All new clients or clients who haven’t had a colour with us in the last 6 months MUST receive a skin test 48hrs prior to any colouring service.** ** Terms and conditions apply, all existing clients must complete a skin test evaluation form on EVERY visit to make sure they are still safe for their service. We care about you and your safety at all times.
General Data Protection Regulation (GDPR)
This privacy notice explains how ROOT 66 Hair Care 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.
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
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, visit the salon or barbershop 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, date of birth, 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.
HOW INFORMATION ABOUT YOU WILL BE USED
In law, we are allowed to use personal information, including sharing it outside the salon/ barbershop, 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:
Providers of our salon / barbershop software system – SALON GENIUS
Suppliers of our website WIX.COM
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.
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 us via email firstname.lastname@example.org or 01902 491664.
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 for a maximum of 2 years from your last visit to the salon/barbershop.
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 for further information, including employee data.
WHERE YOUR INFORMATION IS KEPT
SALON GENIUS stores the personal data you provide on a Microsoft cloud-based Dynamics 365 Customer Relationship Management system, which employs role-based access and security.
For further information regarding the compliance, security and Privacy of Dynamics 365 please refer to https://www.microsoft.com/en-us/trustcenter/cloudservices/dynamics365.
If there is a need to transmit highly confidential data over the Internet, they will protect it through the use of encryption. We do not transfer your personal data to a third country.
For more information please visit https://www.salongenius.com/pdf/privacy_statement.pdf/
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 us in salon, via telephone 01902 491664 or email email@example.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 are text files placed on your computer to collect standard internet log information and visitor behaviour information. This is used to track visitor use of the website and to compile statistical reports on website activity. For further information visit www.aboutcookies.org or www.allaboutcookies.org
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.
See our cookies policy here: https://www.wix.com/about/privacy
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 on 18/05/2018.
HOW TO CONTACT US
Please contact us if you have any questions about our privacy notice or information we hold about you:
By email firstname.lastname@example.org
Or write to us at ROOT 66 Hair Care, 2 Hall street, Bilston, WV14 0AB
You also have the right to complain to the Information Commissioner’s Office. Find out on their website how to report a concern:
Data retention policy
This policy sets out what information ROOT 66 Hair Care 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
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:
TYPE OF INFORMATION
Client general records
Client health records
Financial transactions, invoices and supplier details
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 PAYE, income tax, national insurance, sick pay, redundancy payments
6 years from the financial year-end in which payments were made
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
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.
WHERE IS PERSONAL DATA HELD?
Personal data about clients, financial transactions and employees are held on our secure salon software system which is backed up twice weekly or held in secure electronic files electronically which can be accessed only by the salon owner and staff members with granted clearance.
Any paper records are held in a locked cabinet or in secure archive storage.
HOW IS PERSONAL DATA DELETED?
Personal data is permanently deleted in accordance with the retention periods listed above from:
Salon software system
Paper records, which are securely shredded.
ACCESS TO PERSONAL INFORMATION, CORRECTION AND DELETION
See our privacy notice you may request a hard copy or can visit our website for more information via www.root66haircare.com
All requests for access to personal information will be handled by the salon owner.
Responses to requests will be made within 30 days.
All information relating to the individual will be compiled into a report and collected from:
Salon software system
Other electronic records
Paper records (where applicable)
Date completed 18/05/2018
Procedure for personal data breaches
This procedure is to be followed if there is a breach of personal data. The person responsible for managing the process is the salon owner, if they were to be absent then it would be the next senior level within the salon.
All decisions on whether or not to notify the Information Commisioner’s Office (ICO) or individuals affected will be counter-signed by the salon owner.
This procedure covers:
· What is a personal data breach?
· What must be recorded?
· Assessing the likelihood and severity of the adverse consequences of the breach
· When do breaches have to be reported to the ICO?
· What must be reported to the ICO?
· How to report a breach to the ICO
· Telling individuals affected about a breach
· What are the consequences of failing to notify the ICO?
WHAT IS A PERSONAL DATA BREACH?
A breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of or access to, personal data.
· access by an unauthorised third party
· deliberate or accidental action by a data controller (the salon or barbershop) or a data processor (third party supplier, who must inform you without undue delay as soon as they become aware of it)
· sending personal data to an incorrect recipient
· computer or data storage devices containing personal data being lost or stolen
· alteration of personal data without permission
· loss of availability of personal data (ie data is made unavailable and this unavailability has a significant negative effect on individuals)
WHAT MUST BE RECORDED?
All breaches must be recorded, whether or not they need to be reported to the ICO. If you decide not to report a breach, you must be able to justify this decision and it must therefore be documented.
· The facts relating to the breach
· Its effects
· Remedial actions taken
· What caused the breach and how a recurrence could be prevented
ASSESSING THE LIKELIHOOD AND SEVERITY OF THE NEGATIVE CONSEQUENCES OF THE BREACH
Use the template in Appendix A to help answer the following questions:
· What is the likelihood and severity of the resulting risk to people’s rights and freedoms?
· What are the potential negative consequences to the individuals concerned?
· How serious and substantial are the consequences? Don’t forget this can include emotional distress, as well as financial, physical or material damage.
If there is a high risk of negatively affecting individuals’ rights and freedoms (scoring 6 or more points on the risk assessment template at Appendix 1), then it must be reported to the ICO. This includes personal data breaches notified to you by third party data processors.
You may also need to notify third parties such as the police, insurers, banks or credit card companies who could help to reduce the risk of financial loss to individuals.
WHEN DO BREACHES HAVE TO BE REPORTED TO THE ICO?
Breaches which are likely to result in a high risk of negatively affecting individuals’ rights and freedoms must be reported no later than 72 hours after you first become aware of it. If you take longer than this, the reasons for delay must be documented.
WHAT MUST BE REPORTED TO THE ICO?
A description of the nature of the personal data breach including:
· The categories and approximate number of individuals concerned and the categories and approximate numbers of personal data records concerned (which may be the same number)
· The name and contact details of the person who can provide more information if required
· The likely consequences of the personal data breach
· The measures taken, or proposed to be taken, to deal with the personal data breach including measures taken to mitigate any possible negative effects
The information can be provided in phases if it is not all available within 72 hours, as long as this is still done without undue further delay and you tell the ICO when to expect further information from you.
You must prioritise the investigation, give it adequate resources and deal with it urgently.