data.
We hope the following sections will answer any questions you have but if not, please do get in touch with us.
It’s likely that we’ll need to update this Privacy Notice from time to time. We’ll notify you of any significant changes, but you’re welcome to come back and check it whenever you wish.
2.Who are we?
This policy applies to Hair Discovery Ltd, 267 East Barnet Rd, Barnet, EN4 8SX, also referred to in this document as “we” and “us”.
3. Explaining the legal basis we rely on
The law on data protection sets out a number of different reasons for which a company may collect and process your personal data, including:
In specific situations, we can collect and process your data with your consent.
For example, when you tick a box to receive email newsletters or provide us with your mobile number to receive appointment reminders.
When collecting your personal data, we’ll always make clear to you which data is necessary in connection with a particular service.
In certain circumstances, we need your personal data to comply with our contractual obligations.
For example, if you order an item from us for home delivery, we’ll collect your address details to deliver your purchase, and pass them to our courier.
For employees this might be details of your bank account so that we can fulfill our contractual obligation to pay you.
If the law requires us to, we may need to collect and process your data.
For example, we can pass on details of people involved in fraud or other criminal activity affecting Hair Discovery to law enforcement.
For employees this might be passing on salary details to HMRC
In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests.
For example, we will use your purchase history make available personalised offers.
We will also use your address/email details to send you information telling you about products and services that we think might interest you.
4.When do we collect your personal data?
The primary time we collect your data is when you visit out salon as a new client and we ask you to fill in our client record card
Other examples of when we may collect your personal details include, but are not limited to, the following:
when you book an appointment, (you may provide different contact details, which we put on our system),
when you complete an online review,
when you fill in any form, such as an accident report.
For employees and job applicants this will also include the data you provide when you fill out an application form.
To protect our customers, data, premises, assets and employees from crime, we operate CCTV systems in our Salon and record images for security. Images are not stored for more than 48hrs. We do this on the basis of our legitimate business interests.
5.What sort of personal data do we collect?
Date of Birth (for clients, day and month only)
Details of allergies
Personal details which help us to recommend items of interest. ie you may tell us you suffer from an itchy scalp, which allows us to recommend appropriate hair products.
Products we use during your appointment
Products you have purchased
Details of any accidents, complaints or comments you wish us to record
Of course, it’s always your choice whether you share such details with us.
For employees and job applicants
The data you provide on your application form and in addition if your application is successful:
Bank account details
National Insurance number or documentation proving right to work in the UK.
Copies of documents you provide to prove your age or identity where the law requires this. (including your passport and driver’s licence).
6.What do we use your personal data for?
As a client at Hair Discovery we want to give you the best possible customer experience. One way to achieve that is to get the richest picture we can of who you are, your likes and dislikes, by combining the data we have about you.
We can then use this data to remind you of upcoming appointments and keep you up to date about our products and services that are most likely to interest you. In the case of VIP members, it will also aid us in tailor making specific and relevant rewards for you.
The data privacy law allows this as part of our legitimate interest in understanding our customers and providing the highest levels of service.
Of course, if you wish to change how we use your data, you’ll find details in the ‘What are my rights?’ section below.
For employees we use your personal data to comply with our legal and contractual liabilities
7. How we protect your personal data
We know how much data security matters to all our customers. With this in mind we will treat your data with the utmost care and take all appropriate steps to protect it.
Access to your personal data is securely password-protected.
We regularly monitor our system for possible vulnerabilities and attacks, and have up to date anti virus software
All paper records containing personal details of our clients and employees are kept overnight in a locked room.
We have 24hr CCTV surveillance in the salon.
The salon is alarmed when not occupied.
8. How long will we keep your personal data?
If you’ve not visited us for more than two years, we will destroy your paper details, and remove all your data from our systems.
For unsuccessful Job applicants, upon completion of recruitment process we will destroy your application form and remove any data we have entered on our system.
For employees, once you leave employment at Hair Discovery, we will retain your data for seven years. This will assist us in providing you with future references and comply with our legal obligations.
9. Who do we share your data with?
We sometimes share your personal data with trusted third parties.
Examples of the kind of third parties we work with are:
IT companies who support our website and other business systems.
A third party who assists with our salon management and administration.
Here’s the policy we apply to those parties to keep your data safe and protect your privacy:
We provide only the information they need to perform their specific services.
They may only use your data for the exact purposes we specify in our contract with them.
We work closely with them to ensure that your privacy is respected and protected at all times.
If we stop using their services, any of your data held by them will either be deleted or rendered anonymous.
For fraud management, we may share information about fraudulent or potentially fraudulent activity in our premises or systems. This may include sharing data about individuals with law enforcement bodies.
We may also be required to disclose your personal data to the police or other enforcement, regulatory or Government body, in your country of origin or elsewhere, upon a valid request to do so. These requests are assessed on a case-by-case basis and take the privacy of our customers into consideration.
We do not share your data with any companies who would use your data for marketing purposes.
10. What are your rights over your personal data?
An overview of your different rights
You have the right to request:
- Access to the personal data we hold about you, free of charge in most cases.
- The correction of your personal data when incorrect, out of date or incomplete.
- That we stop using your personal data for direct marketing (either through specific channels, or all channels).
- That we stop any consent-based processing of your personal data after you withdraw that consent.
You can contact us to request to exercise these rights at any time.
If we choose not to action your request we will explain to you the reasons for our refusal.
Your right to withdraw consent
Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.
Where we rely on our legitimate interest
In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation.
We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.
Checking your identity
To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice.
If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.
11. Contacting the regulator
If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
You can contact them by calling 0303 123 1113.
Or go online to www.ico.org.uk/concerns (please note we can’t be responsible for the content of external websites)
12. Any Questions?
We hope this Privacy Notice has been helpful in setting out the way we handle your personal data and your rights to control it.
If you have any questions that haven’t been covered, please contact us and we will be pleased to help you.