Keeping the data we collect from you safe, secure and private is very important to us. This privacy notice explains how we, Janea Nail Studio trading as Janea Ltd, collect, use and protect any information about you when you use or interact with our website/App or visit Janea Nail Studio. This privacy notice explains in detail how we ensure your data remains private when you fill in our online appointment forms, fill in our in-salon consultation forms and sign up to our marketing communications.
Janea Nail Studio encourages you to read the policy carefully and contact us with any questions or concerns about privacy practises.
Who we are?
The data controller in respect of our website is Janea Ltd. You can contact the data controller by sending an email to firstname.lastname@example.org
What personal information do we collect? How and why do we collect it?
All data is collected in accordance with UK and EU law and is always kept confidential. Data will only be used by staff members of Janea Nail Studio who are processing or completing your services.
We need to obtain and process your personal data to be able to enter into a contract with you to sell you our services as well as to fulfil our insurance 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. We will never sell or rent your personal data to any third party.
Booking an appointment
The personal information that’s provided by you when booking your appointment online or in-salon is retained by Janea Ltd acting as Janea Nail Studio and is stored on GetTimely’s salon software secure database. This data is accessible by our staff who manage our appointments. We track who views this data and it is accessible only through secure passwords.
When you book an appointment on our website, we take your name, phone number and email address. We need these details to enable us to contact you promptly if we need to discuss details of your appointment or booked service in the time between booking and commencing of your selected appointment. We will email you prompt confirmation of your appointment when you book and send you a SMS reminder of your appointment date & time at an appropriate interval before the appointment commences. Our email communications will give you the option of making changes to your appointment more than 24 hours in advance of your appointment.
When you book online we take a non-refundable £2.50 deposit to secure your date and time. We collect your card details and process these over Stripe, our secure online payment gateway.
If you book an appointment in person, in our salon or over the telephone, we will collect and use the same information in the same way as mentioned previously. We never record telephone conversations.
Personal information stored in our secure digital booking system will be kept for 7 years from your last appointment, at which time we will delete the records from the GetTimely system.
Before your service, we need to collect some basic health information – this is to potentially highlight services that may have a negative effect on your health due to medication you are taking or a medical condition you have. You are required for health and safety purposes to disclose any medical conditions that might affect or be affected by your service. We can’t commence your booked service without this information. We collect this information in our salon immediately prior to your first service. It is your responsibility to inform us at future appointments whether any of these details have changed.
For insurance and legal purposes, we also need to collect your date of birth prior to service. We can’t perform any service without confirmation of your legal age and in some cases we may require ID to ensure you are of legal age for the service. We can’t perform services for under 16s without a completed consultation form and this must be provided along with given permission of the parental guardian.
Personal information provided on consultation forms, including name, date of birth and details of any medical information, is retained for 7 years after service. This is a legal requirement for our insurance to ensure there is data available for any future medical issues that may be related from your service. This data is collected using Consult, an App provided by GetTimely, and then transferred to the customer’s profile on the GetTimely salon software. On occasion we may use paper consultation forms in the event of the system being offline. In this situation we will keep paper consultation forms we collect in a locked file, only accessible by the company directors, and will only be reviews for individual insurance cases.
When we make the request for your health information, the reasons 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.
Marketing Communications: Emails & SMS
If you give us permission, we will send you marketing communications including:
- Emails: a follow up email to your booking appointment and marketing newsletters
- SMS message at a period after your previous booking to promote our products including, but not limited to, a new service suggestion.
We will ask for your permission to send these email/SMS communications when you visit Janea Nail Studio. You will have to select each option explicitly to give us your express consent to send either form of communication. If you sign up for these email/SMS communications, you will have to provide your name, email address and phone number. We may personalise these communications to you. If you opt into these email/SMS communications, you are then free to opt out of this at any time.
To opt out of our email communications:
- Contact us in-salon, over the phone or by email on email@example.com
- Click the unsubscribe option in the marketing emails
To opt out of our SMS communications:
- Contact us in-salon, over the phone or by email on firstname.lastname@example.org
- Reply ‘Stop’ to the SMS to opt out
You can also sign up to receive email communications on our website by providing your name and email address.
When you give us permission to send you email communications, we will transfer your details securely to Mailchimp who we use to create and send our emails.
When you give us permission to send you SMS communications, we will send you these messages from the GetTimely system.
Your rights as an individual
If your personal information is held by Janea Nail Studio, you hold rights over it.
You have the right to:
- Be informed of how your data will be used prior to collection
- Gain access to your personal data on request
- Object to direct marketing from us
- Object to us processing the individual’s personal data
- Have personal data corrected where it is incorrect, incomplete or out of date
- Request deletion of personal data
- Request having your data moved, copied or transferred from Janea Nail Studio to another organisation in an easily readable format
- Lodge a complaint directly with the supervisory authority
At any time, you can request we delete all your personal data in full. You can do this by sending an email to email@example.com with details of the request. Please note, that by doing this you forfeit records of your health information in relation to any services carried out by Janea Nail Studio, which will affect any insurance claims or our ability to assist you in any medical reactions.
If you wish to make a complaint about how your data has been handled, please send an email to firstname.lastname@example.org with details of the complaint. The issue will be investigated in full by our management team and a member of management will be in touch to discuss the outcome.
How long do we keep your data?
We are required under law to keep your personal data for a minimum of 7 years. Health information will be retained for 7 years for insurance purposes. Where we have received your consent for marketing purposes, we will retain the minimum data required until you notify us that you want us to delete your information.
We disclose your personal data to third parties for the purposes of providing our services to you, running our business and when required by law.
We share your personal data with the following categories of companies:
- Booking software companies to facilitate appointments and scheduling
- Payment providers to facilitate payments made to us.
Janea Nail Studio treats personal data confidentially and 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.
Storage of personal information
Where a data processing service provided by a third party is used, we have strict agreements in place governing the processing of your personal data. These third parties with whom we work will never share or disclose your personal information and will hold it securely at all times.
Consequences of not providing your personal information
Certain information is required by us when taking a booking including name, phone number and email address. We also require medical information in our salon prior to service to ensure that no health condition could be affected by our services.
You can choose not to provide Janea Nail Studio with any of this personal information, however we will not be able to accept your appointment or provide your service unless you do provide this personal information.
Safeguarding your personal information
Janea Nail Studio employees are assigned specific access rights and can only access the GetTimely salon software with a unique password assigned to them by management.
In the highly unlikely event of a data breach, we will inform you within 48 hours. If a data breach occurs, Janea Nail Studio will immediately act to secure your personal details to the best of our ability. Should any details be lost that result in identity theft we will inform the ICO within 48 hours.
By consenting to this privacy notice you are giving us permission to process your personal data specifically for the purposes identified. Where we are asking you for sensitive personal data we will always tell you why and how the information will be used.