GDPR – Our Privacy Policy

Introduction

The following privacy notice outlines how Cocoon Boutique collects, uses, protects and transfers your personal data.

The data protection officer/data owner for the organisation is Sara Warden. You can contact the data protection officer/data owner by sending an email to [email protected] or writing to Cocoon Boutique, 72 Reading Rd, Yateley, GU46 7UH.

Personal data collected

The personal data that we collect is:

  • Name
  • Home address
  • Email Address
  • Date of birth
  • Phone number
  • Health information
  • Marketing consent
  • Email/SMS reminder consent

Purpose and Legal Basis for Processing Your Data

Cocoon Boutique 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 reason(s) 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?

CocoonBoutique, 72 Reading Road, Yateley, GU46 7UH 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 Cocoon Boutique. 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 to:

  • Collect specific personal data (name, address, email, contact number, DOB) that is required to enter into a contract to sell a product or service.
  • Engage in 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 purposes.
  • Store customer records.

Your rights as the individual

If your personal data is held by Cocoon Boutique, 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 of our direct marketing or by contacting the Cocoon Boutique Data Officer.

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 personal data and to information on how your information is used after it has been gathered.
  • 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 restrict processing, to block processing of your personal data.
  • To data portability, having your data moved, copied or transferred from Cocoon Boutique 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. Cocoon Boutique 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 Cocoon Boutique, 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.

Cocoon Boutique gives you access to information about your account and bookings through Phorest software, for the limited purpose of viewing and updating that information.

Children’s Privacy

Cocoon Boutique 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 Cocoon Boutique and if we cannot immediately obtain appropriate parental or guardian consent, will remove the personal data from storage.

Data Sharing

Your personal data is shared only with Phorest representatives in cases that customer support and troubleshooting is required for the salon. Cocoon Boutique does not share your personal information with any third-party without your prior consent, other than 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 all times.

Phorest

Cocoon Boutique use software provided by Phorest to manage the salon for appointment scheduling, CRM and marketing.

How Long Do We Keep Your Data?

Cocoon Boutique retains your personal data for as long as necessary to provide you with our services as our client. Cocoon Boutique are required under tax laws to keep your personal data for a minimum of 7 years. Health and 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. Health information regarding your treatment will be kept for 7 years due to our Insurance Policy.

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 personal information
  • 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 not providing your personal information to Cocoon Boutique

In the event that you want to purchase a product or service from Cocoon Boutique, certain personal information is required to enter into a contract with you. Cocoon Boutique 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 unauthorized 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.

CCTV

Closed Circuit Television Systems (CCTVS) are installed in Cocoon Boutique’s reception area for the purposes of crime prevention and the safety of Cocoon Boutique’s staff and general public. Where systems are already in operation, their operation will be reviewed regularly in consultation with staff and the management at Cocoon Boutique.

CCTV footage is held securely onsite.

Our CCTV is registered with the ICO and you will notice CCTV signage in the window of Cocoon Boutique to not only make you aware that we operate CCTV but to act also as a deterrent.

CCTV footage is automatically deleted after 30 days.

Job Applications/Employees

Job Applicants (Unsuccessful)

We hold information from our job applicants for 4 months after notifying unsuccessful candidates.

Employees:

Employee records, contracts of employment, changes to terms and conditions, annual leave and training records will be kept whilst employment continues and up to 6 years after employment ends.

Payroll and wage records including PAYE, income tax, national insurance, sick pay and redundancy payments will be held for 6 years from the financial year end in which payments were made. This information is all held securely by our accountant.

Maternity records are held for 3 years after the end of the tax year in which the maternity pay period ends.

Emails are kept for one year from the end of the month in which they were received or sent unless a longer period is relevant as above. Emails to and from ex employees or contractors will be deleted within 2 weeks of them leaving unless these form part of the employment record.

Internet

Cocoon Boutique’s website is secure with an SSL Certificate. SSL certificates are small data files that digitally bind a cryptographic key to Cocoon Boutique’s details. When installed on our web server, it activates the padlock and the https protocol and allows secure connections from a web server to a browser.

Cookies:

The Internet pages of Cocoon Boutique use cookies. Cookies are text files that are stored in a computer system via an internet browser.

Many internet sites and servers use cookies. Many cookies contain so-called cookie ID. A cookie ID is a unique identifier of the cookie. It consists of a character string through which internet pages and servers can be assigned to the specific internet browser in which the cookie was stored. This allows visited internet sites and servers to differentiate the individual browser of the data subject from other internet browsers that contain other cookies. A specific internet browser can be recognised and identified using the unique cookie ID.

Through the use of cookies, Cocoon Boutique can provide the users of this website with more user-friendly services that would not be possible without cookie setting.

By means of a cookie, the information and offers on our website can be optimised with the user in mind. Cookies allow us as previously mentioned, to recognise our website users. The purpose of this recognition is to make it easier for users to utilise our website. The website user that uses cookies, e.g. does not have to enter access data each time the website is accessed, because this is taken over by the website, and the cookie thus stored on the user’s computer system. Another example is the cookie of a shopping cart in an online shop. The online store remembers articles that a customer has placed in the virtual shopping cart via a cookie.

