Privacy Policy of Willow & Hearth Hair Studio

At Willow & Hearth Hair Studio, we are committed to protecting the privacy and security of our clients' personal information. This Privacy Policy outlines how we collect, use, and protect the information you provide to us when you visit our studio, use our services, or interact with us online. We operate in compliance with the UK General Data Protection Regulation (UK GDPR) and other applicable data protection laws.

1. Information We Collect

We collect various types of information to provide and improve our hairdressing and beauty services. This may include:

• Personal Identification Information: Such as your name, address, email address, and phone number when you book an appointment, register for a service, or sign up for our newsletter.
• Service-Related Information: Details about the services you have received, your preferences, hair type, scalp conditions, and any allergies or sensitivities relevant to our treatments (e.g., colour patch test results).
• Payment Information: When you make a payment for services, we collect transaction details. We do not store full credit card details on our servers; this is handled securely by our third-party payment processor.
• Communication Data: Records of your communications with us, including emails and telephone calls.
• Website Usage Data: Information about how you interact with our website, such as IP address, browser type, pages visited, and time spent on pages. This helps us improve our online presence.

2. How We Use Your Information

We use the collected information for the following purposes:

• To Provide Services: To book and manage your appointments, perform requested services (e.g., Precision Haircuts, Colouring & Highlights, Scalp Treatments), and ensure service quality.
• Client Communication: To send appointment confirmations, reminders, and updates regarding our services.
• Personalisation: To tailor our services and haircare recommendations (e.g., Haircare Consultations) to your specific needs and preferences.
• Marketing and Promotions: With your consent, we may send you information about new services, special offers, or events at Willow & Hearth Hair Studio.
• Improvement of Services: To understand how our services are used, gather feedback, and continually improve the client experience.
• Legal Compliance: To comply with legal obligations, resolve disputes, and enforce our agreements.

3. Legal Basis for Processing

We process your personal information based on the following legal grounds:

• Contract: Processing is necessary for the performance of a contract with you (e.g., providing hairdressing services you have booked).
• Consent: Where you have given explicit consent for specific processing activities (e.g., for marketing communications). You can withdraw your consent at any time.
• Legitimate Interests: Where processing is necessary for our legitimate interests (e.g., improving our services, preventing fraud), provided these interests do not override your fundamental rights and freedoms.
• Legal Obligation: Where processing is necessary to comply with a legal obligation (e.g., tax records).

4. Data Sharing and Disclosure

We do not sell or rent your personal information to third parties. We may share your information with:

• Service Providers: Trusted third-party service providers who assist us in operating our business and providing services (e.g., online booking systems, payment processors, IT support). These providers are contractually obligated to protect your data and only use it for the purposes for which we disclose it to them.
• Legal Requirements: If required to do so by law or in response to valid requests by public authorities (e.g., a court order or government agency).
• Business Transfers: In connection with a merger, acquisition, or sale of all or a portion of our assets, your personal information may be transferred as part of that transaction.

5. Data Security

We implement appropriate technical and organisational measures to protect your personal information from unauthorised access, disclosure, alteration, and destruction. These measures include secure servers, encryption, access controls, and regular security audits. However, no method of transmission over the internet or method of electronic storage is 100% secure.

6. Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. Generally, client service history and contact details are kept for a period consistent with typical client relationships in the hairdressing industry, typically up to 7 years after your last visit to comply with legal obligations, unless you request earlier deletion.

7. Your Data Protection Rights

Under UK GDPR, you have the following rights concerning your personal data:

• The right to access: You have the right to request copies of your personal data.
• The right to rectification: You have the right to request that we correct any information you believe is inaccurate or incomplete.
• The right to erasure: You have the right to request that we erase your personal data, under certain conditions.
• The right to restrict processing: You have the right to request that we restrict the processing of your personal data, under certain conditions.
• The right to object to processing: You have the right to object to our processing of your personal data, under certain conditions.
• The right to data portability: You have the right to request that we transfer the data that we have collected to another organisation, or directly to you, under certain conditions.

To exercise any of these rights, please contact us using the details provided below. We will respond to your request within one month.

8. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any significant changes by posting the new Privacy Policy on our website and updating the "last updated" date. We encourage you to review this Privacy Policy periodically.

9. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:

Willow & Hearth Hair Studio
4502 Primrose Lane
Suite 3A
Bath, Somerset
BA1 3RQ
United Kingdom

10. Complaints

If you are not satisfied with our response or believe we are processing your personal data unfairly or unlawfully, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues.