PROCEDURES & POLICIES

BOOKING  PROCEDURE

Appointments can be made by contacting me via telephone, text or WhatsApp on 07921127267.

All new clients are required to pay a £10 non-refundable booking fee which must be paid at the time of booking to secure your appointment.  Payment can be made via cash or card at the salon or via bank transfer.

If you need to cancel or change your appointment then 48hrs notice is required.

If you cancel or change your appointment with less than 48hrs notice you will lose your £10 non-refundable booking fee.

To avoid disappointment, I recommend that you always book your treatments in advance.

CANCELLATION POLICY

I understand that sometimes circumstances are unavoidable and a cancellation may be necessary. If you find you’re unable to keep your appointment I require 48 hrs notice. (exceptional circumstances will be considered on a case by case situation).

If your appointment is cancelled with less than 48 hrs notice you will be required to pay 50% of your treatment cost plus a £10 non-refundable booking fee to secure your next appointment.

All cancellations must be made by phone or text and you will receive a text confirmation of your cancellation. Cancellations done via social media DM

or email will not be valid.

Clients that no show will be required to pay 100% of your treatment cost plus a £10 non-refundable booking fee to secure your next appointment.

Booking fee’s are non-refundable or transferable if less than 48 hrs notice is given. Booking fee’s can be paid in person at the salon by cash or Card or via bank transfer

LATENESS POLICY

If you are a few minutes late I will do my best to carry out your full treatment.  If you arrive 15 minutes or more late I may not be able to complete your treatment due to other bookings, if this is the case you will be required to pay 100% of your treatment cost as I will not be able to fill your appointment.

I appreciate that certain factors are out of your control and this may affect your ability to arrive on time. At Casa Nails & Beauty I value punctuality and respect yours and my other clients time, so I would be grateful if you could do the same for me.

NO SHOW POLICY

If you do not show up for your booking and you wish to make any further bookings you will be required to pay a non-refundable 100% booking fee upfront to secure your next booking.

If you then fail to give 48hrs notice of cancellation you will lose your non-refundable 100% booking fee.

Booking fee’s are non-refundable or transferable if less than 48 hrs notice is given. Booking fee’s can be paid in person at the salon by cash or Card or via bank transfer.

GEL POLISH CHIPS & PEELING

If your gel polish chips or peels within 48 hrs of your appointment I will re-paint the damaged nails free of charge.

If you have broken or chipped the nail and it has affected the gel polish I will charge £2.50 per nail to re-paint them.

If you follow my aftercare advice I would expect your gel polish to last up to 14 days or even longer.

PRIVACY POLICY

As a client of Casa Nails & Beauty, it is important to us that you know how we handle your data, in order to comply with the new General Data Protection Regulation (GDPR).

The new Data Protection Legislation is an EU wide legislation which will be enacted into UK law, and will become the 2018 Date Protection Act.  This Act is effective from 25th May 2018.

This legislation will affect every business that handles personal data for clients and staff.

What is Personal Data?

Personal Data is information relating to an identified or identifiable natural person.  Examples include and individual’s name, age, address, date of birth, gender and contact details.

Personal Data may contain information which is known as special categories of personal data.  This may be information relating to, and not limited to, an individual’s health

Detailed below is our new Privacy Policy, which complies with the new GDPR regulation.  A hard copy of this policy is also available to view in our salon.

The Purpose of this Notice

This Notice is designed to help you understand what kind of personal information Casa Nails & Beauty collect in connection to our services and how we will process and use this information.  While providing you with our services, we will collect and process information that is commonly known as personal data.  This notice describes how we collect, use, share, retain and safeguard personal data

What Information We Collect About You

The personal data we collect about you this will include such data as name, address, date of birth, email, phone number, medical history (e.g. allergies, pregnancy, skin conditions) patch test results, payment information, IP address and CV's. We will process your personal data to allow us to provide you with our treatments/services.

Your data will also be used to manage future communications between us, including about our services.  You can opt out of receiving such communication services at any time, by emailing  casanailsandbeauty45@gmail.com We will only use your data for the purpose for which it was collected.  Some of the people working in our salon are self-employed. Where software systems and reception facilities are shared, our self-employed colleagues will have access to your information.

Personal Data We Collect

In order for us to provide and administer treatments/services to you, we will collect and process personal data about you.  We will also collect your personal data where you request information about our services, customer events, or promotions.

We may also need to collect personal data for clients under the age of 16, we will only keep and use their personal information with the consent of a parent, carer or guardian. Where you disclose the personal data of others, you must ensure you are entitled to do so.

You may provide us with personal data when you contact us via the telephone, when writing to us directly or where we provide you with paper-based forms (consultation forms) for completion, or we complete a form in conjunction with you.

We will not collect any more data than is necessary.  We will only collect data that we need to hold, in order to do the job for which we have collected the data.

We will ensure the data is accurate and ask clients to check periodically and confirm that the data that is held is still accurate.

Where we collect data directly from you, we are considered to be the controller of that data i.e. we are the Data Controller.  We do not use a Data Processor.

A data ‘controller’ means the individual or organisation which, alone or jointly with others, determines the purposes and means of the possession of personal data.

A data ‘processor’ means the individual or organisation which processes personal data on behalf of the controller – we do not use one of these.

The lawful basis for collecting and processing this data is:

This information is required as we are asking clients to complete a medical questionnaire and we need to ensure that it is relevant for the correct person.  The medical information gathered is required to ensure that the treatment/service given are appropriate and safe for each individual.

Your telephone number will only be used to contact you relating to your appointment and only if necessary, or you have specifically asked us to contact you (i.e. you have left an answerphone message).

