Maze Hair – Privacy Policy

1. Introduction

At Maze Hair, we respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, store and protect your personal data when you visit our salons in Thame and Long Crendon, book an appointment, use our services or contact us.

We handle your information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

In this policy, “Maze Hair”, “we”, “us” and “our” refer to the business operating our hair salons in Thame and Long Crendon.

2. Information We Collect

We may collect and process the following types of personal information:

  • Personal details: Your name, telephone number, email address and other contact details you provide.
  • Appointment information: Your booking history, appointment dates and times, preferred stylist, treatments and services requested.
  • Hair and treatment information: Details of your hair type, colour history, previous treatments, product preferences and consultation notes.
  • Health and allergy information: Where necessary, information about allergies, sensitivities, relevant medical conditions and patch test results to help us provide treatments safely.
  • Payment information: Details needed to process payments, deposits, refunds or cancellation fees. Card payments may be processed securely by a third-party payment provider.
  • Communications: Information you share with us by telephone, email, social media, online forms or in person.
  • Photographs: Before-and-after photographs or hairstyle images, where you agree to their use.
  • Website information: Technical information such as your IP address, device information and cookie data, where applicable.

We only collect information that is relevant and necessary for the purposes explained in this policy.

3. How We Use Your Information

We use your personal information to:

  • Manage appointments, bookings, cancellations and rescheduling.
  • Provide hairdressing services, consultations and personalised recommendations.
  • Maintain relevant hair colour, treatment and product records.
  • Carry out patch tests and take account of allergies or sensitivities where required for treatment safety.
  • Contact you about appointments, including confirmations, reminders and changes.
  • Process payments, deposits, refunds and any applicable cancellation charges.
  • Respond to enquiries, feedback, complaints and requests.
  • Improve our customer service and salon operations.
  • Meet our legal, regulatory, insurance and record-keeping obligations.
  • Send promotional messages about offers, services and salon news, where permitted by law and where required consent has been obtained.

We will not use your personal information for purposes that are incompatible with those explained here without providing further information where required.

4. Our Lawful Bases for Processing

Under UK data protection law, we must have a lawful basis for using your personal information. Depending on the circumstances, we rely on the following:

  • Contract: To manage your appointments and provide the services you have requested.
  • Legitimate interests: To manage our business, maintain appropriate client records, respond to enquiries, improve our services and protect our legal interests, where these interests do not override your rights.
  • Legal obligation: To comply with applicable laws, accounting requirements and other legal responsibilities.
  • Consent: Where you have agreed to receive certain marketing communications or to the use of photographs for promotional purposes, where consent is the appropriate legal basis.
  • Health and allergy information: Where we process information about your health, allergies or patch test results, we will identify an applicable UK GDPR special-category condition and lawful basis for that processing. Where appropriate, this may involve your explicit consent or processing necessary for the establishment, exercise or defence of legal claims.

You can withdraw consent at any time where we rely on consent. This will not affect the lawfulness of processing carried out before you withdrew it.

5. Marketing and Communications

We may contact you about appointments and services you have requested.

We may also send you information about salon news, offers, promotions and new treatments where we are legally permitted to do so.

You can opt out of marketing communications at any time by following the unsubscribe instructions in the message or contacting us directly.

We will not sell your personal information to third parties for their own marketing purposes.

Opting out of marketing will not prevent us from sending essential messages relating to your appointments or other necessary service communications.

6. Photographs and Social Media

We may take photographs of hairstyles to maintain client records or demonstrate our work.

We will seek appropriate permission before using identifiable photographs of you for promotional purposes, including on our website, social media accounts, advertising or other marketing materials.

Agreeing to promotional photography is optional and is not a condition of receiving our salon services.

If you have previously agreed to promotional use and wish to withdraw your consent, please contact us. We will stop future use where required, although we may not be able to remove material already shared or copied by third parties.

