Privacy Policy

Last updated: 1 August 2026

At EbeautyPlace Limited, we respect your privacy and are committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and share your personal information when you:

• Visit our website;

• Contact us by telephone, email, social media or an online form;

• Book or attend an appointment;

• Purchase a service or product;

• Subscribe to our marketing communications;

• Participate in a consultation, patch test or treatment;

• Allow us to take photographs or videos of our work; or

• Otherwise interact with EbeautyPlace Limited.

Please read this Privacy Policy carefully so that you understand how we handle your information.

1. Who we are

EbeautyPlace Limited provides professional beauty services, including hair styling, braiding, natural hair care, wig sew-ins, wig revamping and styling, nails, makeup and facials.

For data protection purposes, EbeautyPlace Limited is the organisation responsible for deciding how and why your personal information is used. This is sometimes referred to as the data controller.

Business name: EbeautyPlace Limited
Company number: [Insert company number]
Registered office: [Insert registered office]
Trading address: [Insert salon address]
Email: [Insert privacy or business email]
Telephone: [Insert telephone number]

For privacy enquiries, rights requests or data protection complaints, please contact:

Data protection contact: [Insert name or job title]
Email: [Insert privacy email]
Postal address: [Insert address]

2. Who this Privacy Policy applies to

This Privacy Policy applies to:

• Website visitors;

• Existing and prospective clients;

• People making appointments on behalf of someone else;

• Parents or guardians booking services for a child;

• People who contact us with an enquiry;

• People who subscribe to our marketing;

• People appearing in photographs or videos used with permission; and

• Suppliers and other business contacts.

A separate privacy notice may apply to employees, workers and job applicants.

3. The personal information we collect

The information we collect depends on how you interact with us.

Identity and contact information

We may collect:

• Your full name;

• Telephone number;

• Email address;

• Home or billing address;

• Date of birth or age, where relevant;

• Emergency contact information, where appropriate;

• Parent or guardian information for younger clients; and

• Social media username or profile details when you contact us through social media.

Booking and service information

We may collect:

• Appointment date and time;

• The services requested;

• Booking history;

• Service preferences;

• Hair, skin or nail preferences;

• Hair type, hair condition or previous treatments;

• Consultation notes;

• Patch-test information;

• Aftercare information;

• Products used during your appointment;

• Appointment changes, cancellations or missed appointments; and

• Notes needed to provide a personalised service.

Health, allergy and sensitivity information

Where necessary for the safe delivery of a service, we may ask you to provide information about:

• Allergies;

• Skin or scalp sensitivities;

• Previous reactions to beauty products;

• Relevant medical conditions;

• Medication that may affect a treatment;

• Pregnancy, where relevant to treatment suitability; and

• Other health information that may affect whether a treatment is suitable.

We will only request information that is reasonably necessary to assess treatment suitability and provide services safely.

Health information is considered particularly sensitive personal information. It is therefore subject to additional legal protections. The ICO classifies health information as special-category data and requires organisations to identify both a general lawful basis and an additional condition before using it.

Payment and transaction information

We may collect:

• The amount paid;

• The service or product purchased;

• Payment status;

• Deposit information;

• Refund information;

• Transaction references; and

• Billing records.

Card payments may be processed by an external payment provider. EbeautyPlace Limited will not normally receive or store your complete card number or security code.

Communications

We may keep records of communications sent through:

• Website contact forms;

• Email;

• Telephone;

• Text message;

• WhatsApp;

• Instagram, Facebook or other social platforms;

• Booking platforms; and

• Written correspondence.

These records may include the content of your message, the date and time, attachments and our response.

Photographs and videos

With your permission, we may take photographs or videos:

• Before, during or after a service;

• To record the condition of hair, skin or nails;

• To document the results of a treatment;

• For our professional portfolio;

• For our website;

• For social media; or

• For other promotional materials.

We will explain the intended use and request permission before using identifiable images for promotional purposes.

