Introduction

The following privacy notice outlines how The Spa Therapy Room collects, uses, protects and transfers your personal data. The Spa Therapy Room is a salon that provides spa and beauty salon services.

The data protection officer/data owner for the The Spa therapy Room is Lisa Milne.

You can contact the data protection officer/data owner by

Email; info@the-spa-therapy-room.co.uk
Writing; The Spa therapy Room, 24a Baddow Road, Chelmsford, Essex, CM2 0DG
Telephone; 01245 356549

Purpose and Legal Basis for Processing Your Data

The Spa Therapy Room takes your privacy seriously and we will never sell or rent your personal data to any third-party. Sharing of your data and direct marketing activities are only carried out with your express consent, which you are free to withdraw at anytime.

We need to obtain and process your personal data to provide you with our products, services and treatments and to fulfil our business and legal obligations. We will never collect any personal information from you that we do not need or retain any data that is no longer necessary for the purposes specified in this notice.

Where we request sensitive personal data from you (i.e. health or medical data), the reason(s) for the request will be clearly given along with the purposes of the processing. Explicit consent through a signature will always be required for us to obtain and process your health information.

Personal data collected

The personal data that we collect is:

  • Name
  • Home address
  • Email Address
  • Date of Birth
  • Phone number
  • Health information

Your rights as the individual

If your personal data is held by The Spa Therapy Room you hold particular rights over it.

Where you have provided consent for us to contact you as part of our services, you have the right to modify or withdraw your consent at any time by using the unsubscribe option accompanied with all of our direct marketing or by contacting The Spa Therapy Room Data Officer.

You also have the right:

  • To be informed of how your personal data will be used before it is collected.
  • To access your personal data and to access information on how your information is used after it has been gathered.
  • To have personal data corrected if it is incomplete, inaccurate or out-of-date.
  • To request the removal or deletion of personal data where there is no compelling reason for its continued processing.
  • To restrict processing, to ‘block’ processing of your personal data.
  • To data portability, having your data moved, copied or transferred from The Spa Therapy Room to another organisation in an easily readable format.
  • To object to direct marketing from us.

Special categories of personal data collected

Health questions are asked in many of our consent forms to potentially highlight treatments that may have a negative effect on your health due to medication you are taking or a condition you have. The Spa Therapy Room asks for consent prior to gathering and processing this information. At any time after giving consent, you can withdraw your consent, subject to legal, insurance and contractual restrictions (see more on ‘your rights as an individual’). Your privacy is very important to us and we only use this information for determining your suitability for a product or a treatment.

Childrens Privacy

The Spa Therapy Room does not collect the personal data of children under the age of 18 without parental or guardian consent. If you believe that we hold any information from or about a child under age 18, please contact The Spa Therapy Room and if we cannot immediately obtain appropriate parental or guardian consent, will remove the personal data from storage.

Process of collection

Your personal data is collected when you provide it to us through salon software, our website, salon app, online payment services, over the phone, in The Spa Therapy Room salon, by email, social media, in writing or any other means by which you provide it to us. Information is stored using software platforms as well as some level of paper record keeping.

The Spa Therapy Room gives you access to information about your salon account and bookings through the salon software, for the limited purpose of viewing and updating that information.

Use of Data Processors

Data processors are third parties who provide some elements of our business services for us. Where we use a third-party, we have strict agreements in place governing the processing of your personal data, on which no action can be taken without instruction from us. The third-parties with whom we work will never share or disclose your personal information and will hold it securely at all times.

Data Sharing

The Spa Therapy Room shares personal information with third-party service providers for bookings, payments, loyalty and gift cards, marketing and storing information. The Spa Therapy Room does not share your personal information with any third-party without your prior consent, other than those already disclosed in this privacy notice or as part of our legal obligations under the relevant data protection laws.

How Secure Is Your Data With Third Party Service Providers?

All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

How Long Do We Keep Your Data?

The Spa Therapy Room retains your personal data for as long as necessary to provide you with our services as our client. The Spa Therapy Room are required under tax laws to keep your personal data for a minimum of 7 years. Health and Safety records will be retained for 10 years and where we have your consent for marketing purposes; we will retain the minimum required data until you notify us that you no longer wish to receive such information.

The criteria for which we would continue to process your personal information includes:

  • Where there is a legal basis, obligation or legitimate interest to continuing processing your personal information
  • Where processing is necessary for the establishment, exercise or defence of legal claims

Consequences of not providing your personal information to The Spa Therapy Room

In the event that you want to purchase a product or service from The Spa Therapy Room certain personal information is required to enter into a contract with you. The Spa Therapy Room will not be able to enter into a contract with you to fulfil an attempt to purchase a product or service if you do not provide your personal information.

As noted in this privacy statement, we are processing your personal data to comply with legal and statutory obligations and in the performance of a contract. You can always choose not to provide personal information; however, we will be unable to provide certain products, services and treatments in these instances.

Safeguarding your Personal Data

Appropriate measures are taken to protect your personal data from access from unauthorized persons or inappropriate access, internal or external. This means all personal data passed to The Spa Therapy Room is secured and can only be accessed by authorised personnel. Employees are only assigned specific access rights and can only access personal information.

Complaints

In the occurrence that you want to make a complaint about how your personal data was gathered, how it is being processed by The Spa Therapy Room (or third parties used by The Spa therapy Room) or you are not satisfied about how a complaint has been handled, you retain the right to lodge a complaint directly with the supervisory authority and The Spa Therapy Room and The Spa therapy Room Data Protection Officer/ GDPR Owner.

Data Protection Supervisory Authority

Data Protection Commissioner, Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

+44 (0) 303 123 1113

The Spa Therapy Room Data Protection Officer/GDPR Owner
The Spa Therapy Room, 24a Baddow Road, Chelmsford, Essex CM2 0DG

Changes To This Privacy Notice

We reserve the right to update this privacy notice at any time, and we will provide a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.