Privacy Policy – deborahlynnehairextensionsystems.co.uk

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
Your right to erasure – You have the right to ask us to delete your personal information. Read more about the right to erasure.
Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
Your right to object to processing – You have the right to object to the processing of your personal data. Read more about the right to object to processing.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

- Appointment reminders: Using a client\’s phone number or email address to send automated appointment reminders or confirmations, and other essential service communications that client\’s would reasonably expect.
- Safety and Health records: Storing data regarding previous chemical services and allergy test results to ensure safe, consistent service and prevent allergic reactions.
- Direct Marketing to Existing Clients: Sending Newsletters, special offers, or birthday treats to current clients via post, telephone or email. Client\’s will be able to opt out of this form of marketing.
- Record Keeping for Business Continuity: Maintaining records for a client\’s hair history, preferences, products used, hair extension service carried out, and styling notes to ensure a consistent, high-quality service.
- Fraud Prevention and Security: Using personal data to prevent fraud (for example, verifying booking information) or to ensure the security of IT systems.
- Internal Administration: Using data to analyse the popularity of services or manage bookings.
- Important notes for Compliance: Data minimisation: We will only collect the minimum data necessary for the service. Any health data collected will not be used marketing purposes.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from

Directly from you

How long we keep information

RETENTION SCHEDULE:

Client General Records – Securely deleted 12 months – 2 years after last visit.

Client Health/Technical Records – Securely deleted/destroyed – 4 years – 7 years

Financial Records – Archived then destroyed – 6 years (minimum) following the end of the tax year.

Marketing Data – Deleted immediately – Until consent is withdrawn or 2 years after last visit.

Your personal data is stored securely and only accessible to authorised staff.

We take reasonable measures to prevent unauthorised access, loss, or misuse of your data.

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

Who we share information with

Data processors

Booksy

This data processor does the following activities for us: Appointment scheduling platform. Also, acting as a payment processor providing integrated payment solutions by Stripe.

Meta

This data processor does the following activities for us: Facebook and Instagram provide a platform for posting photographs and videos taken of clients during hairdressing and hair extension services, and they will hold that data.

Others we share personal information with

Publicly on our website, social media or other marketing and information media
We may disclose information if required by law.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint