We keep our privacy notice under regular review and we will place any updates on this webpage. This privacy notice was last updated on March 2020. This privacy notice explains how Nino Milano Studio Hairdressing looks after personal information you give us or that we learn by having you as a client and the choices you make about marketing and appointments 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
- Other websites
- Changes to our privacy notice
- How to contact us
- WHAT INFORMATION WE COLLECT ABOUT YOU
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.
- PERSONAL DATA WE RECEIVE FROM OTHERS
We may also receive personal data about you from our security service partners and any payment providers we may engage. We currently use iZettle to manage payments.
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 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 interest
- When you consent to it: we will always ask for your consent to hold and use health and medical information.
- Supplier of our website, Weebly.com
- We currently use Fresha Partner Account Online Booking and GiftUp gift card system.
- We use JotForm.com for our online COVID-19 form
We have rigorous data protection and security policies in place with all our suppliers.
We currently use photo and video content captured in the salon and academy for marketing purposes across our social media profiles and websites. The stylists and educators from our salon and academy may also use the photo or video content for marketing purposes on their personal social profiles too. Some of the people working in our salon are self-employed, our employee colleagues will have access to your information.
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. We currently use photo and video content captured in the salon for marketing purposes across our social media profiles and websites. The stylists and educators from our salon may also use the photo or video content for marketing purposes on their personal social profiles too. If you do not wish to have your photo or video taken, please notify us in the salon or academy. If you want any content of you removed from our platforms after your appointment, please contact us on firstname.lastname@example.org and we will remove it. If you no longer wish to be contacted for marketing purposes, please contact Nicola 01612244998 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 below, including employee data:
DATA RETENTION POLICY
This policy sets out what information Nino Milano Studio Hairdressing 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:
- Former clients and prospective clients
- Job applicants
- We also hold information about financial transactions relating to these eg 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:
Client general records 12 months
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 6 years from the financial year-end in which
PAYE, income tax, national insurance, sick pay, redundancy payments 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.
HOW IS PERSONAL DATA DELETED?
Personal data is permanently deleted in accordance with the retention periods listed above from:
– Paper records, which are securely shredded.
ACCESS TO PERSONAL INFORMATION, CORRECTION AND DELETION
All requests for access to personal information will be handled by The Director. Responses to requests will be made within 30 days.
All information relating to the individual will be compiled into a report and collected from:
- Financial transactions
- Paper records
- WHERE YOUR INFORMATION IS KEPT
Where your personal data is transferred outside the EEA, it will only be transferred to countries that have been identified as providing adequate protection for EEA data or to a third party where we have approved transfer mechanisms in place to protect your personal data – i.e., by entering into the European Commission’s Standard Contractual Clauses, or by ensuring the entity is Privacy Shield certified (for transfers to US-based third parties).
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 email firstname.lastname@example.org
or write to Nino Milano Studio 250 Wilmslow Road Fallowfield Manchester M14 6LD.
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.
We email e-newsletters to inform you about products, services and treatments provided by our salon. You have the opportunity to unsubscribe from e-newsletters at any time.
E-newsletters may contain subscriber tracking facilities within the actual email, for example, whether emails were opened or forwarded, which links were clicked on within the email content, the times, dates and frequency of activity. We use this information to refine future email campaigns and provide you with more relevant content based around your activity.
Last updated: March 2020
- By email: email@example.com