This privacy notice explains how North Laine Hair Company 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. North Laine Hair Company complies with the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679)

Topics

• Security
• 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
• Cookies
• Other websites
• Changes to our privacy notice
• How to contact us

Security

We are committed to ensuring your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures in plance to safeguard and secure the information that we store.

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.

Hair and beauty related services:

We request the minimum level of personally identifying information to run our business effectively. This is data you provide us directly, for example, your name and contact details.

We store notes with respect to services we undertake to ensure we maintain and exceed our level of service. For example, your preferred hair style, colour formula codes, how you like your coffee and who your favourite stylists are.

We consider you have provided consent for us to store personally identifying information and information about your services based on your receiving services from us.

Depending on the particular service/s we are providing we may be required to ask questions related to your medical history. We will obtain your consent prior to storing information related to your medical history. Examples of medical data may be allergies, pregnancy or an injury that may impact our service.

How information about you will be used

We will not sell or lease your personal information to third parties. 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 software system Shortcuts Software (UK) Ltd.
• Providers of our business management software Microsoft Ireland Operations Ltd.
• Suppliers of our website Alphanet Web Design Brighton

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.

Appointment confirmations and reminders:

We will contact you via phone, email or SMS to confirm appointments made and remind you of upcoming appointments. We consider your having made the appointment as consent to undertake this activity but, if you want, you may opt out at any time.

Appointment ratings and reviews:

After visiting us we may send you an email or SMS asking you to rate our services and provide feedback. We consider your having received services as consent to undertake this activity but, if you want, you may opt out at any time.

Loyalty

We consider becoming a member of our loyalty program as consent to send you emails related to the loyalty program but, if you want, you may opt out at any time.

Marketing

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 Nick Winder nick@northlainehairco.com

How long your information will be kept for

Unless you request otherwise, we will keep your information to contact you no more than two times a year for a maximum of 2 years from your last visit to the salon.

After two years 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 information is stored within the European Economic Area on secure servers provided by Shortcuts Software UK Ltd. & Microsoft Ireland Operations Ltd.  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 Nick Winder at nick@northlainehairco.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.

Cookies

Change your cookie preferences.

Cookies are text files containing small amounts of information which are downloaded to your device when you visit a website. Cookies are then sent back to the originating website on each subsequent visit, or to another website that recognises that cookie. Cookies are useful because they allow a website to recognise a user’s device.

You can find more information about cookies at:

www.allaboutcookies.org

www.youronlinechoices.eu

You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser.  However, in a few cases some of our website features may not function as a result.

Cookies do lots of different jobs, like letting you navigate between pages efficiently, remembering your preferences, and generally improve the user experience. They can also help to ensure that adverts you see online are more relevant to you and your interests. The cookies used on this website have been categorised based on the categories found in the ICC UK Cookie guide.

Category 1: strictly necessary cookies

These cookies are essential in order to enable you to move around the website and use its features, such as accessing secure areas of the website. Without these cookies services you have asked for, like shopping baskets or e-billing, cannot be provided.

Category 2: performance cookies

These cookies collect information about how visitors use a website, for instance which pages visitors go to most often, and if they get error messages from web pages. These cookies don’t collect information that identifies a visitor. All information these cookies collect is aggregated and therefore anonymous. It is only used to improve how a website works.

By using our website, you agree that we can place these type of cookies on your device.

Category 3: functionality cookies

These cookies allow the website to remember choices you make (such as your user name, language or the region you are in) and provide enhanced, more personal features. For instance, a website may be able to provide you with local weather reports or traffic news by storing in a cookie the region in which you are currently located. These cookies can also be used to remember changes you have made to text size, fonts and other parts of web pages that you can customise. They may also be used to provide services you have asked for such as watching a video or commenting on a blog. The information these cookies collect may be anonymised and they cannot track your browsing activity on other websites.

By using our website, you agree that we can place these type of cookies on your device.

Category 4: targeting cookies or advertising cookies

These cookies are used to deliver adverts more relevant to you and your interests They are also used to limit the number of times you see an advertisement as well as help measure the effectiveness of the advertising campaign. They are usually placed by advertising networks with the website operator’s permission. They remember that you have visited a website and this information is shared with other organisations such as advertisers. Quite often targeting or advertising cookies will be linked to site functionality provided by the other organizations.

Other websites

Our website includes links to other websites.  This privacy notice only applies to this website so when you link to other websites you should read their own privacy notices.

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 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 to the Data Officer nick@northlainehairco.com
• Or write to us at Nick Winder, Data Officer, North Laine Hair Company, 38 Gardner Street, Brighton, BN1 1UN