Head-Shed customer privacy notice

This privacy notice tells you what to expect us to do with your personal information.

Our contact details

Post

17 Mill Lane, WIMBORNE, Dorset, BH21 1JQ, GB

Telephone

07765992952

Email

info@head-shed.com

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery:

• Names and contact details

• Addresses

• Date of birth

• Purchase or account history

• Payment details (including card or bank information for transfers and direct debits)

• Website user information (including user journeys and cookie tracking)

• Photographs or video recordings

• Information relating to compliments or complaints

We collect or use the following information for the operation of customer accounts and guarantees:

• Names and contact details

• Addresses

• Payment details (including card or bank information for transfers and direct debits)

• Account information, including registration details

• Information used for security purposes

• Marketing preferences

We collect or use the following information to prevent crime, prosecute offenders, or defend against legal action:

• Names and contact information

• Customer or client accounts and records

• Video and CCTV recordings of public areas (including indoor and outdoor spaces)

• Video and CCTV recordings of private or staff only areas

• Financial transaction information

We collect or use the following information for service updates or marketing purposes:

• Names and contact details

• Addresses

• Marketing preferences

• Website and app user journey information

• Records of consent, where appropriate

Lawful bases

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

• Consent

• Contract

Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:

• Consent

• Contract

Our lawful bases for collecting or using personal information to prevent crime, prosecute offenders or defend against legal action are:

• Legitimate interest:

  • At Head-Shed, we use Closed-Circuit Television (CCTV) within our salon premises as part of our commitment to the safety and security of our clients and staff. The use of CCTV monitoring is designed to

    • Prevent crime and ensure the security of our property and the personal belongings of clients and staff.

    • Assist in the identification and prosecution of offenders in the event of a criminal act.

    • Protect our business against liability and assist in establishing facts in cases of disputes or legal claims.

  • We believe the use of CCTV at our premises constitutes a legitimate interest in maintaining a secure environment and deterring unlawful activities that could impact negatively on our legitimate business interests.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

• Consent

Where we get personal information from

• People directly (in person or via our website

• CCTV footage, or other recorded images (as per our CCTV recording)

• Previous employers (in the case of recruitment)

• Third parties (for example when someone provides appointment information for someone they know on their behalf)

How long we keep information

Information Processed Through Fresha:

• Personal Identification Information (e.g., names, email addresses, phone numbers): Retained as long as the individual remains an active client and for six years thereafter to comply with tax and contract law requirements in the UK.

• Appointment Details: Kept for six years to manage warranties, claims, and for historical reference.

• Payment Information: Transaction records, including payments, are retained for six years following the end of the financial year in which the transaction occurred, in accordance with UK tax law.

• Client Relationship Management Data: Retained for six years after the last interaction to support ongoing client relationships and marketing efforts, unless the client requests deletion under GDPR rights.

• See the “Your data protection rights” for more information on your rights in relation to this data.

CCTV Footage:

• Retention Period: CCTV footage is retained for 90 days. This extended retention period is justified by the need to ensure that any incidents captured on CCTV can be thoroughly investigated and, if necessary, used as evidence in legal proceedings. In locations such as a hair salon, where client interactions can lead to disputes or claims (e.g., allegations of property damage or personal injury), a longer retention period provides sufficient time to address these issues comprehensively.

• After this period, footage is automatically overwritten unless it is being used as part of an ongoing investigation or is required by law enforcement or court orders.

• See the “Your data protection rights” for more information on your rights in relation to this data.

General Provisions:

• We regularly review the data we hold, and where there is no legal, accounting, or client-driven requirement to retain data, it is securely deleted.

• Data may be held for longer periods where extended retention periods are mandated by regulatory requirements or where data is held for historical or statistical analysis (subject always to implementation of appropriate safeguards).

Who we share information with

Data processors

Fresha

This data processor does the following activities for us: Fresha provides appointment scheduling and management, client relationship management, payment processing, and financial reporting services for our salon.

Alternatives to Data Processing by Fresha

If you prefer not to have your data processed through Fresha, Head-Shed offers an alternative method of booking and managing appointments using a traditional appointment book managed in-house. Please contact us directly to arrange this.

Other organisations

• Emergency services (where necessary)

• Law enforcement agencies (where necessary)

Sharing information outside the UK

Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place. Please contact us for more information.

As Fresha operates globally, your data may be transferred and processed in countries outside the UK. These countries may not have the same data protection laws as the UK. Fresha maintains that it complies with legal frameworks ensuring an adequate level of protection for personal data as required by UK law.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal data.

Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.

Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.

Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.

You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.

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

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

Last updated

3 May 2024