Faversham Quarters Privacy Policy.

Introduction.

The following privacy notice outlines how Faversham Quarters collects, uses, protects and transfers your personal data. Faversham Quarters is a salon that provides services including Waxing, Threading, Electrolysis, Tinting, Lash Lifting, Lash Extensions, Make Up, Nail Treatments, Spray Tanning, Facials, Body Treatments, Massage, Advanced Cosmetic Procedures, Semi Permanent Make Up, Microdermabrasion, Oxygen and Micro-needling.

The data protection officer/data owner for the organisation is Rebecca Nutt. You can contact the data protection officer/data owner by sending an email to reception@favershamquarters.co.uk or writing to 73-74 Preston Street, Faversham, Kent, ME138PA.

Personal data collected

The personal data that we collect is:

·​ ​Name

·​ ​Home address

·​ ​Email Address

·​ ​Date of Birth

·​ ​Phone number

·​ ​Health information

Purpose and Legal Basis for Processing Your Data

Faversham Quarters 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 any time.

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.

Who is processing my data?

Faversham Quarters, 73-74 Preston Street, Faversham, Kent, ME138PA are the data controller and processes your personal information for the purposes laid out in this privacy notice. Phorest, Anglesea Mills, 9 Anglesea Row, Smithfield, Dublin 7, D07 W5NE, Ireland, acts as data processor on behalf of Faversham Quarters and have access to personal information only​[GG1] ​ in cases that customer support or troubleshooting is required by Faversham Quarters. Further, they must process the personal information in accordance with this Privacy Notice and as permitted by applicable data protection laws.

Your personal data is processed to:

·​ ​Collect specific personal data (name, address, email, contact number, DOB) that is required to enter into a contract to sell a product or service.

·​ ​Engage in communication with you including confirmation and reminders of appointments, and requests to cancel or change bookings.

·​ ​Collect Health information to perform the agreed services appropriately, and potentially highlight areas that products and services may cause issues to clients because of their health.

·​ ​Ensure a safe service and provide industry standard advice.

·​ ​Select relevant offers, promotions and information for you.

·​ ​Estimate the number of customers we have.

·​ ​Hold personal data that is required by law or to respond to legal process.

·​ ​Hold for insurance purposes.

·​ ​Store customer records.

Your rights as the individual

If your personal data is held by Faversham Quarters you hold particular rights over it.

Where you have provided consent for us to contact you as part of our marketing 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 Faversham Quarters 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 information on how your information is used after it has been gathered.

· To h​ave 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.

· T​o data portability, ​having your data moved, copied or transferred from

Faversham Quarters 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. Faversham Quarters asks for consent prior to gathering and processing this information. At any time after giving consent, you can withdraw you 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 the treatment.

Process of collection

Your personal data is collected when you provide it to us through Phorest software, our website, over the phone, in Faversham Quarters salons, by email, social media, in writing or any other means by which you provide it to us. Information is stored using the Phorest software platform as well as some level of paper record keeping.

Faversham Quarters gives you access to information about your​[GG2] ​ account and bookings through Phorest software, for the limited purpose of viewing and updating that information.

Children’s Privacy

Faversham Quarters does not collect the personal data of children under the age of 16 without​[GG3] ​ parental or guardian consent. If you believe that we hold any information from or about a child under age 16, please contact Faversham Quarters and if we cannot immediately obtain appropriate parental or guardian consent, will remove the personal data from storage.

Data​[GG4] ​ Sharing

Your personal data is shared only with Phorest representatives in cases that customer support and troubleshooting is required for the salon. Faversham Quarters do 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.

Use of Data Processors​[GG5]

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.

Phorest

Faversham Quarters use software provided by Phorest to​[GG6] ​ [insert why it is used, what data it holds etc].

Here is a link to their Privacy Notice. https://www.phorest.com/privacy-notice

How Long Do We Keep Your Data?

Faversham Quarters retains your personal data for as long as necessary to provide you with our services as our client. Faversham Quarters 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

Transfers of personal information

When your personal data is processed through Phorest software, all of it is held within the EU. Your information is processed by the Phorest software and stored in the Amazon Web Services cloud. During this process your data is encrypted in transit and at rest.

