Oasis Hair & Bodycare respects your privacy and is committed to protecting your personal data. This privacy notice
will inform you as to how we look after your personal data and tell you about your privacy rights and how the law
Please also use the Glossary to understand the meaning of some of the terms used in this privacy notice.
1. IMPORTANT INFORMATION & WHO WE ARE
PURPOSE OF THIS PRIVACY NOTICE
This privacy notice aims to give you information on how we collect and process the personal data you provide when
• visit our salon;
• visit our website (regardless of where you visit it from);
• register for online bookings;
• make an appointment by telephone;
• use the Oasis Hair & Bodycare mobile App; or
• sign up to receive any marketing communications.
Access to this website is not intended for children and we do not knowingly collect data relating to children.
It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully
aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended
to override them.
Oasis Hair & Bodycare are the data controller and responsible for your personal data (collectively referred to as “we”,
“us” or “our” in this privacy notice).
If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the manager of the salon using the details set out below.
Full name of legal entity: Oasis Hair & Bodycare
FAO: Salon Manager
Email address: firstname.lastname@example.org
Postal address: Oasis Hair & Bodycare, 112 Carter Lane, Mansfield, Nottinghamshire, NG18 3DH
Telephone number: 01623 623819
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK
supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal
with your concerns before you approach the ICO so please contact us in the first instance.
CHANGES TO THE PRIVACY NOTICE AND YOUR DUTY TO INFORM US OF CHANGES
This version was last updated on 28th June 2018.
We reserve the right to amend this privacy notice at any time. Any changes we may make to our notice in the future
will be posted on this page and, where appropriate, notified to you by email or SMS.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your
personal data changes during your relationship with us.
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling
those connections may allow third parties to collect or share data about you. We do not control these third-party
websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read
the privacy notice of every website you visit.
2. THE DATA WE COLLECT ABOUT YOU
Personal data, or personal information, means any information about an individual from which that person can be
identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together
• Identity Data – includes first name, last name, username or similar identifier, title, date of birth and gender.
• Contact Data – includes billing address, delivery address, email address and telephone numbers.
• Transaction Data includes details about payments to and from you and other details of products and services
you have purchased from us.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone
setting and location, browser plug-in types and versions, operating system and platform and other technology
on the devices you use to access this website.
• Profile Data includes your username and password, purchases or orders made by you, preferences,
feedback and survey responses.
• Allergy Test Data includes allergy test information and details of any medical conditions that might affect
• Usage Data includes information about how you use our website, products and services.
Marketing and Communications Data includes your preferences in receiving marketing from us and our third
parties and your communication preferences.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated
Data may be derived from your personal data but is not considered personal data in law as this data does not directly
or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of
users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal
data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.
Except for health information and Allergy Test Data, we do not collect any special categories of personal data about
you. Nor do we collect any information about criminal convictions and offences.
IF YOU FAIL TO PROVIDE PERSONAL DATA
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to
provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
3. HOW IS YOUR PERSONAL DATA COLLECTED?
We use different methods to collect data from and about you including through:
Direct interactions. You may give us your Identity, Contact, Transaction, Profile and Allergy Test Data by visiting our
salons or filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data
you provide when you:
• purchase our products or services;
• make an appointment;
• subscribe to our service or publications;
• request marketing to be sent to you;
• enter a competition, promotion or survey; or
• give us some feedback.
AUTOMATED TECHNOLOGIES OR INTERACTIONS.
As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies.
Third parties. We may receive personal data about you from various third parties as set out below:
• Technical Data from analytics providers such as Google;
• Identity, Contact, Technical, Profile, Usage and Transaction Data from providers of technical, payment and
4. HOW WE USE YOUR PERSONAL DATA
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the
Where we need to perform the contract we are about to enter into or have entered into with you.
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Where we need to comply with a legal or regulatory obligation.
Click here to find out more about the types of lawful basis that we will rely on to process your personal data.
Generally, we do not rely on consent as a legal basis for processing your personal data other than to send marketing
communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us using the details above.
PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of
the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for
which we are using your data. Please contact us using the details above if you need details about the specific legal
ground we are relying on to process your personal data where more than one ground has been set out in the table
PURPOSE/ACTIVITY ANDTYPES OF DATA USED LAWFUL BASIS FOR PROCESSING INCLUDING BASIS OF
To register you as a new customer
Data: Identity, Contact and Allergy Test
Performance of a contract with you
To provide you with your order or service which
(a) Manage payments, fees and charges
(b) Collect and recover money owed to us
Data: Identity, Contact, Allergy Test, Profile and
(a) Performance of a contract with you
(b) Necessary for our legitimate interests (to recover debts due
(c) Necessary for your legitimate interests (to ensure that we
provide you with a safe service)
To manage our relationship with you which will
(a) Notifying you about changes to our terms or
(a) Performance of a contract with you
(b) Necessary to comply with a legal obligation
(c) Necessary for our legitimate interests (to keep our records
updated and to study how customers use our
(b) Asking you to leave a review or take a survey
Data: Identity, Contact, Profile, Transaction and
Marketing and Communications
To enable you to partake in a prize draw,
competition or complete a survey
Data: Identity, Contact, Profile, Usage and
Marketing and Communications
(a) Performance of a contract with you
(b) Necessary for our legitimate interests (to study how
customers use our products/services, to develop them and
grow our business)
To administer and protect our business and
website (including troubleshooting, data analysis,
testing, system maintenance, support, reporting
and hosting of data)
Data: Identity, Contact and Technical
(a) Necessary for our legitimate interests (for running our
business, provision of administration and IT services, network
security, to prevent fraud and in the context of a business
reorganisation or group restructuring exercise)
(b) Necessary to comply with a legal obligation
To deliver relevant website content and
advertisements to you and measure or understand
the effectiveness of the advertising we serve to
Data: Identity, Contact, Profile, Usage, Marketing
and Communications, Technical
Necessary for our legitimate interests (to study how customers
use our products/services, to develop them, to grow our
business and to inform our marketing strategy)
To use data analytics to improve our website,
products/services, marketing, customer
relationships and experiences
Data: Technical, Usage and Profile
Necessary for our legitimate interests (to define types of
customers for our products and services, to keep our website
updated and relevant, to develop our business and to inform
our marketing strategy)
To make suggestions and recommendations to
you about goods or services that may be of
interest to you
Data: Identity, Contact, Usage, Technical and
Profile Necessary for our legitimate interests (to develop our
products/services and grow our business)
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and
advertising. To stop receiving any marketing communications from us, please follow the instructions in the ‘Opting out’ section below.
PROMOTIONAL OFFERS FROM US
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want
or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant
for you (we call this marketing).
You will receive marketing communications from us if you have requested information from us or purchased goods or services from us or if you provided us with your details when you entered a competition or registered for a promotion and, in each case, you have not opted out of receiving that marketing.
We will get your express opt-in consent before we share your personal data with any third parties for marketing
• To stop receiving salon marketing communications by email or SMS, please inform us by email or in writing to
the salon address.
Please note that you may still receive some marketing messages for a short period after you have updated your
marketing preferences, while our systems are fully updated. After that, please note that you will still receive
information and service updates.
CHANGE OF PURPOSE
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we
need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an
explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us
using the details above.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis
which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
5. DISCLOSURES OF YOUR PERSONAL DATA
We may have to share your personal data with the parties set out below for the purposes set out in the table in
paragraph 4 above.
• Internal Third Parties as set out in the Glossary.
• External Third Parties as set out in the Glossary.
• Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets.
Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our
business, then the new owners may use your personal data in the same way as set out in this privacy notice.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
6. INTERNATIONAL TRANSFERS
We do not transfer your personal data outside the European Economic Area (EEA).
7. DATA SECURITY
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used
or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those
employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We will notify you and any applicable regulator of a breach where we are legally required to do so.
8. DATA RETENTION
HOW LONG WILL YOU USE MY PERSONAL DATA FOR?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for
the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the
applicable legal requirements.
Details of retention periods for different aspects of your personal data are as follows:
Your personal data will be held for as long as you remain an active client at that salon (we currently deem this to be
two years from your last visit to the salon). After you cease to be an active client, we will still retain some of your
details to ensure that we comply with our legal obligations and legitimate business interests.
If you have subscribed to our newsletter, your personal data will be held for as long as you remain a subscriber to our
mailings. If you choose to unsubscribe, then we will hold the record of your unsubscribe request to ensure that we
comply with our legal obligations.
In some circumstances you can ask us to delete your data: see Your Legal Rights below for further information.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for
research or statistical purposes in which case we may use this information indefinitely without further notice to you.
9. YOUR LEGAL RIGHTS
Under certain circumstances, you have the following rights under data protection laws in relation to your personal data
(further details of which are contained in the Glossary):
• to request access to your personal data
• to request correction of your personal data
• to request erasure of your personal data
• to object to processing of your personal data
• to request restriction of processing your personal data
• to request transfer of your personal data
• to withdraw consent
You can check and update your personal data each time you visit your salon.
If you wish to make a complaint or you wish to exercise any of the rights set out above, please contact us using the
NO FEE USUALLY REQUIRED
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may
charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to
comply with your request in these circumstances.
WHAT WE MAY NEED FROM YOU
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
TIME LIMIT TO RESPOND
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give
you the best service/product and the best and most secure experience. We make sure we consider and balance any
potential impact on you (both positive and negative) and your rights before we process your personal data for our
legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact
on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further
information about how we assess our legitimate interests against any potential impact on you in respect of specific
activities by contacting us using the above details.
Performance of Contract means processing your data where it is necessary for the performance of a contract to which
you are a party or to take steps at your request before entering into such a contract.
Comply with a legal or regulatory obligation means processing your personal data where it is necessary for
compliance with a legal or regulatory obligation that we are subject to.
INTERNAL THIRD PARTIES
Group companies acting as joint controllers or processors and who are based in the United Kingdom and provide IT
and system administration services and undertake leadership reporting.
EXTERNAL THIRD PARTIES
Service providers acting as processors based in the United Kingdom who provide courier services, IT and system
Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accounting services.
HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.
Mascolo Support Systems Limited who provide our electronic point of sale (EPOS) system and marketing services
Marketing platforms to send out marketing emails to you.
YOUR LEGAL RIGHTS
You have the right to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to
receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or
inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is
no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal
data where you have successfully exercised your right to object to processing (see below), where we may have
processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party)
and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are
processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have
compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of
your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of
the data is unlawful but you do not want us to erase it; © where you need us to hold the data even if we no longer
require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data
but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have
chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not
affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent,
we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you
withdraw your consent.