This privacy notice explains how George Frank Services LTD 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. 

 

TOPICS: 

 

What information we collect about you 

How information about you will be used 

Marketing 

Employment 

How long your information will be kept for 

Where your information is kept 

Access to your information and correction 

Cookies 

Other websites 

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 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, 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, 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 with: 

 

Providers of our salon software system SalonIQ

 

We have rigorous data protection and security policies in place with all our suppliers. 

 

[Some of the people working in our salon are self-employed. Where software systems and reception facilities are shared, our self-employed colleagues will have access to your information.] 

 

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. 

 

MARKETING 

 

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 the salon on 0161 905 3256 or email info@georgefranksalon.co.uk 

 

EMPLOYMENT 

 

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 to contact you no more than three times a year, for a maximum of 1 year from your last visit to the salon.   

 

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 below for further information, including employee data. 

 

WHERE YOUR INFORMATION IS KEPT   

 

Your information is stored in the UK. 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 Daniel Thomas on 0161 905 3256. 

 

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

We and our trusted partners use cookies and other technologies in our related services, including when you visit our Site or access our services. 

A "cookie" is a small piece of information that a website assign to your device while you are viewing a website. Cookies are very helpful and can be used for various different purposes. These purposes include allowing you to navigate between pages efficiently, enable automatic activation of certain features, remembering your preferences and making the interaction between you and our Services quicker and easier. Cookies are also used to help ensure that the advertisements you see are relevant to you and your interests and to compile statistical data on your use of our Services. 

The Site uses the following types of cookies:

a. 'session cookies' which are stored only temporarily during a browsing session in order to allow normal use of the system and are deleted from your device when the browser is closed; 

b. 'persistent cookies' which are read only by the Site, saved on your computer for a fixed period and are not deleted when the browser is closed. Such cookies are used where we need to know who you are for repeat visits, for example to allow us to store your preferences for the next sign-in; 

c. 'third party cookies' which are set by other online services who run content on the page you are viewing, for example by third party analytics companies who monitor and analyze our web access.

Cookies do not contain any information that personally identifies you, but Personal Information that we store about you may be linked, by us, to the information stored in and obtained from cookies. You may remove the cookies by following the instructions of your device preferences; however, if you choose to disable cookies, some features of our Site may not operate properly and your online experience may be limited.

We also use a tool called “Google Analytics” to collect information about your use of the Site. Google Analytics collects information such as how often users access the Site, what pages they visit when they do so, etc. We use the information we get from Google Analytics only to improve our Site and services. Google Analytics collects the IP address assigned to you on the date you visit sites, rather than your name or other identifying information. We do not combine the information collected through the use of Google Analytics with personally identifiable information. Google’s ability to use and share information collected by Google Analytics about your visits to this Site is restricted by the Google Analytics Terms of Use and the Google Privacy Policy.

OTHER WEBSITES  

 

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 19.06.2020 

 

HOW TO CONTACT US 

 

Please contact Daniel Thomas if you have any questions about our privacy notice or information we hold about you: 

 

By email info@georgefranksalon.co.uk 

Or write to us at 61 Cross Street, Sale, Manchester, M33 7HF. 

 

You also have the right to complain to the Information Commissioner’s Office. Find out on their website how to report a concern: 

www.ico.org.uk/concerns/handling  

This policy sets out what information George Frank Services LTD 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: 

Clients 

Former clients and prospective clients  

Employees 

Job applicants 

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 

RETENTION PERIOD 

Client general records 

12 months 

Client health records 

4 years 

Financial transactions, invoices and supplier details 

6 years 

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 

Maternity records 

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 

Emails 

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 every day or held in secure electronic files electronically which can be accessed only by Daniel Thomas and Paul Hampson (Directors).   

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 

Electronic files  

Emails 

Paper records, which are securely shredded.   

 

 

ACCESS TO PERSONAL INFORMATION, CORRECTION AND DELETION 

See our privacy notice – Contact Daniel Thomas 0161 905 3256 

All requests for access to personal information will be handled by Daniel Thomas, Director.   

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 

Financial transactions 

Emails  

Other electronic records 

Paper records (where applicable) 

Date completed 19/06/2020