Website and technical information

When you visit our website, we may collect:

• Internet Protocol address;

• Browser type;

• Device type;

• Operating system;

• Approximate location;

• Pages visited;

• Time spent on the website;

• Referral source;

• Website interactions;

• Cookie identifiers; and

• Other technical or analytics information.

Some of this information is collected through cookies or similar technologies.

Marketing information

We may collect:

• Your marketing preferences;

• The date and method of your consent;

• The types of communication you wish to receive;

• Your responses to promotions; and

• Details of any request to unsubscribe.

4. How we collect your information

We may collect personal information directly from you when you:

• Complete a website form;

• Make an appointment;

• Attend a consultation or treatment;

• Contact us by telephone, email or social media;

• Complete a patch-test or consent form;

• Purchase a service or product;

• Join our mailing list;

• Enter a promotion; or

• Give permission for photographs or videos.

We may also receive information from:

• A parent, guardian, friend or family member booking for you;

• Our website and booking platform;

• Payment providers;

• Social media platforms;

• Analytics and cookie providers;

• Publicly available sources; or

• Professional advisers and authorities where legally permitted.

When someone books on behalf of another person, they should ensure they have permission to provide that person’s information.

5. Why we use your information

To respond to enquiries

We use your contact details and message content to respond to questions, provide information about our services and discuss possible appointments.

Our lawful basis is taking steps at your request before entering into a contract and, where appropriate, our legitimate interest in responding to business enquiries.

To arrange and manage appointments

We use your information to:

• Create and confirm bookings;

• Send appointment reminders;

• Manage deposits;

• Make changes to appointments;

• Contact you about delays or cancellations;

• Maintain appointment records; and

• Apply our cancellation or no-show policy.

Our lawful basis is the performance of a contract or taking steps at your request before entering into a contract.

To provide beauty services

We use consultation information, service preferences and appointment records to provide services tailored to you.

Our lawful basis is the performance of our contract with you.

To assess treatment suitability and safety

We may use relevant information about allergies, sensitivities, medical conditions and previous reactions to determine whether a service is suitable.

Where this involves health information, we will generally rely on your explicit consent as the additional condition required for special-category information.

You may withdraw your consent, but this may mean that we cannot safely provide certain services.

To process payments and refunds

We use transaction information to:

• Take deposits and payments;

• Issue receipts;

• Process refunds;

• Resolve payment enquiries; and

• Maintain financial records.

Our lawful basis is the performance of our contract with you and compliance with accounting, tax and other legal obligations.

To provide customer service and handle complaints

We use your information to investigate concerns, respond to complaints, resolve disputes and improve our services.

Our lawful basis may be the performance of our contract, compliance with a legal obligation or our legitimate interest in maintaining high standards and resolving customer concerns.

To protect our business and clients

We may use information to:

• Detect or prevent fraud;

• Protect our website and systems;

• Establish, exercise or defend legal claims;

• Enforce our terms and policies;

• Protect clients, staff and property; and

• Respond to lawful requests from authorities.

Our lawful basis is compliance with legal obligations and our legitimate interests in protecting our business, systems and clients.

To improve our website and services

We may use feedback, website information and aggregated statistics to understand how our website and services are used.

Where non-essential cookies are involved, we will request your consent.

To send marketing communications

We may send information about:

• New services;

• Appointments;

• Special offers;

• Salon news;

• Beauty advice; and

• Events or promotions.

We will only send electronic marketing where we have permission or another lawful basis that permits it.

You can unsubscribe at any time by:

• Selecting the unsubscribe option in an email;

• Replying “STOP” where that option is provided;

• Updating your cookie or communication preferences; or

• Contacting us directly.

Withdrawing from marketing will not stop essential messages about an existing booking or transaction.

Electronic marketing is governed by PECR as well as data protection law. Consent should be freely given, informed and demonstrated through a clear affirmative action, and people must be given a way to opt out.

To use photographs and videos

We may use identifiable photographs or videos for our website, social media, portfolio or marketing only where we have obtained appropriate permission.

You can withdraw your permission for future use by contacting us. Withdrawal will not affect uses that took place before your request, and we may not be able to remove content that has already been shared or reposted by others outside our control.