Consequences of not providing your personal information to Faversham Quarters

In the event that you want to purchase a product or service from Faversham Quarters, certain personal information is required to enter into a contract with you. Faversham Quarters 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 unauthorised persons or inappropriate access, internal or external. Your connection to the Phorest system uses a HTTP Secure communication protocol and TLS security. This means all information passed to the Phorest system is encrypted during data input and transfer to the cloud. Any paper files recording your personal data are held in a locked filing cabinet or safe which can only be accessed by authorised personnel in the salon. Employees are only assigned specific access rights and can only access the salon software with the PIN number assigned to them by the management of the salon.

Complaints

In the occurrence that you want to make a complaint about how your personal data was gathered, how it is being processed by Faversham Quarters (or third parties used by Faversham Quarters) 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 Faversham Quarters and also the Faversham Quarters Data Protection Officer/ GDPR Owner.

Data Protection Supervisory Authority

Data Protection Commissioner, Canal House, Station Road, Portarlington, Co. Laois, Ireland​[GG7] ​ R32 AP23

+353 (0) 57 8684800

Data Protection Commissioner, Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire​[GG8] ​, SK9 5AF

+44 (0) 303 123 1113

Faversham Quarters Data Protection Officer/GDPR Owner

Rebecca Nutt, Faversham Quarters, 73-74 Prestin Street, Faversham, Kent, ME138PA

Cancellation policy –

Faversham Quarters requires a minimum of 24 hours notice to cancel or reschedule appointments, failure to do so will cause a late cancellation fee to be charged.  The late cancellation fee can be from 50-100% of your total appointment charge.  Failure to pay the late cancellation fee could result in cancellation of further appointments and the implementation of a booking fee to secure any further bookings.

Booking fee –

Faversham Quarters, at its discretion, may require a non refundable booking fee to secure an appointment.  This can be 50-100% of your total appointment charge. This may also be linked to the failure to pay the late cancellation fee.

Patch testing –

Some services require a patch test a minimum of 24 hours prior to appointment. If you do not attend a patch test your appointment may not be able to go ahead and you will be charged for the full cost of the service. By booking and attending the appointment you agreeing to these conditions.

Complaints and Refunds –

At Faversham Quarters we want you to 100% quality and satisfied with the service and treatments that we provide, but we are not perfect, and very rarely we might not live up to your standards.  If for any reason, you are unhappy with your service or treatment please let us know immediately so we can rectify the situation and make all things well again.

If you don’t tell us we may never know how you feel and won’t be able to do anything about it, so please help us to give you that 100% quality you deserve and we desire to give.

Faversham Quarters does not offer a refund policy, if you are unhappy with your service or treatment please let us know so we can rectify this for you.

Gift vouchers –

Faversham Quarters Gift Vouchers are valid for 6 months from the date of purchase. Proof of voucher must be displayed when redeeming at the salon. Failure to supply your voucher or proof of purchase may result in you paying for your appointment by other means. Vouchers may be used to purchase treatments or products from Faversham Quarters.

Promotions –

Certain promotions will have their own separate terms and conditions depending on the offering so please see offer emails for relevant information.

Treat Card Terms and Conditions – 

To become a member you must purchase a card for £1.00.

If you lose your card you will need to purchase a new one at £1.00.

If you card breaks and you can provide the broken card as evidence & Faversham Quarters will supply you with a new one at no extra cost.

You must present your card at time of payment to receive any benefits, if the card is not presented Faversham Quarters can not backdate any benefits in the future.

Each purchase at Faversham Quarters will build up points at equivalent to 1 point per £1.00. As your points build up you will be offered treatments that you have not had before as a FREE treat, these are calculated by our software management system (Phorest) and are not at Faversham Quarters’ discretion.

If the treatment you want to try is not on offer you will either have to wait until sufficient points have been accrued or purchase the treatment yourself.

Once you have been offered a treatment and used your free treat this treatment will not be offered to you again in the future.

To claim your FREE treat it must be accompanied with a paid treatment/s of your choice up to and above the value of £20.00.

FREE treats are not available for you to use in December but you are free to use these any other month of the year. These are also only available for use on Mondays, Tuesdays, Wednesdays and Thursdays. You may need to see a different therapist for part or all of your treatment booking. Faversham Quarters can not guarantee you will see a specific therapist for your FREE treat.