P R I V A C Y P O L I C Y
The following Privacy notice outlines how Alison Wilkinson Permanent Cosmetics collects, uses, protects and transfers your personal data.
The Data Protection Officer/Data Owner is the Business Owner, Alison Wilkinson. You can contact the Data Protection Officer/Data Owner by sending an email to alisonwilkinsonspc@outlook.com or writing to
Alison Wilkinson Permanent Cosmetics
Garfield House
9 Bank Street
Castleford
West Yorkshire
WF10 1JD
PERSONAL DATA COLLECTED
The personal data collected we will need to collect is as follows;
Name
Home Address
Email Address
Date of birth
Phone number
Name of GP
Health/Medical information in order to carry out any procedure safely.
PURPOSE AND LEGAL BASIS FOR PROCESSING YOUR DATA
Alison Wilkinson Permanent Cosmetics take your privacy seriously and we will never sell or pass on 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 fulfill 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 (ie 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?
Alison Wilkinson Permanent Cosmetics is the Data Controller and processes your personal information for the purposes laid out in this Privacy Notice. Ovatu, acts as data processor on behalf of the business and have access to personal information only in cases that customer support or troubleshooting is required by Alison Wilkinson Permanent Cosmetics. They must process the personal information in accordance with this Privacy Notice and as permitted by applicable General Data Protection Regulations and data protection laws.
WHY YOUR PERSONAL DATA IS PROCESSED
Collect specific personal data (name, address, email, contact no, DOB) that is required to enter into a contract to provide a service or product.
Engage in communication with you including appointment confirmation and reminders, requests to cancel or change bookings, forward e-consultation forms.
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 and medical history.
Ensure a safe service and provide industry standard advice.
Select relevant offers, promotions and information for you.
Estimate the numbers 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 Alison Wilkinson Permanent Cosmetics, 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 Data Officer at Alison Wilkinson Permanent Cosmetics.
You also have the right:
To be informed of how your personal data will be used before its collected.
To access your personal data and information on how your information is used after it has been gathered.
To have personal data collected if it is incomplete, inaccurate or out of date.
To request the removal or deletion or 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 Alison Wilkinson Semi Permanent Cosmetics 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 talking or a condition you have. Alison Wilkinson Permanent Cosmetics 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 the specific treatment you have requested.
PROCESS OF COLLECTION
Your personal data is collected when you provide it to us through Ovatu, our client and treatment management system software, our website, over the phone, in person at Alison Wilkinson Semi Permanent Cosmetics, by email, social media, in writing or by any other means by which you provide it to us. Information is stored using the Ovatu software platform as well as some level of paper record keeping.
Alison Wilkinson Permanent Cosmetics can give you access to information about your account and bookings through Ovatu software, for the limited purpose of viewing and updating that information.
CHILDRENS PRIVACY
Alison Wilkinson Permanent Cosmetics 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 the age of 18, please contact Alison Wilkinson Permanent Cosmetic and if we cannot immediately obtain appropriate parental or guardian consent, we will remove the personal data from storage.
DATA SHARING
Your personal data is shared only with Ovatu, our client and treatment management system software in case that customer support and troubleshooting is required for the studio. Alison Wilkinson Permanent Cosmetics 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 or our legal obligations under the relevant GDPR and Data Protection Laws.
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.
OVATU
Alison Wilkinson Permanent Cosmetics use software provided by Ovatu to manage client consultations and appointment scheduling, customer relations management and marketing.
HOW LONG DO WE KEEP YOUR DATA?
Alison Wilkinson Permanent Cosmetics retains your personal data for as long as necessary to provide you with our services as our client. We 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
• Transfer of personal information
When your personal data is processed through Ovatu, who are based in Sydney Australia, with offices in the United Kingdom, all of it is held in the cloud in regulation with the necessary General Data Protection Regulations. During this process all your data is encrypted when passing through the internet using bank-grade encryption.
CONSEQUENCES OF NOT PROVIDING YOUR PERSONAL INFORMATION TO THE TREATMENT ROOM
In the event that you want to attend for a service or purchase a product from Alison Wilkinson Permanent Cosmetics, certain personal information is required to enter into a contract with you. Alison Wilkinson Permanent Cosmetics 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 process of a contract. You can always choose not to provide personal information: however, we would 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 Ovatu client and treatment management system and all your data is encrypted when passing through the internet using bank-grade encryption. Any paper files recording your personal data are held in a locked filling cabinet or safe, off site which can only be accessed by authorised personal.
COMPLAINTS
In the event that you want to make a complaint about how your personal data was gathered, how it is being processed by Alison Wilkinson Permanent Cosmetics (or third parties used by us) or you are not satisfied about how a complaint has been handled, you retain the right to lodge a complaint directly with the Data Protection Officer/ GDPR Owner at Alison Wilkinson Permanent Cosmetics and also the following:
ICO
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF