Privacy Policy

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Data Protection Policy

This document refers to personal data, which is defined as information concerning any living person (a person who hereafter will be called the Data Subject) that is not already in the public domain.

The General Data Protection Regulation (GDPR) which is EU wide and far more extensive than its predecessor the Data Protection Act, along with the Privacy and Electronic Communications Regulations (PECR), seek to protect and enhance the rights of EU data subjects. These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU and its storage within the EEA.

1 – Reading Room Day Spa , based at 1 Reading Room, Iford, East Sussex, BN7 3EJ, which hereafter for the purposes of this Privacy Notice will be referred to as Reading Room Day Spa, is pleased to provide the following information:

2 – Who we are:
Reading Room Day Spa is a beauty spa providing beauty treatments on the public. The practice provides treatments such as: Massage, Aromatherapy massage, hot stone massage, pregnancy massage, body wraps/scrubs, facials, facial peels, led light therapy, manicures, pedicures, waxing, eyelash/brow tinting.

3 – Personal Data
a)      For the purposes of providing treatment, Reading Room Day Spa may require detailed medical information. We will only collect what is relevant and necessary for your treatment. When you visit our salon, we will make notes which may include details concerning your medication, treatment and other issues affecting your health. This data is always held securely, is not shared with anyone not involved in your treatment, although for data storage purposes it may be handled by pre-vetted staff who have all signed an integrity and confidentiality agreement. To be able to process your personal data it is a condition of any treatment that you give your explicit consent to allow Reading Room Day Spa to document and process your personal medical data. Contact details provided by you such as telephone numbers, email addresses, postal addresses may be used to send you special offers via email and provide reports or other information concerning your treatment. As part of our obligations as beauty therapists there may be circumstances related to your treatment where we need to notify our beauty insurance company of heath conditions you may have. Where this is required we will always inform you first unless we are under a legal obligation to comply.
b) For marketing purposes, Reading Room Day Spa may also use the contact details provided by you to respond to your enquiries, including making telephone contact and emailing information to you which the practice believes may be of interest to you.
c) In making initial contact with the practice you consent to Reading Room Day Spa maintaining a marketing dialogue with you until you either opt out (which you can do at any time) or we decide to desist in promoting our services. Reading Room Day Spa do not broker your data and you can ask to be removed from our marketing database by emailing or phoning the salon using the contact details provided at the end of this Privacy Notice.
d) Some basic personal data may be collected about you from the marketing forms and surveys you complete, from records of our correspondence and phone calls and details of your visits to our website, including but not limited to, personally identifying information like Internet Protocol (IP) addresses.
e) Reading Room Day Spas website uses cookies, which is a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the website each time the visitor returns. Wix.com uses cookies to help Reading Room Day Spa to identify and track visitors and their website access preferences. Reading Room Day Spas website visitors who do not wish to have cookies placed on their computers should set their browsers to refuse cookies before using Reading Room Day Spas website.
f)  Reading Room Day Spa will only collect the information needed so that we can provide you with the services you require, the business does not sell or broker your data.

4 – Legal basis for processing any personal data
To meet our contractual obligations obtained from explicit Client Consent and legitimate interest to respond to enquiries concerning the services provided.

4       – Legitimate interests pursued by Reading Room Day Spa
To promote treatments for clients using mailchimp email services.

6 – Consent
Through agreeing to this privacy notice you are consenting to Reading Room Day Spa processing your personal data for the purposes outlined. You can withdraw consent at any time by using the postal, email address or telephone number provided at the end of this Privacy Notice.

7 – Disclosure
Reading Room Day Spa will keep your personal information safe and secure, only staff engaged in providing your treatment will have access to your client records, although our administration team will have access to your contact details so that they can make appointments and manage your bookings.  Reading Room Day Spa will not disclose your Personal Information unless compelled to, in order to meet legal obligations, regulations or valid governmental requests. The salon may also enforce its Terms and Conditions, including investigating potential violations of its Terms and Conditions to detect, prevent or mitigate fraud or security or technical issues; or to protect against imminent harm to the rights, property or safety of its staff.

8 – Retention Policy
Reading Room Day Spa will process personal data during the duration of any treatment and will continue to store only the personal data needed for eight years after the contract has expired to meet any legal obligations. After eight years all personal data will be deleted/shredded, unless basic information needs to be retained by us to meet our future obligations to you, such as erasure detail

9 – Data storage
All Data is held in the United Kingdom. Reading Room Day Spa  does not store personal data outside the EEA. Information is stored alphabetically as paper notes in a locked cupboard in the salons reception area. Archived notes are also stored in the same place for access.  In the event of salon closure or death of the data processor/controller, the following arrangements are in place for patient’s to access their records: Upon patients written requests, other colleges/present receptionist will have access to the cupboard and data.  In the event of Reading Room Day Spa being sold the future owner will have the legal duty to comply with this data protection policy.

10 – Your rights as a data subject
At any point whilst Reading Room Day Spa are in possession of, or processing your personal data, all data subjects have the following rights:

Right of access – you have the right to request a copy of the information that we hold about you.
Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
Right to restriction of processing – where certain conditions apply you have a right to restrict the processing.
Right of portability – you have the right to have the data we hold about you transferred to another organisation.
Right to object – you have the right to object to certain types of processing such as direct marketing.
Right to object to automated processing, including profiling – you also have the right not to be subject to the legal effects of automated processing or profiling.
In the event that Reading Room Day Spa refuses your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge. At your request Reading Room Day Spa can confirm what information it holds about you and how it is processed.

11 – You can request the following information:

Identity and the contact details of the person or organisation ( Reading Room Day Spa ) that has determined how and why to process your data.
Contact details of the data protection officer (Holly Buckland), where applicable.
The purpose of the processing as well as the legal basis for processing.
If the processing is based on the legitimate interests of Reading Room Day Spa and information about these interests.
The categories of personal data collected, stored and processed.
Recipient(s) or categories of recipients that the data is/will be disclosed to.
How long the data will be stored.
Details of your rights to correct, erasure, restrict or object to such processing.
Information about your right to withdraw consent at any time.
How to lodge a complaint with the supervisory authority (ICO).
Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
The source of personal data if it wasn’t collected directly from you.
Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.

12 – To access what personal data is held, identification will be required
Reading Room Day Spa will accept the following forms of identification (ID) when information on your personal data is requested: a copy of your driving licence, passport, birth certificate and a utility bill not older than three months. A minimum of one piece of photographic ID listed above and a supporting document is required. If Reading Room Day Spa is dissatisfied with the quality, further information may be sought before personal data can be released. All requests should be made to email: info@readingroomdayspa.com or by phoning 01273471170  or writing to us at the address further below.

13 – Complaints
In the event that you wish to make a complaint about how your personal data is being processed by Reading Room Day Spa you have the right to complain to us. If you do not get a response within 30 days, you can complain to the ICO.

The details for each of these contacts are:

Reading Room Day Spa

1 Reading Room

Iford

East Sussex

BN7 3EJ

Holly Buckland

Telephone 01273471170 or email: info@readingroomdayspa.com

ICO
Wycliffe House, Water Lane, Wilmslow, SK9 5AF Telephone +44 (0) 303 123 1113 or email: https://ico.org.uk/global/contact-us/email/

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Monday Closed
Tuesday 10:00am - 5:00pm
Wednesday 10:00am - 6:00pm
Thursday 10:00am - 7:00pm
Friday 9:00am - 5:00pm
Saturday 9:00am - 4:00pm
Sunday Closed