We hold your name, telephone number, e-mail address and gender on our electronic diary system. This is for the purposes of knowing our appointments and sending you an appointment reminder, if applicable, as well as to ensure the personal safety and security of our clients and staff.

If you object to the collection, sharing and use of your personal data, then we may be unable to provide you with our services.

Why Do We Need Your Personal Data?

We require your personal details as we require you to complete a ‘health’ questionnaire/consultation form and we need to be able to identify who the information belongs to.  We also require your personal information to manage future communications between us, including about our services and your appointments.

Your Rights

Individuals are provided with legal rights governing the use of their personal data.  This grants individuals the right to understand what personal data relating to them is held, for what purpose, how it is collected and used, with whom it is shared, where it is located, to object to its processing, to have the data corrected if it is inaccurate, to take copies of the data and to place restrictions on its processing.  Individuals can also request the deletion of their personal data.

These rights are known as Individual Rights under the Data Protection Act 2018.  The following list details these rights:

• • the right to be informed about the personal data being processed

  • the right of access to your personal data

  • the right of rectification of your personal data

  • the right to erasure of your personal data

  • the right to restrict processing of your personal data

  • the right to data portability (to receive an electronic copy of your personal data)

  • the right to object to your personal data being processed

  • the right not to be subject to automated decision-making, including profiling

    • Individuals can exercise their Individual Rights at any time.  As mandated by law, we will not charge a fee to process these requests, however, if your request is considered repetitive, wholly unfounded and/or excessive, we are entitled to charge a reasonable administration fee.

    • Data Retention

    • The retaining of data is necessary where required for contractual, legal or regulatory purposes, or for our legitimate business interests and marketing purposes.  We will not keep data any longer than is required for the purpose in the task it was collected for.

    • Your records/consultation cards shall be kept for at least 7 years following the last occasion on which treatment was given. In the case of treatment to minors, it is advisable that records should be kept for at least 7 years after they reach the age of maturity (18).  This we will also adhere to.

    • Please contact our Data Privacy Representative at casanailsandbeauty45@gmail.com if you object to the use of, or have any questions relating to the use or retention of, your personal data.

    • International Transfers of Personal Data

    • We will not transfer any personal data Internationally.

    • How We Hold Your Personal Data

    • All paper consultation cards are kept locked away at all times. Your details will be kept for 7 years to comply with our ‘Therapy Insurance’ policy guidelines.

    • We only record your name, contact telephone number, e-mail and gender on our electronic diary system.

    • We only send marketing/promotional material via post, SMS or e-mail.  We will not send you any marketing material without your prior consent.  Even if you have asked to receive marketing material, you have the right to ‘opt out’ at any time either by contacting us at casanailsandbeauty45@gmail.com or clicking ‘unsubscribe’ on the marketing e-mails.  We will post offers/marketing on our Facebook page.  If you no longer wish to see these offers/marketing, you will need to remove yourself via your own personal Facebook page.

    • Request For Information Held By Us On You

    • You can apply to us in writing to Casa Nails & Beauty, within Stephanie's Beauty, 45a High Street, Canvey Island, Essex SS8 7RD.  We will respond to you within one month from the date of receipt of your request.  There will be no charge for this unless your request is considered to be repetitive, wholly unfounded and/or excessive, whereby we will charge £30.00 for administration purposes.

    • Protecting Your Data

    • We will take all appropriate technical and organisation steps to protect the confidentiality, integrity, availability and authenticity of your data, including when sharing your data within our group of therapists.

    • We store your Consultation Record/Health Questionnaire on paper, which is locked away at all times and does not leave our premises.  The only information we hold on our computer, which contains your personal data, is on our electronic diary system which contains your name, telephone number, e-mail address and gender.  We have ensured our electronic records are held securely and with appropriate environmental controls and higher levels of security around special categories of personal data.  Casa Nails & Beauty has a process to assign and manage user accounts to authorised individuals and to remove then when no longer appropriate.

    • Disposal of Data

    • We are required by law to keep some data for some time after you are no longer a client here.  We have a review plan in place to ensure that any data is disposed of appropriately and securely.

    • Suspected Data Breech

    • If we suspect that data has been accessed unlawfully, we will inform the relevant parties immediately and report the breech to the Information Commissioner’s Office within 72 hours, if we believe the breach is likely to result in the rights and freedom of individuals being compromised – if, for example, it could result in discrimination, damage to reputation, financial loss, loss of confidentiality or any other significant economic or social disadvantage.  We will keep a record of any data breech.

    • Data Privacy Representative

    • To ensure data privacy and protection has appropriate focus within our organisation we have a Data Privacy Representative, Maria Thornhill, who can be contacted at: casanailsandbeauty45@gmail.com

    • We have registered with the Information Commissioner’s Office, the UK’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals.

    • Complaints

    • If you are dissatisfied with any aspect of the way in which we process your personal data, please contact our Data Privacy Representative.  You also have the right to complain to the ICO (Information Commissioner’s Office).  Find out how to report a concern on their website www.ico.org.uk/concerns/handling or by calling their helpline on 0303 123 1113.

    • How To Contact Us 

    • If you have any questions regarding this privacy policy, the use of your data and your Individual Rights, please contact our Data Privacy Representative at Casa Nails & Beauty, within Stephanie's Beauty, 45a High Street, Canvey Island, Essex, SS8 7RD or by telephoning 07921127267

    • Changes To This Policy

    • This policy may be changed or amended at our absolute discretion. We keep our privacy policy under regular review and we will place any updates on this web page for you to review from time to time.

    • This privacy policy was last updated on 30/06/2024