Privacy Policy

1. About This Privacy Policy

2. Contact Information

3. Who Do We Collect Information From?

4. What Information Do We Collect?

5. How Will We Use Your Personal Data?

6. How Do We Share Your Personal Data?

7. Sharing Information

8.Where Do We Collect Information

Website

Client Contracts And Interactions

Suppliers

9. Your Rights

Your Right To Object

10. Data Protection Principles

11. What Is Our Lawful Basis For Processing?

12. How To Complain

13. Policy Review

 

1.    About This Privacy Policy

1.1     This policy sets out, as a business, how we process data both inside the Business and on the Website. This document is primarily for clients, subscribers, website visitors and people who wish to contact us about our services.

1.2     This document is not for staff or contractors.

 1.3     We are committed to protecting your privacy and complying with our data protection obligations under the Data Protection Act 2018 (the DPA 2018), the UK General Data Protection Regulation 2016/679 (the UK GDPR) and any other applicable UK legislation (together, Data Protection Law).

 1.4     When you interact with us or use the Website, we act as the data controller of your personal data. This means we are responsible for processing and deciding how to use your personal data. This privacy policy explains the types of personal data we may collect about you when you interact with us, why we collect it, what we use it for and what rights you have over it. Personal data is any information about an identifiable person. Processing is anything we do with your personal data, including using, storing, sharing and deleting it.

2.    Contact Information

2.1     If you have any concerns or want further information about our use of data or this policy in general, use the details below to contact us;

Contact Name: Sam Lockwood
Registered Business Name: THG HairDressing Limited trading as The Hair Gallery
Company number:  7412820
Registered Address:  Ground Floor, Unit 15 Somerville Court Trinity Way, Banbury Business Park, Adderbury, Oxon, United Kingdom, OX17 3SN
Website: https://thehairgalleryuk.com/
Email Address:    bicester@thehairgalleryuk.com

 

3.    Who Do We Collect Information From? 

3.1     We collect information from;

  •   Visitors to our Website
  •   Subscribers to our email list
  •   Clients/customers
  •   Suppliers and contractors
  •   Contacts (Network)

4.    What Information Do We Collect?

 4.1     We collect, store and use the types of personal data set out in the tables at the end of this policy. (Please see the Data Protection Policy and Record keeping policy for employees.)

5.    How Will We Use Your Personal Data?

5.1     We will use your personal data for the purposes set out in the table at the end of this policy.

 

6.    How Do We Share Your Personal Data?

6.1     When we share personal data, we do so under the Data Protection Laws. Where necessary, we may share specific personal data with employees, contractors, consultants or advisers to facilitate sales and general commercial purposes.

6.2     We may also provide third parties with aggregated but anonymised information and analytics about our customers. Before doing so, we will ensure that it does not identify you.

6.3     We also may need to share information externally for legal reasons. These include the HMRC and the police in connection with a police investigation.

 

7.    Sharing Information

 7.1     We endeavour to keep as much data within the UK/EU; however, there may be times when this is impossible. Where the platforms we use are outside of the UK or not a country where we have adequacy regulations, we will assess if the transfer is necessary to perform our service under the contract and that the data transfer comes under a restricted transfer.

7.2     Where we are legally required to do so, information is shared. On occasion, we may not be allowed to tell you of information being shared.

7.3     A complete list of the information we collect can be found here. 

8.   Where Do We Collect Information

Website

8.1     The Website may contain links to other websites over which we have no control, usually concerning blogs. We are not responsible for and do not review or endorse the privacy policies or practices of other websites you choose to access from this Website. We encourage you to review the privacy policies of those other websites to understand how they collect, use and share your personal information. 

Type Name and link of Business
Link to the Hair Gallery booking system app Google Play / App Store
Link to web based booking system Saloniq.com
Link to web builder Villagewebdesign.co.uk

 8.10  The Website does have plugins that we use for third-party platforms.

 8.11  We use a number of platforms to deliver our services. For a full list of these, please email us.

 Contacts and clients

8.12  We collect information from contacts and clients (and potential clients) through

  • Name
  • Contact details
  • Contact forms
  • Emails
  • Gender
  • Medical information (allergies/pregnancy)

 Suppliers

8.13  We collect information from clients (and potential clients) through

  • Emails
  • Address
  • Contracts
  • Invoicing
  • Notes from telephone calls and meetings

9.    Your Rights

9.1     We respect your privacy rights and will respond to requests for access or control over information about you under the Data Protection Law. We may require you to verify your identity before we take any action.

9.2     Depending on the reason we have your personal data, you have a right to:

  • access the personal information we hold about you (commonly known as subject access);
  • request that we correct or complete personal information we hold about you that is inaccurate or incomplete;
  • request that we erase your personal information in some circumstances or object to our processing it;
  • restrict how we use your personal data in certain circumstances;
  • request that we provide you with copies of your personal information in a machine-readable format or transfer it across different services and
  • where we have asked for your consent to process your data to withdraw this consent.

9.3     These rights are limited in some situations under Data Protection Law – for example, where we can demonstrate that we are under a legal obligation to process your data.

