Privacy POLICY

PRIVACY POLICY

Last updated: 28/05/2026

Kinson Hair Studio respects your privacy and is committed to protecting your personal data.

This Privacy Policy explains how we collect, use, store and protect your personal information when you contact us, book an appointment, visit the salon, use our website, join our mailing list or communicate with us.

1. Who we are

Kinson Hair Studio is the data controller responsible for your personal data.

Business name: Kinson Hair Studio
FAO: Business Admin
Email: hi@kinsonhairstudio.com
Telephone: +44 (0) 7947 178 820
Address: 63 Beckenham Road, Beckenham, BR3 4PR

For privacy-related questions, please contact us using the details above.

You also have the right to complain to the Information Commissioner’s Office at www.ico.org.uk. We would appreciate the opportunity to deal with your concern first, so please contact us directly where possible.

2. What information we collect

We may collect and use the following types of personal information:

  • name;

  • phone number;

  • email address;

  • address, where needed;

  • appointment details;

  • booking history;

  • service history;

  • hair history;

  • colour formulas and technical notes;

  • patch test records;

  • allergy, sensitivity or relevant health information;

  • payment and transaction details;

  • marketing preferences;

  • photo and video consent preferences;

  • messages sent by email, SMS, WhatsApp, social media, website form or booking platform;

  • website usage information, where cookies or analytics are used.

3. Health, allergy and patch test information

We may collect allergy, sensitivity, scalp, skin or relevant health information where needed to provide a safe and suitable service.

This information may include patch test results, product reactions, scalp concerns, relevant medical information, pregnancy-related considerations or other information you choose to share with us before or during your appointment.

We use this information only where relevant to your appointment, service suitability, patch testing, aftercare or salon safety.

4. How we collect your information

We may collect personal data when you:

  • book an appointment online through Timely;

  • book or rearrange an appointment by phone, email, SMS, WhatsApp or social media;

  • attend the salon;

  • complete a consultation form;

  • complete a patch test form;

  • make a payment;

  • subscribe to email marketing;

  • opt in or out of photo and video use;

  • leave a review or feedback;

  • interact with our website.

5. Timely booking system

Kinson Hair Studio uses Timely as its online booking system.

When you book through Timely, personal data such as your name, contact details, appointment information, service history and relevant client notes may be processed through Timely so that we can manage your booking and provide our services.

Timely may also send booking-specific confirmations, reminders or service messages by email or SMS. These are transactional messages relating to your appointment, not general SMS marketing.

You can read Timely’s own privacy information on the Timely website.

6. How we use your information

We use your personal data to:

  • manage bookings and appointments;

  • provide hair services safely;

  • keep client records and service history;

  • record colour formulas, technical notes and patch test information;

  • process payments;

  • send appointment confirmations and reminders;

  • respond to enquiries;

  • manage cancellations, deposits and outstanding balances;

  • send service updates;

  • send email marketing where permitted;

  • record photo and video consent preferences;

  • improve our services and client experience;

  • comply with legal, tax, accounting and insurance obligations.

7. Lawful bases for using your information

We use your personal data where:

  • it is necessary to provide services to you;

  • we have a legitimate business interest;

  • we need to comply with a legal obligation;

  • you have given consent, such as for marketing or image use.

Where we process health, allergy or sensitivity information, we do so only where necessary for salon safety and service suitability, and where an appropriate lawful basis and special category condition apply.

8. Marketing

Kinson Hair Studio may send email marketing where you have opted in or where the law allows us to contact existing clients about similar services.

We do not currently use SMS marketing.

You may still receive booking-specific SMS messages, such as appointment confirmations, reminders or appointment updates. These are service messages, not marketing messages.

You can unsubscribe from email marketing at any time by using the unsubscribe link in the email or contacting us directly.

We will not sell your personal data to third parties.

9. Photography and video consent

We may ask to take photos or videos of your hair for salon records, education, portfolio or marketing.

Photo and video consent is optional. You can opt in or opt out during the booking process or by telling us directly.

You can also withdraw consent for future use by contacting us. This will not affect use that has already taken place before consent was withdrawn.

10. Who we share your data with

We may share limited personal data with trusted service providers where necessary, including:

  • Timely, our booking system;

  • HubSpot or other CRM systems, where used for client communication and business administration;

  • payment processors;

  • email providers;

  • website hosting providers;

  • accountants or professional advisers;

  • insurers;

  • HMRC or regulators where legally required.

These providers are only allowed to process your data for agreed purposes and must handle it securely.

11. International transfers

Some software providers may process or store data outside the UK. Where this happens, we will take reasonable steps to ensure appropriate safeguards are in place.

12. Data security

We take reasonable steps to protect your personal data from loss, misuse, unauthorised access, disclosure or alteration.

Access to client records is limited to those who need it for business, salon or service purposes.

We will notify you and any applicable regulator of a data breach where we are legally required to do so.

13. How long we keep your data

We keep personal data only for as long as necessary.

Client records, service history, colour notes, patch test records and allergy information may be kept while you remain an active client and for a reasonable period afterwards for safety, insurance, legal and business reasons.

Financial records may be kept for the period required by tax and accounting law.

Marketing data is kept until you unsubscribe or ask us to remove it, unless we need to keep a limited record of your unsubscribe request.

14. Your rights

You have the right to:

  • access your personal data;

  • ask us to correct inaccurate information;

  • ask us to delete your data in certain circumstances;

  • object to certain processing;

  • restrict certain processing;

  • withdraw consent where we rely on consent;

  • ask for your data to be transferred where applicable.

To exercise your rights, contact us at hi@kinsonhairstudio.com.

We may need to confirm your identity before responding to a request.

We aim to respond to legitimate requests within one month. If your request is complex or you have made several requests, it may take longer, but we will let you know.

15. Third-party links

Our website may include links to third-party websites, booking platforms, social media platforms or other services.

We are not responsible for the privacy practices of third-party websites. We recommend reading their privacy policies before sharing personal data with them.

16. Updates to this policy

We may update this Privacy Policy from time to time. The latest version will be available on our website.