This Privacy Notice has been written for clients of Beauty by Emma. It explains what personal data is collected and stored, why it is needed, and what your rights are. 

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1. CLIENT RECORDS

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Client Records are created for each person who accesses treatments or services from Beauty by Emma. Your Client Record will include a physical copy of any forms you have completed, along with any digital data you have provided (for example if you fill in a form on this website). The more information you provide, the more detailed your Client Record will be. This is the safest and most effective way to store your data, because everything is in one place and can easily be accessed, updated or deleted (see 'Your Rights' section below).

 

The following information is stored securely in your Client Record and will only be used for the purposes of your treatment.

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1.1 Consultation Form

Before your first treatment, you’ll be asked to complete a confidential Consultation Form, which needs to be checked and signed on all subsequent visits. This form is necessary for insurance purposes and to help make sure treatments are safe and suitable. You’ll need to provide your name, date of birth, and contact details, along with relevant information relating to your medical history including any conditions, treatments or allergies.

 

1.2 Parental Consent Form (if applicable)

For clients aged under 16, a combined Consultation and Parental Consent Form must be completed by a parent or legal guardian, who will be asked to provide the child's name, date of birth and relevant medical details. The parent or legal guardian will also need to provide their own name and contact details.

 

1.3 Patch Test Consent Form(s) (if applicable)

For treatments requiring a Patch Test, a Consent Form will need to be signed by the client before and after the patch test.

 

​1.4 Optional Information

When completing a Consultation Form, you'll have the choice to receive occasional text messages with promotions and offers. You can opt-out at any time.

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1.5 Treatment Record

For insurance purposes, your Client Record will include details of each treatment provided by Beauty by Emma including the date and any treatment notes.

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1.6 Transaction History

All card transactions are processed by Square. When making a card payment, your transaction history will be stored securely on your digital client profile. 

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1.7 Payment Details

You can choose for your payment details to be encrypted and stored securely by Square, to make any future purchases faster and easier. For more information, please read Square’s Privacy Notice.

 

1.8 Social Media and Website

From time to time, clients may be asked for verbal permission for Beauty by Emma to upload feedback (verbal or written) or photographs (taken before and/or after treatment) to social media or beautybyemma.info for promotional purposes. Permission will also be sought from a parent or carer if the client is under 16.

 

2. PROTECTING YOUR DATA

 

All clients of Beauty by Emma can be assured that:

 

2.1 Clients will only be asked to provide personal information that is necessary to receive treatment(s).

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2.2 Every effort will be made to keep personal information safe.

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2.3 Client Records will never be shared outside of Beauty by Emma, with the following exceptions:

(i) When a secure third party service is used to store records, for example when processing card payments. 

(ii) When required to do so by law.

(iii) In the event of an insurance claim.

 

3. YOUR RIGHTS

 

Under the General Data Protection Regulation (GDPR), these rights apply to all clients at any time.

 

3.1 The right to update your info

Before each visit, you’ll have the opportunity to update your personal information. If you wish to update your details in between treatments (for example to update your telephone number), please use this Contact Form to get in touch.

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3.2 The right to opt-out

You can opt-out of promotional text messages or any other optional updates that you asked to receive by replying with the word STOP or by using this Contact Form to get in touch. You can also withdraw consent for certain personal information to be stored, for example contact details which were only provided for the purpose of receiving optional updates, or payment details.

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3.3 The right to see your data

You can ask to see a copy of all the data stored on your Client Record. This is called a Subject Access Request and can take up to one month to be processed.

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4. HOW LONG IS DATA STORED?

 

4.1 Data collected with your consent

Any optional data collected on your Consultation Form (for example your home address) will remain on your form unless you ask for it to be deleted.

 

4.2 Data uploaded to the internet

Clients who give verbal consent for Beauty by Emma to upload personal data to the internet for promotional purposes (including feedback and/or photographs of treatment) do so on the understanding that, while they have the right to withdraw consent at a later date, removal can only be guaranteed from the original social media account(s) and/or website(s) to which the content was uploaded, as digital copies may have already been made and retained by third parties.

 

​4.3 Legal obligation

Certain information must be kept for longer. This includes Consultation Forms, Parental Consent Forms, Patch Test Forms and Treatment Records, which must be kept for 7 years for insurance purposes and cannot be deleted any earlier.

 

5. FURTHER INFORMATION

 

5.1 Further Questions

Thank you for taking the time to read this Privacy Notice. If you have a question that isn't answered here, please use this Contact Form to get in touch.

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5.2 Updates

The Privacy Notice on this page is version 2.1, dated 19 July 2020. Active clients will be informed of any significant changes to this notice.