Privacy Policy
This privacy notice tells you what to expect us to do with your personal information.
If you wish to contact me at anytime regarding your personal information please use the contact details below:
Madeline Fitzek
53 Kiln Avenue
Chinnor
Oxfordshire
OX39 4BZ
As a beauty therapist in order to provide safe and effective beauty treatments to each client it is a requirement that I collect certain personal information. Below are the reasons we collect this information:
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Identifying contra-indications and allergies- this includes health or skin conditions which could affect the treatment
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Legal and risk protection- this safeguards the salon against liability
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Personalized treatments- enables me to tailor your treatment and provide you the best service
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Continuity of care- helps to keep updated with any changes to the client that could affect the treatment
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Effective communication and admin- Helps build an organized client database for communicating appointment reminders, marketing and emergency’s
Information that we collect from clients includes:
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Contact Information- name, phone number, email, address, emergency contact
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Personal data- occupation, gender, health information, general wellbeing
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Record of beauty treatments, notes regarding treatment preferences
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Loyalty points, rewards earned or due
Lawful Bases for Processing Your Data
We collect and use your personal information under the following lawful bases, depending on how you interact with us:
1. Contractual Necessity
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What it means: We need this information to fulfill our agreement with you.
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How we use it: To book your appointments, send booking confirmations, manage cancellations, and provide the specific beauty treatments you requested. Without this data, we cannot provide our services to you.
2. Legitimate Interests
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What it means: We use your data for business reasons that you would reasonably expect, provided it doesn't outweigh your privacy rights.
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How we use it: To send you routine appointment reminders, follow up on your aftercare, manage our business records, and send occasional marketing updates about services you might like (which you can opt out of at any time).
3. Consent
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What it means: You have given us clear, active permission to use your details for a specific purpose.
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How we use it: To send you promotional newsletters, marketing emails, or text message offers if you are a new client or have opted in to receive them. You can withdraw your consent at any time.
4. Explicit Consent (Special Category Data)
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What it means: Because we provide physical treatments, we are legally required to collect sensitive "special category" health data (such as skin conditions, allergies, or medical history) to treat you safely.
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How we use it: We will ask you to fill out a consultation card and give your explicit, signed consent so we can ensure your treatments are safe and do not cause harm or allergic reactions.
5. Legal Obligation
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What it means: We are required to keep certain records to comply with the law.
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How we use it: To keep financial and tax records for His Majesty's Revenue and Customs (HMRC), and to maintain accurate treatment logs to comply with our professional beauty insurance policies.
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
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Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
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Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
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Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
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Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
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Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
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Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
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Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
How Long We Keep Your Data
Under the UK GDPR storage rules, we do not keep your information "just in case". We only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including satisfying any legal, accounting, or insurance requirements.
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Treatment Records & Consultation Cards: We keep your treatment history, consultation cards, and medical notes for a minimum of 7 years from the date of your last treatment. This period is strictly mandated by our professional beauty insurance policy to protect against potential future liability or negligence claims.
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Minor Clients (Under 18): If you are a minor, your records are kept for 7 years after you turn 18 (until your 25th birthday).
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Financial & Tax Records: Invoice information, payment records, and transactional history are held for 6 years to comply with UK tax laws and HMRC requirements.
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Marketing & Contact Details: If you have opted-in to receive promotional updates, we will hold your details until you choose to opt out or withdraw your consent.
How We Keep Your Consultation Cards Safe
We take data security very seriously and implement strict measures to ensure your sensitive medical and personal details are protected from unauthorized access, loss, or misuse.
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Digital Consultation Cards: If you complete your consultation card digitally, your information is stored on a secure, GDPR-compliant software platform. All data is encrypted and protected by strong passwords and multi-factor authentication (MFA).
If you have any concerns about our use of your personal information, you can make a data protection complaint to us at:
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
ICO Head Office
4th Floor, No.3 Circle Square
5 Hawkshaw Street
Manchester
M1 7BL
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint