Victoria Rose Hair & Beauty Salon Privacy Notice

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This privacy notice explains how Victoria Rose Hair & Beauty Salon looks after personal information you give us or that we learn by having you as a client and the choices you make about 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.

TOPICS:

• What information we collect about you
• How information about you will be used
• COVID-19 Track & Trace 
• How long your information will be kept for
• Where your information is kept
• Access to your information and correction
• Changes to our privacy notice
• How to contact us

WHAT INFORMATION WE COLLECT ABOUT YOU

We collect information about you when you book an appointment for a service or treatment or when you visit the salon for a service or treatment.

The type of information we collect for appointment purposes may include:

• your name
• email address
• phone number (mobile & land line)
• gender
• treatment history/products used
• details of patch tests carried out for treatments such as hair colouring, lash extensions, brow & lash tinting etc.

At the point of a face to face consultation with a therapist/stylist, we may collect additional information which is recorded manually on paper records only i.e:

• your name
• address
• email address
• phone number (mobile & land line)
• gender
• health/medical history
• any medication you are taking
• your GP name and address
• relevant history which may suggest that a service or treatment should not go ahead, or certain products should not be used (e.g. allergies, pregnancy, skin conditions), payment and transaction information.
• treatment history/products used
• details of patch tests carried out for treatments such as hair colouring, lash extensions, brow & lash tinting etc.

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.

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 i.e. to provide the service or treatment you have requested and to communicate with you about your appointments
• When it is in our legitimate interest i.e. 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.

The salon use an electronic booking system for appointment management provided by Shedul This system will hold the following information:-

• your name
• email address
• phone number (mobile & land line)
• gender
• treatment history/products used
• details of patch tests carried out for treatments such as lash extensions/brow & lash tinting

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.

COVID-19 TRACK AND TRACE

 The government require us by law to record contact details of our customers, visitors and staff to help break the chains of transmission of coronavirus. 

Information required includes:

• your name
• your contact details
• the date of your appointment 
• the time you entered the salon 
• the time you left the salon

This information is captured through our booking system, and will only be shared with NHS Track and Trace upon it's request.

A unique QR code is also displayed on each of the entrances to the salon, for customers to use to log their details on the NHS Track and Trace App. 

HOW LONG YOUR INFORMATION WILL BE KEPT FOR

For insurance purposes we are required to retain your information for 7 years. After this time, if you no longer visit us your information will be deleted/shredded and disposed of in the correct manner.

WHERE YOUR INFORMATION IS KEPT

The only people to see your details are, the therapist/stylist performing the treatment, Victoria Rose team members who add your contact details on to the system and the data base company we use, called Shedul, to hold the information as noted above. The only time Shedul would need to look at your data would be if all our systems went down and we had to contact them to recover it, which is an unlikely occurrence.

Your contact information is only used to keep you informed about your appointment and is not sold on to any third parties. You can opt out of this service at any time by speaking to your stylist/therapist.

Any and all paper records are protected within secured premises and are locked away.

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 Carrie Healey or Victoria Clark by post.

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.

CHANGES TO OUR PRIVACY NOTICE

We keep our privacy notice under regular review and we will place any updates on this web page. This privacy notice was last updated on 20 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 phone 01623 624119
• Or write to us at Victoria Rose Hair & Beauty Salon, 25 Dunsil Road, Mansfield Woodhouse, Notts, NG19 7GD.

You also have the right to complain to the Information Commissioner’s Office. Find out on their website how to report a concern: ico.org.uk/concerns/handling