Introduction

This Privacy Policy explains the types of personal information that we may collect about you when you interact with our company as a customer instore or via our website. It also explains how we'll store and handle your data. This policy is fairly detailed however, we are committed to ensure that you are fully informed about your rights and how Oakwood Beauty process and use your data.

To assist you, our privacy policy is divided as follows:

• 1. Information about us.
• 2. What legal basis do we have to collect data?
• 3. When do we collect your personal data?
• 4. What personal information do you collect?
• 5. How do you collect this information?
• 6. How do you use my information?
• 7. How long do you keep my information for?
• 8. How do you protect my information?
• 9. Who do you share personal information with?
• 10. What rights do I have?
• 11. Updating our Privacy Policy

1. Information about us.

Oakwood Beauty was founded by Lisa Miller in 2003. Over a decade later, Lisa's focus on client's needs and exceptional service remain the driving force behind the business. Throughout this policy, references to, Oakwood Beauty, we, us and our; refer to Oakwood Beauty Limited, a company registered in England and Wales with a company number of 08945943. Our registered office is 10 The Square, Riverhead, Sevenoaks, Kent, TN13 2AB. For the purposes of this policy Oakwood beauty Limited is the data controller.

2. What legal basis do we have to collect data?

Data protection law sets out different reasons that permit an organisation to collect and process your personal data, including:

Consent

Most often, we collect personal information with your consent. For example, if you wish to sign up for our privilege loyalty scheme certain information is necessary. When the need arises to collect your personal data, we'll always make clear to you which data is necessary in connection with a particular service. Contractual necessity Personal data may be processed on the basis that such processing is necessary in order to enter into or perform a contract with you as a customer. For example, if you order an item from us for delivery, we'll collect your address details to deliver your purchase, and pass them to our courier.

Legal compliance

If the law requires us to, we may need to collect and process your data. For example, prior to supplying a beauty treatment, we are required to collect and process specific information to ensure record keeping and suitability.

Legitimate interest

In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests. For example, we will use your purchase history to send you or make available personalised offers or better cater for your preferences.

3. When do we collect your personal data?

• Prior to your first treatment.
• When you sign up for our loyalty schemes.
• When you create an online account on our website.
• When purchasing online products or when booking appointments.
• When you engage with us on social media.
• When you choose to complete surveys.
• When you comment on or review our products and services.
• When you visit our premises that operate CCTV.

4. What personal information do you collect?

We may collect and process some of the following information about you including:

• your name.
• your date of birth.
• your contact phone numbers (including mobile).
• your email and postal address.
• any relevant health details that may have a bearing on the treatments that you request.
• details of any prescription supplied to you by your healthcare professional or medical practitioner.
• information that you provide by filling in forms on our website.
• details of your visit to the website and any transactions you carry out on the website.
• any other information you have voluntarily given us.
• Your image may be recorded on CCTV.
• Your comments and product reviews.

5. How do you collect this information?

Only personal information supplied directly by yourself voluntarily through direct communication or interaction, will be stored or processed. No personal information will be sought or collected, except when we are legally required to do so. This includes institutions or people that you have authorised to provide information on your behalf (for example, parents or guardians.) To protect our customers, visitors, employees, premises and assets from crime, we operate CCTV systems in our store.

6. How do you use my information?

We may use your personal information for:

• your treatment and recommendations.
• providing our products and services to you.
• letting you know when your next treatment is due.
• dealing with your bookings queries or refunds.
• direct communications with you.
• with your consent, to supply offers of products and services to you.
• customer service reviews and tracking to improve the service that we provide to you.
• letting you know about changes to our products and services.
• To positively identify you, to protect you from identity fraud and other illegal activities.

We may also use the information for legitimate business interests:

• carrying out security checks to protect against fraudulent transactions (when you buy a product or service from us or after you have placed an order) to prevent and detect crime.
• keep to laws or regulations which apply to us, including preventing or detecting when we fail to do so.
• maintaining records for tax purposes.
• defending any claims and other corporate purposes.
• managing and dealing with insurance claims.

How long do you keep my information for?

We'll only keep it for as long as is necessary for the purpose for which it was originally collected. For example, the personal data you supply us prior to receiving a treatment, will be stored a minimum of seven years, so we may comply with insurance, legal or regulatory requirements.

How we protect your data?

All collected data is handled with the utmost care and all appropriate steps are taken to protect it. Data is transmitted and stored in an encrypted unreadable state that can only be interpreted and displayed by our own systems.

9. Who do you share my personal information with?

It is sometimes necessary to share some of your personal information with trusted third parties as part of the service that we supply to you. For example, couriers will require your name and address details to complete delivery. Should third party involvement become necessary, we will provide only the information that they require to perform their specific role.

We do not supply any information to third parties for their own purposes unless:

• we are legally obliged to do so.
• a claim is made, or could be made, against us that requires personal information to be passed to our insurers.
• details are requested by the police or other external law-enforcement agencies, in order to prevent or detect fraud (including fraudulent transactions) and criminal activity.
• we sell or buy any business or assets, that require that we may reveal personal information about you to the prospective seller or buyer of that business or the assets.
• Should ownership of the business be transferred, your personal data, if relevant, will be transferred to the new owner or controlling party, under the terms of this policy.

What are your rights over your personal data?

You have the right to request:

• Access to the personal data we hold about you.
• The correction of your personal data when incorrect, out of date or incomplete.
• That we stop using your personal data for direct marketing (either through specific channels, or all channels).
• That we stop any consent-based processing of your personal data after you withdraw that consent.
• You can contact us to request to exercise these rights at any time as follows:

What if I've just changed my mind?

Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent. In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so, unless we believe we have a legitimate overriding reason to continue processing your personal data. If this is the case we will provide you with a reason.

11. Updating our Privacy Policy

We may need to make alterations to our Privacy Policy from time to time. So that you are aware of any changes that may affect how you wish to use our services, we shall notify you of any alterations or additions that we make. Following changes to our Privacy Policy our services will be subject to the updated policy.