The data subject may, at any time, prevent the setting of cookies through our website by means of a corresponding setting of the internet browser used, and thus permanently deny the setting of cookies. Furthermore, already set cookies may be deleted at any time via an internet browser or other software programs. This is possible in all popular internet browsers used, not all functions of our website maybe entirely usable.

Comments function in the blog on the website

Cocoon Boutique offers users the possibility to leave individual comments on individual blog contributions on a blog, which is on the website of the controller. A blog is a web-based, publicly-accessible portal, through which one or more people called bloggers or web-bloggers may post articles or write down thoughts in so-called blogposts. Blogposts may usually be commented by third parties.

If a data subject leaves a comment on the blog published on this website, the comments made by the data subject are also stored and published, as well as information on the date of the commentary and on the users (pseudonym) chosen by the data subject. In addition, the IP address assigned by the internet service provider (ISP) to the data subject is logged. This storage of the IP address takes place for security reasons, and in case the subject violates the rights of third parties, or posts illegal content through a given comment. The storage of these personal data is, therefore, in the own interest of the data controller, so that he can exculpate in the event of an infringement. This collected personal data will not be passed to third parties, unless such transfer is required by law or serves the aim of the defense of the data controller.

Emails

Cocoon Boutique endeavour to keep your emails confidential and secure. However using the internet we cannot guarantee the security of the email that is sent to us. It important to remember to use a secure browser and log out of any program you are using. This is especially important if you are sharing a computer or using an internet cafe.

Online Booking

Booking Conditions:

The following conditions apply to bookings and services made by you through our website: www.cocoonboutique.co.uk or Cocoon Boutique’s Salon app.

Making a reservation:

When making a booking via Cocoon Boutique’s website or app courtesy of Phorest salon software provider you will be required to pay a non refundable reservation fee using either a debit or a credit card. The amount of the reservation fee will depend on the cost of your booking and will range from £0.50 to £1.50 (Inclusive of VAT or any other taxes that may apply). Phorest Software use a third party payment gateway company to process this payment securely.

Cancellations – Online Booking

A cancellation of an appointment will result in loss of the reservation fee. The amount lost depends on the total cost of your booking but will be no more than £1.50. If a booking is partially cancelled (one or more, but not all treatments that are part of the booking) the reservation fee will not be charged. If Cocoon Boutique cancels the booking the reservation fee will be credited to your Phorest account. This credit can be used to reserve future bookings on Phorest. If Cocoon Boutique only partially cancels a booking your reservation fee will not change.

Users may cancel bookings made online up to 72 hours in advance of the time of the appointment online by going to their Phorest account. If an appointment has not been cancelled with 72 hours notice the salon has the right to charge the users the balance of the appointment cost (i.e. the payment due in the salon which equals the total cost of the appointment minus the reservation fee paid online). Users who cancel appointments with more than 72 hours notice will only lose their reservation fee.

By making a reservation with your credit card or bank card, you agree that if you cancel your reservation with less than 72 hours notice or if you fail to arrive by your agreed appointment time, you authorise Cocoon Boutique to charge your credit card or debit card without further reference to you an amount lower or equal to your booking. For this purpose your credit or debit card will be securely stored.

 

No Liability in Credit and Debit card Transactions

Cocoon Boutique/Phorest makes all reasonable efforts to ensure that all credit card and debit card transaction are secure. HOWEVER, if unauthorised charges appear on your credit card or debit card statement for any card used on this website at any time during or after you make your reservation, conduct your transaction or disclose your card details on this website, Cocoon Boutique/Phorest shall not be liable or responsible in any way in respect of any damage or loss of whatsoever nature suffered by you arising from or in any way connected with said use, transactions or disclosure, subject only to any statutory right which you may have.

SMS/Email reminders

Cocoon Boutique send to you using your telephone number and email address an appointment reminder. We may also correspond with you with regards to your treatments through these methods. If you would prefer Cocoon Boutique not to send these to you please email: [email protected] and we will ensure this is deleted.

Marketing

Cocoon Boutique will let you know of any promotions via email or SMS. If you do not wish to receive such information you have the opportunity to unsubscribe at any chosen time. If you would like to opt out immediately, email: [email protected] and Cocoon Boutique will ensure this is actioned immediately.

Reviews

You may receive an email after a completed appointment with Cocoon Boutique asking if you wish to leave a review. When you leave a review the information will be submitted to Cocoon Boutique and Phorest. This information will be stored securely in computer storage facilities. If you choose to do so you agree to that Phorest or Cocoon Boutique choose to publish your review only your first name will be published with the review however Cocoon Boutique or Phorest will not be held responsible for any wording by you in the review that might reveal your identity.

Complaints

In the occurrence that you want to make a complaint about how your personal data was gathered, how it is being processed by Cocoon Boutique (or third parties used by Cocoon Boutique) 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 Cocoon Boutique and also the salon Data Protection Officer/ GDPR Owner.

Data Protection Commissioner
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
+44 (0) 303 123 1113

Cocoon Boutique Data Protection Officer / GDPR Owner

Sara Warden

72Reading Road, Yateley, GU46 7UH

[email protected]

01252 872121

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