outlines how Ultimate Beauty collects, uses, protects and transfers your
personal data.The data protection officer/data
owner for the organisation is Angela White.
You can contact the data protection officer/data owner by sending an
email to or writing to Ultimate Beauty
84 Wigmore Lane, Luton, Beds, LU2 8AB
Personal Data Collected
The personal data that we
Date of Birth
Purpose and Legal Basis for Processing Your Data
Ultimate Beauty take your
privacy seriously and we will never sell or rent 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 fulfil 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 (i.e. health or medical data) the reasons 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?
Ultimate Beauty, 84 Wigmore
Lane, Luton, Beds, LU2 8AB are the data controller and processes your personal information
for the purposes laid out in this privacy notice.
Phorest, Anglesea Mills, 9
Anglesea Row, Smithfield, Dublin 7, D07 W5NE, Ireland, acts as data processor
on behalf of the salon and have access to personal information only in cases
that customer support or troubleshooting is required by Ultimate Beauty. Further,
they must process the personal information in accordance with this Privacy
Notice and as permitted by applicable data protection laws.
Your personal data is processed
personal data (name, address, email, contact number, DOB) that is required to
enter into a contract to sell a product or service.
communication with you including confirmation and reminders of appointments and
requests to cancel or change bookings.
· 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.·
Ensure a safe
service and provide industry standard advice.
Select relevant offers,
promotions and information for you.
Estimate the number
of customers we have.
Hold personal data
that is required by law or to respond to legal process.
Hold for insurance
Your Rights as the Individual
If your personal data is held by
Ultimate Beauty, 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 our direct marketing or by contacting the Data Officer at Ultimate
You also have the right:
To be informed of
how your personal data will be used before it is collected.
To access your
personal data and to information on how your information is used after it has
To have personal
data corrected if it is incomplete, inaccurate or out of date.
To request the
removal or deletion of personal data where there is no compelling reason for
its continued processing.
To data portability,
having your data moved, copied or transferred from Ultimate Beauty 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 taking or a condition
you have. Ultimate Beauty 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 treatment.
Process of Collection
Your personal data is collected
when you provide it to us through Phorest software, our website, over the
phone, in Ultimate Beauty, by email, social media, in writing or any other
means by which you provide it to us.
Information is stored using the Phorest software platform as well as
some level of paper record keeping.Ultimate Beauty gives you access
to information about your account and bookings through Phorest software, for
the limited purpose of viewing and updating that information.
Ultimate Beauty does not collect
the personal data of children under the age of 13 without parental or guardian consent. If you believe that we hold any information
from or about a child under age 13, please contact Ultimate Beauty and if we
cannot immediately obtain appropriate parental or guardian consent, will remove
the personal data from storage.
Your personal data is shared
only with Phorest representatives in cases that customer support and troubleshooting
is required for the salon. Ultimate
Beauty does not share your personal information with any third-party without
your prior consent, other then those already disclosed in this privacy notice
or as part of our legal obligations under the relevant 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
PhorestUltimate Beauty use software
provided by Phorest to manage the salon appointment scheduling, CRM and
How Long Do We Keep Your Data?
Ultimate Beauty retains your personal
data for as long as necessary to provide you with our services as our
client. Ultimate Beauty are required
under tax laws to keep your personal data for a minimum of 7 years. Health & 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
Where processing is
necessary for the establishment exercise or defence of legal claims
Transfers of Personal Information
When your personal data is
processed through Phorest software, all of it is held within the EU. Your information is processed by the Phorest
software and stored in the Amazon Web Services cloud. During this process your data is encrypted in
transit and at rest.
Consequences of nor providing you Personal Information to
In the event that you want to
purchase a product or service from Ultimate Beauty, certain personal
information is required to enter into a contract with you. Ultimate Beauty 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 performance of a contract. You can always choose not to
provide personal information, however we will 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 Phorest system uses a HTTP Secure communication
protocol and TLS security. This means
all information passed to the Phorest system is encrypted during data input and
transfer to the cloud. Any paper files recording your personal data are held in
a locked filing cabinet or safe which can only be accessed by authorised
personnel in the salon. Employees are
only assigned specific access rights and can only access the salon software
with the PIN number assigned to them by the management of the salon.
In the occurrence that you want
to make a complaint about how your personal data was gathered, how it is being
processed by Ultimate Beauty or third parties used by Ultimate Beauty or you
are not satisfied about how a complaint has been handled, you retain the right
to lodge a complaint directly with the supervisory authority and Ultimate
Beauty and also the salon Data Protection Officer/GDPR Owner.
Data Protection Commissioner
Information Commissioners Office
+44 (0) 303 123 1113
Ultimate Beauty Data Protection
Officer/ GDPR Owner
84 Wigmore Lane