6. When we ask for consent

Where we rely on consent, you have a genuine choice about whether to provide it.

We may request consent for:

• Marketing emails or text messages;

• Non-essential website cookies;

• Collecting relevant health or allergy information;

• Taking and using photographs or videos;

• Sharing testimonials; and

• Other optional uses explained at the time.

You may withdraw consent at any time by contacting us. Withdrawal does not make earlier use of your information unlawful.

7. Information about children and younger clients

Some of our services may be available to clients under the age of 18.

Depending on the client’s age and the service requested, we may:

• Request the details of a parent or guardian;

• Require a parent or guardian to make or approve the booking;

• Require a parent or guardian to attend the appointment;

• Request permission before collecting relevant health information; and

• Obtain separate permission before using photographs or videos.

We do not knowingly use a child’s information for marketing without appropriate permission.

8. Who we share your information with

We do not sell your personal information.

We may share information with trusted organisations that help us operate the business, including:

• Our website hosting and form provider, currently Squarespace;

• Our booking or appointment-management provider, currently [insert provider];

• Payment processors, currently [insert Stripe, PayPal, Square or other provider];

• Email, messaging and cloud-storage providers;

• Website analytics providers;

• Marketing and mailing-list providers;

• Accountants, legal advisers and other professional advisers;

• Insurers;

• IT and website support providers;

• Delivery providers where products are shipped;

• Banks and financial institutions;

• Government departments, regulators, law-enforcement agencies or courts where required; and

• A buyer or successor if the business is sold, transferred or reorganised.

Service providers may only use the information for the services they provide to us and must handle it securely and lawfully.

9. International transfers

Some of the providers used to operate our website, booking system, payment services, email, cloud storage or social media may process information outside the United Kingdom.

Where personal information is transferred internationally, we will take reasonable steps to ensure that an appropriate level of protection is in place. This may include relying on an approved adequacy arrangement or appropriate contractual safeguards.

The ICO’s current guidance requires organisations to assess whether an international transfer is restricted and, where necessary, use an appropriate transfer mechanism and safeguards.

10. How long we keep your information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected.

Our retention periods may include:

General enquiries: [For example, 12 months after the enquiry is closed.]

Appointment and client records: [Insert period after the last appointment.]

Consultation, allergy and patch-test records: [Insert period agreed with the business insurer.]

Payment and accounting records: For the period required by applicable tax and accounting rules.

Complaints and disputes: For as long as necessary to resolve the matter and establish, exercise or defend legal claims.

Marketing information: Until you withdraw consent, unsubscribe or we determine that the information is no longer required.

Photographs and videos: Until the permission expires, is withdrawn or the material is no longer required.

Cookie and analytics information: According to the expiry periods shown in our cookie settings or Cookie Policy.

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

Data protection law does not prescribe one retention period for every category; organisations should keep information only for as long as it is needed and establish periods based on their purpose and lawful basis.

11. How we protect your information

We take reasonable technical and organisational measures to protect personal information against:

• Unauthorised access;

• Accidental loss;

• Inappropriate disclosure;

• Alteration;

• Misuse; and

• Destruction.

Our measures may include:

• Password-protected accounts;

• Restricted access to client records;

• Secure payment providers;

• Device and account security;

• Software updates;

• Backups;

• Confidentiality requirements;

• Secure disposal of records; and

• Reviewing the providers that process information for us.

No internet-based system is completely secure, and we cannot guarantee absolute security. However, the ICO requires businesses to use appropriate measures to protect information from loss, alteration, unauthorised disclosure or destruction.

12. Cookies and similar technologies

Our website may use cookies and similar technologies.

Essential cookies

Essential cookies are required for core website functions such as:

• Website security;

• Navigation;

• Form operation;

• Remembering privacy choices; and

• Booking or checkout functionality.

These cookies may operate without consent where they are strictly necessary.

Analytics and performance cookies

These cookies help us understand how visitors use the website, which pages are visited and whether errors occur.

Where required, we will ask for your consent before using them.

Marketing cookies

Marketing cookies may be used to measure advertising, understand campaign performance or show relevant advertisements.

We will not place non-essential marketing cookies before obtaining the required consent.

You can accept, reject or manage non-essential cookies using our cookie banner or Cookie Settings link.

Consent for non-essential cookies must involve a clear positive choice, and the website should not place those cookies before the user agrees. Simply continuing to browse is not sufficient consent.

13. Social media and external links

Our website may contain links to Instagram, Facebook, WhatsApp, booking providers and other third-party websites.

When you select an external link, the third party may collect and use information according to its own privacy policy. We do not control third-party websites or their privacy practices.

Information posted publicly on social media may be visible to other users. Please avoid posting sensitive personal information publicly.

14. Your data protection rights

Depending on the circumstances, you may have the right to:

• Be informed about how your information is used;

• Request access to the personal information we hold about you;

• Ask us to correct inaccurate or incomplete information;

• Request deletion of your information in certain circumstances;

• Ask us to restrict how information is used;

• Object to certain uses of your information;

• Request the transfer of information you provided in certain circumstances;

• Withdraw consent at any time;

• Object to direct marketing at any time; and

• Raise a complaint about how your information has been handled.

These rights are not always absolute, and legal exemptions may apply. The ICO recognises rights of access, rectification, erasure, restriction, portability and objection, including an absolute right to object to direct marketing.

To exercise a right, contact:

Email: [Insert privacy email]
Telephone: [Insert telephone number]
Address: [Insert postal address]

Please include enough information to help us identify you and understand your request. We may ask for reasonable proof of identity before releasing or changing information.

We will respond within the period required by applicable data protection law.

15. Data protection complaints

You may contact us if you believe that we have:

• Used your information incorrectly;

• Failed to keep it secure;

• Kept it for too long;

• Used it for an unexpected purpose;

• Failed to respond properly to a rights request; or

• Otherwise failed to comply with data protection requirements.

Please send complaints to:

Data protection complaints contact: [Insert name or title]
Email: [Insert email]
Telephone: [Insert telephone]
Postal address: [Insert address]

We will:

• Provide a clear way for you to complain;

• Acknowledge your complaint within 30 days;

• Investigate it appropriately;

• Keep you informed where further time is required; and

• Explain the outcome of our investigation.

New UK requirements concerning organisational data-protection complaint procedures came into force in June 2026. The ICO says organisations must provide a clear complaint route, acknowledge a complaint within 30 days, investigate it and communicate the outcome.

If you remain dissatisfied, you may complain to the Information Commissioner’s Office, the UK regulator for data protection.

16. Automated decision-making

We do not currently use personal information to make decisions that have legal or similarly significant effects on you solely through automated systems.

We will update this Privacy Policy if that changes.

17. Changes to this Privacy Policy

We may update this Privacy Policy to reflect:

• Changes to our services;

• Changes to the providers we use;

• Changes to our website;

• New legal requirements; or

• Changes to the ways we use personal information.

The latest version will be published on this page with an updated revision date.

Where a change significantly affects how we use your information, we may also provide a separate notice where appropriate.

18. Contact us

For questions about this Privacy Policy or the way we use your personal information, contact:

EbeautyPlace Limited
Address: [Insert address]
Email: [Insert email]
Telephone: [Insert telephone number]
Company number: [Insert company number]

Before publishing

Confirm and insert:

1. Company number, registered office, salon address, telephone number and email.

2. The actual booking, payment, email, analytics and marketing providers.

3. The client-record and consultation-record retention periods agreed with the salon’s insurer and accountant.

4. Whether Google Analytics, Meta Pixel, Mailchimp, WhatsApp or other integrations are active.

5. A dedicated consent form for client photographs and videos.

6. A consultation form containing explicit consent for necessary allergy or health information.

7. A Squarespace cookie banner that allows visitors to reject non-essential cookies before they are placed.

This is a detailed drafting aid rather than a substitute for advice from a qualified UK data-protection professional. The citations above are for your reference and should not be copied into the published website policy.