9.4     If you wish to exercise any of these rights, please contact us.

Your right to object

9.5     You have a right to object to our processing of your personal data and ask us to stop doing so. If we are processing your personal data for direct marketing purposes (which includes profiling to the extent that it is related to such direct marketing) and you object to this, we will stop processing your personal data immediately.
9.6     If our processing of your personal data is in the public interest or under our legitimate interests and you object to this, we will stop processing your personal data unless we have compelling reasons which override your interests or our use of your personal data is for the establishment, exercise or defence of legal claims.
9.7     Your personal data will only be kept for as long as necessary for our purposes. Specific retention periods are set out in the table at the end of this policy.
9.8     At the end of the specified retention periods, your personal data will either be securely destroyed or anonymised unless we must keep it to comply with our legal obligations.

 

10. Data Protection Principles

10.1  We process your personal data under the following principles:

  • We process your personal data lawfully, fairly and in a transparent way;
  • we collect your personal data for specified, explicit and legitimate purposes; any further processing we do is compatible with the original purposes for which we collected it;
  • we only process personal data that is adequate, relevant and limited to what is necessary to achieve the goal for which it is processed;
  • we take reasonable steps to ensure that all personal data is accurate and kept up to date where necessary;
  • we do not store personal data in a form that identifies you for any longer than is required for our processing; and
  • we process personal data securely and in a way that protects against unauthorised or unlawful processing, accidental loss, destruction or damage.

10.2  When we ask for your personal data, we will tell you whether you are required by law or contract to provide it and what will happen if you do not provide it. 

10.3  Any request for consent to processing your personal data will be made directly to you and will include information about why we require the personal data and what will be done with it.

11. What Is Our Lawful Basis For Processing?

11.1  We will only process personal data when we have a lawful basis for processing. The table at the end of this policy sets out the legal basis we rely on for each data type we process.

11.2  We will choose one of the lawful bases in the UK GDPR to justify how we use your personal data. These are:

  • Consent: You have given consent to processing your personal data for one or more specific purposes. As detailed above, you can withdraw your consent at any time.
  • Contract: The processing is necessary to perform a contract with you or to take steps at your request before entering into a contract.
  • Legal obligation: We must process your personal data to comply with a legal obligation.
  • Vital interests: The processing is necessary to protect the vital interests of you or another person.
  • Public interest: Processing is necessary for performing a task in the public interest or the exercise of some official authority.
  • Legitimate interests: Processing is necessary for legitimate interests pursued by us or someone else, except where such interests are overridden by your interests or fundamental rights and freedoms requiring the protection of your personal data.

12. How to complain

12.1  If you have any concerns about our use of your personal information, you can make a complaint to us by using the contact details above.

12.2  We hope to satisfy any queries about how we process your data. However, if you have unresolved concerns, you also have the right to complain to data protection authorities (in the UK, the Information Commissioner’s Office)

The ICO’s address:           
Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

13. Policy review

13.1  We update and review this policy at least annually or when required due to changes in practice and legal updates. An updated version on the Website will make reasonable efforts to bring any material changes to your attention.

Date reviewed

Policy changes

Date completed and ratified

Updated by

Version

04/10/2024

New Policy

 

Sam Lockwood

1

TABLE OF PERSONAL INFORMATION WE USE

The table below sets out detailed information about the types of personal information we collect, our purposes for processing, the basis for processing and the retention period for the personal data.
Website / email marketing / social media

When collected / stored

Category of personal data

 

Purpose of processing

 

Lawful basis for processing

 

Retention period

 

Website visit

Cookies

Essential 

 

Analytics

Required – legitimate interest

 

Consent

 

1 yr 1 month

 

CLIENTS

When collected / stored

Category of personal data

 

Purpose of processing

 

Lawful basis for processing

 

Retention period

 

Contact

 

 

 

Website

Email marketing platform

 

Name and contact details

 

 

 

To deliver your services to you


For fraud prevention and detection

 

To contact you with information, newsletters and marketing materials about our services

 

Performance of sale

 

Compliance with legal obligation

 

Consent

 

 

For three years since you gave consent, or until you withdraw consent if earlier

 

Bank transfer

Cheque

Card payments

Payment information

 

To take payment and give refunds

For fraud prevention and detection

Performance of contract

 

Compliance with legal obligation

 

For six years after transaction

Emails

 

Contact history

To provide customer service and support

To train our staff

Performance of contract

 

Legitimate interests in dealing with complaints or claims

For six years since you last logged on to the Website

Platform analytics

Browser, device and Site usage information

 

To improve the Website

To protect the Website against fraud

To set default options for you, such as language and currency

 

Performance of contract

 

Legitimate interest in maintaining our Website

For three years since you last logged on to the Website

 

 

Website

Testimonial capture form

Google Reviews

Emails

Customer comments and product reviews

 

 

To improve our products and services

Where relevant, to establish, exercise or defend legal claims

Performance of contract

 

Legitimate interest in dealing with complaints or claims and improving our products and/or services generally

 

For six years

 

 

Website

Social media platform analytics

Google Analytics

 

Information collected through cookies and similar technologies

To conduct and store website usage analytics, statistical and trend analysis and market research

To generate customer profiles to facilitate marketing initiatives

 

Consent

For two years since you gave consent, or until you withdraw consent if earlier

 

Client information

Name

Contact details

Emails

Visit history

Other Notes

Possible limited information regarding medical information

Allergic reactions to products

Changes in products used