7. Sharing Your Information

We treat your personal information confidentially. We may share it where necessary with:

  • Booking and salon management providers: To manage appointments and customer records.
  • Payment providers: To process payments, deposits and refunds.
  • IT, website and communication providers: To operate our business systems and communicate with you.
  • Professional advisers and insurers: Where necessary for legal, financial or insurance purposes.
  • Authorities or regulators: Where disclosure is required by law or necessary to protect our legal rights.

We require service providers handling personal information on our behalf to protect it appropriately and only use it in accordance with their responsibilities.

We do not sell or rent your personal information.

Where a third-party service processes information outside the UK, we will ensure that any required legal safeguards are in place.

8. How We Protect Your Information

We take reasonable technical and organisational measures to protect your personal information against unauthorised access, loss, misuse, alteration or disclosure.

These measures may include restricting access to client records, using password-protected systems, securing paper records and working with appropriate service providers.

However, no method of electronic storage or transmission is completely secure, and we cannot guarantee absolute security.

9. How Long We Keep Your Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including legal, accounting, insurance and record-keeping requirements.

Retention periods may vary depending on the type of information:

  • Appointment and client records: For as long as necessary to manage our relationship with you and maintain relevant business records.
  • Consultation, allergy and patch test records: For as long as necessary for treatment safety, appropriate record-keeping and any relevant legal or insurance requirements.
  • Payment and financial records: For the period required by applicable financial and tax legislation.
  • Marketing information: Until you unsubscribe or withdraw consent, or until the information is no longer required.
  • Photographs: Until they are no longer needed for their stated purpose or, where applicable, until consent is withdrawn.

When information is no longer required, we will securely delete it or anonymise it where appropriate.

10. Your Data Protection Rights

Under applicable data protection law, you may have the right to:

  • Access the personal information we hold about you.
  • Rectify inaccurate or incomplete information.
  • Erase your personal information in certain circumstances.
  • Restrict how we process your information in certain circumstances.
  • Object to processing based on legitimate interests and to direct marketing.
  • Request data portability where the relevant legal conditions apply.
  • Withdraw consent where we rely on consent.

These rights are subject to certain legal conditions and exceptions.

To exercise your rights, please contact Maze Hair using the contact details provided below. We may need to verify your identity before responding.

You also have the right to complain to the UK Information Commissioner’s Office (ICO) if you are concerned about how we handle your personal information.

Website: https://ico.org.uk/make-a-complaint/

11. Cookies and Website Usage

If you visit our website, we may use cookies or similar technologies to make the website work, understand how it is used and improve your experience.

Where required, we will ask for your consent before placing non-essential cookies on your device.

You can manage cookies through the settings provided on our website and through your browser. Disabling certain cookies may affect website functionality.

If our website uses analytics, advertising or embedded third-party services, further details about those services and their cookies should be provided in our cookie information.

12. Third-Party Websites and Services

Our website or social media pages may contain links to third-party websites or services, including online booking platforms.

Those websites operate under their own privacy policies, and we are not responsible for their privacy practices. We recommend reviewing their policies before submitting personal information.

13. Children’s Personal Information

We may provide hairdressing services to children and young people. Where we collect personal information about a child, we will handle it appropriately and in accordance with applicable data protection law.

Where necessary, we may communicate with a parent or guardian about appointments, treatment safety or other relevant matters.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business, services, technology or legal requirements.

The latest version will be made available on our website, where applicable, with the updated date shown at the top.

15. Contact Maze Hair

If you have any questions about this Privacy Policy, wish to exercise your data protection rights or have concerns about how your information is handled, please contact us.

Business: Maze Hair
Salon locations: Thame and Long Crendon
Telephone: 01844 218215 (Thame) 01844 202280 (Long Crendon)

For independent advice or to raise a concern about data protection, contact the Information Commissioner’s Office:

Website: https://ico.org.uk/

Thank you for choosing Maze Hair. We value your trust and are committed to treating your personal information with care and respect.