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TALKING HEADS HAIR SALON
PRIVACY POLICY

Our Contact Details:
Name: Ms Lisa Walding
Address: 14, Alexandra Terrace, Harborough Road, Kingsthorpe, 
                Northampton, NN2 7SJ
Phone Number : 01604 713848

Date of completed Privacy Policy: 21st March 2021

The type of personal information we collect:
Name, Address, Email Address, Home Phone Number, Mobile Phone Number & Date of Birth & Medical history.

How we get the personal information and why we have it:
Most of the personal information we process is provided to us directly by you for one of the following reasons:
  1. ‘Name, Address, Contact phone numbers’ – this information is taken for ‘Track and Trace.’ Clients details are recorded for track and trace purposes and stored in case of anyone contracting covid-19, the salon can then revert back to see who was in contact with the client on a particular day and then pass on clients details to track and trace if needs be. 
  2. ‘Name, Address, Contact phone numbers, Email address, Date of Birth and Medical History are all taken for completion of the ‘Client Consultation and Skin Test.’ – A consultation form and record card are completed taking these relevant clients details as verification for all services carried out. This is then kept to record all technical processes of colouring, perming and chemical straightening that have been carried out on the client. A skin test is recorded on this also to show that it was carried out at the consultation and then it is signed by both the stylist & the client.
  3. ‘Mobile number and Email address‘ are taken for sending out a ‘Reminder of Hair appointment’ – clients receives a text reminder or email reminder, to notify of their upcoming appointment due the following day.
  4. ‘Email addreses’ are taken for sending ‘Updates’ – this information is taken as a way of keeping the client updated on any salon changes. (e.g: Closer of salon due to Covid-19, Salon Covid-19 Guidelines, Updated policies, Price increases etc.)
  5. ‘Mobile number’ is taken if client wishes to receive notifications from the salon using ‘Whatsapp for Business’- clients will receive personal updates by a broadcast instantly, as soon as any changes happen within the salon. The client will receive promotions and salon updates quicker than they would by email as it can be time consuming and may take a few days to be notified of changes.
  6. ‘Date of Birth’ – this information is asked at the consultation to ensure that the client is at a legal age for having a technical service in the salon (colour, chemical straightening or perm).
  7. ‘Medical History’ – this information is taken in case of risk of allergies that the salon needs to be aware of prior to any service appointment.
We use the information that you have given us to carry out and complete the hair service you have required/booked in for.
We will not share this information with any organisations.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
1. Your consent. You can remove your consent at any time. You can do this by contacting Talking Heads Hair Salon either by Email or address (writing to the salon). Any correspondence must be sent in writing.
2. We have a contractual obligation.
3. We have a legitimate interest.

You can remove your consent at any time. You can do this by contacting Lisa Walding at talkingheadshairsalon@yahoo.co.uk

Any personal information collected by Talking Heads Hair Salon will only be collected from you the client. The reason I need to collect and hold your information is to be able to complete your service with the understanding of all the knowledge I have from you. I also need to keep a record of any consultations and colour formulas used at each appointment. Under no circumstances will I pass your information on to any third party. 
You have the right to withdraw your consent at any time by emailing Lisa Walding at talkingheadshairsalon@yahoo.co.uk

How we store your personal information:
  1. All Clients paper details (track and trace forms) with personal details on are stored in a folder locked away in a cupboard at the end of the working day.
  2. All Clients record/tinting cards with personal details on are stored in a lockable box kept in the salon and locked away in a cupboard at the end of the working day.
  3. All Clients consultation forms completed at the colour consultation and skin test appointment with personal details on are safely secured on ‘Jotform’ and may be printed off by the stylist if wanting a paper form. ‘Jotform’ is secured by an email and password that is logged in to open the account. Only the manager of Talking Heads Hair Salon - Lisa Walding can access this.
  4. All Clients personal details for sending out appointment reminders are safely stored on ‘Fresha’. Nothing is printed off and Fresha is securely secured on my computer/iPad by an email and password that is logged in to open the account. Only the manager of Talking Heads Hair Salon – Lisa Walding can access this.
  5. All clients personal email addresses are stored in a contact list within Talking Heads Hair Salon business email address on my computer. The business email access is securely stored by a password to gain access, and only Lisa - the manager of Talking Heads Hair Salon has access to this password.
  6. All Clients mobile numbers are taken at the time of consent and stored in the ‘WhatsApp for Business’ app on a work mobile which has to be unlocked with a personal thumb print. The app is also secured by a thumb print that only Lisa – the manager of Talking Heads Hair Salon has access to and only the person who has access to the work phone.
Your information is securely stored on a work phone, iPad & computer, all devices are password protected.

Just to clarify, all paperwork/record cards are locked away in a cupboard at the salon’s address: 14, Alexandra Terrace, Harborough Road, Kingsthorpe, Northampton. NN2 7SJ.

How long do we keep your personal details for:
We keep all your personal data for 7 years. We will then dispose your information by incinerating any paper documentation and erasing any personal data from the work phone, iPad and computer.

When you return back to visit the salon, we will take from you your new details.

Your data protection rights:
Under data protection law, you have rights including:
  1. Your rights of access – You have the rights to ask us for copies of your personal information.
  2. Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  3. Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
  4. Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
  5. Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
  6. Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

If you wish to make a request please contact us on the following elements:
1. In writing:
      Talking Heads Hair Salon
      14, Alexandra Terrace, Harborough Road, Kingsthorpe, Northampton, NN2 7SJ
2. By email:

All personal data shall be:
Processed lawfully, fairly and in a transparent manner in relation to the data subject (‘lawfulness, fairness, transparency.’)

Under the GDPR Lawful basis guide ‘Talking Heads Hair Salon’ will not:
1. Do anything unlawful with personal data.
2. Will not deceive or mislead people when we collect their personal data.
3. We are open and honest and comply with the transparent obligations of the right to be informed.

How to complain:
If you have any concerns about our use of your personal information, you can make a complaint to us for data protection queries at the following address:
Talking Heads Hair Salon
14, Alexandra Terrace, Harborough Road 
Kingsthorpe 
Northampton
NN2 7SJ

You can also complain to the ICO department if you are unhappy with how we have used your data:
The ICO address is:
      Information Commissioner’s Office
      Wycliffe House
      Water Lane
      Wilmslow
      Cheshire
      SK9 5AF

Helpline number: 0303 123 1113

Date of completed Privacy and Complaints Policy: 21st March 2021

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