Last reviewed: 27 October 2026
This notice explains how we collect, use, store and share personal information when you use Francesco Hair Salon, visit our website, make an enquiry, book an appointment, buy a product or apply to work with us. It also explains your choices and rights under UK data protection law.
Who is responsible for your information?
Francesco’s Salon Ltd, trading as Francesco Hair Salon, is the data controller for the information described in this notice. A data controller decides why and how personal information is used.
You can contact us about privacy or your information:
Email: hair@francescohairsalon.co.uk
Telephone: 01473 400034
Post: Francesco’s Salon Ltd, Francesco Hair Salon, 61 St Matthews Street, Ipswich, Suffolk, IP1 3EW.
The information we collect
We collect information you provide in person, by telephone, on paper, through our website or booking service, by email or through social media. We may also receive details from someone arranging an appointment on your behalf, such as a parent or guardian.
- Contact and appointment details: your name, address where needed, email address, telephone number, booking details, appointment history and communication preferences.
- Service and safety records: the services and products used, consultations, allergy and skin-test records, and relevant information about allergies, sensitivities, pregnancy or health conditions that may affect a service.
- Purchases and payments: product purchases, payment and transaction records, refunds and related correspondence. Payment providers handle card-payment processing.
- Enquiries and applications: information in your messages, CV and other recruitment information you choose to provide.
- Website information: technical information needed to operate and protect the site, including network and browser information. If you accept analytics, we also collect information about visits and website interactions.
Please do not include detailed medical information or payment-card details in the general website enquiry form. We will explain what information is needed for a consultation or service.
Why we use information and our lawful bases
| Purpose | Lawful basis |
|---|---|
| Arrange appointments, provide requested services, handle purchases and communicate about your booking | Taking steps at your request before a contract, or performing our contract with you. |
| Manage enquiries, service records, complaints, security and the day-to-day running of the salon | Our legitimate interests in providing safe, reliable services, protecting the business and resolving problems, balanced against your rights. |
| Keep accounting records and meet legal requirements | Our legal obligations. |
| Send newsletters and offers you have requested, or use optional website analytics | Your consent. You can withdraw it at any time. |
| Assess job applications | Steps towards an employment contract and our legitimate interests in recruiting suitable staff. |
Information about your health is special category data and needs additional protection. Alongside an appropriate lawful basis above, we ask for your explicit consent to record and use relevant health and medical information for salon services. You can withdraw that consent, although we may be unable to carry out a service safely without the necessary information. Limited records may need to be retained where another lawful condition permits or requires this, for example to deal with a legal claim.
Required booking and form fields are needed to arrange your appointment or answer your enquiry. Newsletter sign-up and optional analytics are voluntary. We do not use solely automated decision-making that produces legal or similarly significant effects on you.
Children’s appointments
For clients under 16, we normally arrange appointments and relevant records with a parent, carer or guardian. We seek the appropriate consent for health information and take account of the young person’s understanding and circumstances. We use only the information needed for their appointment and service.
Who receives your information?
We share information only where there is an appropriate reason and lawful basis. Relevant information may be used by the stylist providing your service and staff managing appointments and enquiries. Some stylists are independent contractors. Where reception and booking facilities are shared, they can access information relevant to their work. An independent stylist using their own separate records is responsible for explaining that processing.
Our service providers include:
- Nearcut: online appointments, booking accounts and related booking communications.
- 123 Reg: website hosting and associated hosting services.
- Mailchimp: the mailing list and email newsletters you choose to receive.
- Google: optional Google Analytics and the map you choose to display.
- Website, email, security, performance and backup providers: services needed to operate, deliver messages and protect the website, including the security and backup services we use.
- Professional and payment services: payment providers, accountants, insurers and advisers where necessary, and public authorities where disclosure is required or permitted by law.
Where a supplier processes information on our behalf, we use appropriate data-processing arrangements. Some providers also act as controllers for their own account, security or legal purposes, as explained in their privacy information. We do not sell your personal information.
Where information is stored and international transfers
Paper records are kept in locked cabinets or secure archive storage. Digital records are held in the salon systems and by the providers described above, with access limited to people who need it for their work.
Some providers and their support services process information outside the UK, including in the United States. For example, Mailchimp uses US infrastructure. We do not describe all website or email information as being stored only in the UK or European Economic Area.
Where a restricted international transfer is made, the relevant safeguards must be in place. Depending on the provider and destination, these include UK adequacy regulations, the UK Extension to the EU-US Data Privacy Framework for a certified recipient, or approved contractual safeguards such as the UK International Data Transfer Agreement or UK Addendum. You can contact us for information about the safeguards relevant to your data.
Newsletters and marketing choices
We ask for consent when you sign up for salon news and offers. Signing up does not create a Nearcut booking account, and sending an enquiry does not add you to our mailing list.
You can stop direct marketing at any time. Use the unsubscribe link in an email or contact hair@francescohairsalon.co.uk. Withdrawing marketing consent does not stop necessary messages about an appointment or service you have requested.
Mailchimp processes mailing-list, delivery and subscription information. If email open or link-click measurement is used, we must also meet the separate rules for tracking technologies and obtain any consent required. We do not treat a privacy notice alone as permission for optional tracking. You can contact us about the tracking or preferences associated with your subscription.
Website enquiries, analytics and cookies
The enquiry form sends your name, email address, optional telephone number, topic and message to our reception email address. The new form does not create a separate website enquiry database or automatically subscribe you to marketing. Limited technical checks help prevent spam and repeated submissions.
Optional Google Analytics runs after you accept analytics. It helps us understand traffic sources, approximate regions, devices, page interest and actions such as booking-link, telephone, directions and app-download clicks. We do not send your enquiry text, name, email address, telephone number or form values as analytics events. Website clicks do not confirm an appointment or identify a named Nearcut client.
You can reject optional analytics or change your choice through Cookie settings in the footer. Opening the booking page loads the Nearcut calendar. The map connects to Google when you choose to display it. Our Instagram preview uses locally stored photographs; following an Instagram link takes you to that service.
Read our cookie notice for the technologies used and how to change your choices. Cookie choices are remembered in your browser for up to six months; analytics cookies are configured to expire after up to 180 days.
How long we keep information
We retain information for the purposes described above and review it when those purposes end. The following periods apply to our salon records:
- Routine client contact details: up to one year after your last visit, unless an ongoing enquiry, booking, legal obligation or claim requires a longer period. Names attached to the records below remain for their relevant retention period.
- Allergy-test and relevant client-safety records: four years after the relevant test or service, subject to any longer legal or claims-related requirement.
- Financial and transaction records: six years from the end of the relevant financial year, or longer where legally required.
- Unsuccessful job applications: four months after the recruitment decision. Successful applicants receive separate employment privacy information.
- Enquiries and complaints: while the matter is being dealt with and for the period needed for any resulting service, legal obligation or claim; otherwise they are included in our routine contact-record review.
- Newsletter subscriptions: while you remain subscribed and your consent remains valid. If you unsubscribe, we retain only the information needed to honour your choice and demonstrate the relevant consent or withdrawal.
- Website analytics: user- and event-level records follow the Google Analytics retention controls, up to 14 months in a standard GA4 property. Aggregate reports may be kept longer to compare website performance over time. Security records are retained for the period needed to prevent abuse, investigate incidents and meet legal requirements.
We delete or securely dispose of records when they are no longer needed. We may need to preserve relevant information while a complaint, dispute or legal claim is unresolved.
Your rights
Depending on the circumstances, you can ask to access your personal information, correct inaccurate information, have information erased, restrict its use, object to processing based on legitimate interests, or receive certain information in a portable format. You can withdraw consent at any time without affecting the lawfulness of earlier processing.
Your right to object to direct marketing is absolute. Contact us or use the unsubscribe link to exercise it. Other rights may be subject to legal exceptions, such as a requirement to keep financial records.
Use the contact details at the top of this notice to make a request. We may need proportionate information to verify your identity. We normally respond within one calendar month and will explain any extension or other time adjustment allowed by law. Requests are normally free; a charge or refusal is possible only where the law allows it, and we will explain our decision.
Questions and data protection complaints
If you are concerned about how we use your information, contact hair@francescohairsalon.co.uk, call 01473 400034 or write to us at the address above. You do not need to use a special form to raise a data protection complaint.
We will acknowledge a data protection complaint within 30 days, investigate and respond without undue delay, keep you informed and explain the outcome.
You can also raise a concern with the Information Commissioner’s Office (ICO), the UK data protection regulator: ico.org.uk/make-a-complaint/.
Other websites and updates to this notice
Other websites and services linked from this site have their own privacy information. Additional privacy information may be provided for a particular service or an employment relationship.
We review this notice when our services, providers, processing or legal requirements change. We publish the current version on this page and bring material changes to your attention where appropriate.