policies

salon privacy notice

Welcome to HAIR ETC. STUDIO! This Salon Privacy Notice supplements our main Privacy Policy and describes how we collect, use, and protect your personal information specifically related to salon services, appointments, and in-salon experiences. This notice applies when you book appointments, visit our salon, receive hair and beauty services, or otherwise interact with us in connection with salon services.

This Salon Privacy Notice should be read together with our full Privacy Policy and our Terms of Service. By booking appointments or receiving salon services, you acknowledge that you have read and understood this Salon Privacy Notice.

APPOINTMENT INFORMATION
When you book an appointment with HAIR ETC. STUDIO, we collect:
• Your name, phone number, and email address
• Preferred appointment date, time, and duration
• Requested services and treatments
• Preferred stylist (if applicable)
• Appointment history, including cancellations and no-shows
• Payment card information to secure your appointment

HAIR HISTORY AND SERVICE RECORDS
To provide consistent, high-quality services, we maintain detailed records including:
• Previous services, treatments, and chemical processes performed at our salon
• Hair color formulations, processing times, and techniques used
• Hair type, texture, density, porosity, and condition assessments
• Stylist observations and technical notes about your hair
• Products and tools used during your services
• Service outcomes, results achieved, and your satisfaction level
• Recommendations for future services and home care

HEALTH AND SAFETY INFORMATION
To ensure safe service delivery, we collect sensitive information during consultations:
• Allergies to hair products, chemicals, fragrances, or other substances
• Skin sensitivities, scalp conditions, or dermatological concerns
• Medical conditions that may affect hair treatments (thyroid disorders, hormonal imbalances, autoimmune conditions)
• Current medications that may impact hair color, texture, or treatment results
• Pregnancy or nursing status
• Recent medical procedures, surgeries, or treatments
• Previous adverse reactions to salon services or products
• Patch test results for chemical services

VISUAL RECORDS
With your explicit consent, we may collect:
• Before and after photographs of your hair and styling results
• Video footage of styling techniques or transformations
• Progress photos for ongoing treatments or color corrections

IN-SALON INFORMATION
When you visit our physical location, we may collect:
• Video surveillance footage from common areas (for security purposes)
• Completed consultation forms and intake questionnaires
• Physical records and documentation
• Reception check-in information

APPOINTMENT MANAGEMENT
We use your information to:
• Schedule, confirm, and manage your appointments
• Send appointment reminders via SMS, email, or phone (typically 24-48 hours in advance)
• Notify you of schedule changes, cancellations, or delays
• Match you with appropriate stylists based on your service needs and preferences
• Manage our salon schedule and optimize stylist availability
• Apply our cancellation policy as outlined in our Terms of Service
• Track appointment history and patterns

SERVICE DELIVERY AND CUSTOMIZATION
We use your information to:
• Provide personalized salon services tailored to your hair type and goals
• Ensure continuity of care across multiple appointments and stylists
• Replicate successful results from previous services
• Avoid repeating unsuccessful techniques or products
• Customize color formulations and treatment protocols
• Make informed recommendations for services and products
• Track progress of ongoing treatments or color corrections

HEALTH AND SAFETY
We use your health information to:
• Ensure safe application of chemical treatments and services
• Avoid products or techniques that may cause allergic reactions
• Identify contraindications for certain services
• Comply with health and safety regulations applicable to salon services
• Conduct patch tests when necessary for chemical services
• Respond appropriately to any adverse reactions during services
• Maintain records required by health authorities

QUALITY ASSURANCE AND TRAINING
We may use your service records to:
• Evaluate and improve service quality and client satisfaction
• Train and develop our stylists' skills and techniques
• Demonstrate advanced techniques to team members
• Review service outcomes and identify areas for improvement
• Ensure consistency across our team of stylists

MARKETING AND PORTFOLIO (WITH CONSENT ONLY)
With your explicit written consent, we may use photos or videos to:
• Showcase our work on social media platforms (Instagram, Facebook, TikTok)
• Feature your results in our salon portfolio and website gallery
• Create marketing materials, advertisements, and promotional content
• Demonstrate our capabilities to prospective clients
• Participate in industry competitions or awards

COMMUNICATION
We use your contact information to:
• Send appointment confirmations and reminders
• Follow up after services to ensure satisfaction
• Respond to your inquiries and requests
• Notify you of special promotions or new services (with your consent)
• Maintain ongoing communication about your hair care

PHYSICAL SECURITY
• Client records stored in locked cabinets with restricted access
• Consultation forms kept confidential and accessible only to authorized staff
• Physical security measures at our salon premises
• Video surveillance in common areas only (not in service areas, restrooms, or private spaces)

DIGITAL SECURITY
• Encrypted storage of digital client records and appointment data
• Secure password-protected booking systems
• Access controls limiting staff access to personal information on a need-to-know basis
• Regular backups of client records to prevent data loss
• Secure payment processing through encrypted systems

STAFF TRAINING AND POLICIES
• All staff trained on data protection and client confidentiality
• Non-disclosure agreements signed by all employees and contractors
• Clear policies on appropriate use of client information
• Disciplinary measures for unauthorized access or disclosure
• Regular privacy and security training updates

OBTAINING CONSENT
Before taking any photos or videos intended for marketing purposes, we will:
• Obtain your explicit written consent using our Photography Consent Form
• Clearly explain how and where your images will be used
• Allow you to specify any restrictions (e.g., "no face showing" or "Instagram only")
• Respect your decision if you decline to be photographed

YOUR RIGHTS REGARDING PHOTOS/VIDEOS
You have the right to:
• Decline photography or videography at any time without affecting your service
• Request that photos be taken without showing your face or identifying features
• Approve photos before they are used in marketing materials
• Withdraw consent for future use of your photos/videos at any time
• Request removal of your photos/videos from our social media or website
• Specify which platforms you consent to (e.g., "Instagram yes, Facebook no")

SCOPE OF CONSENT
When you provide photo/video consent, you grant us:
• A perpetual, royalty-free license to use, reproduce, modify, and display these images
• The right to use images across our marketing channels (social media, website, print materials)
• The ability to edit, crop, or enhance images for professional presentation
• No ongoing compensation or approval rights after initial consent is given
However, you may withdraw consent at any time, and we will:
• Cease future use of your images in new marketing materials
• Make reasonable efforts to remove images from our controlled platforms
• Note that we cannot recall images already distributed or shared by others

DOCUMENTATION PHOTOS
Photos taken solely for your client record (service documentation, color formulation reference, progress tracking) do NOT require separate marketing consent and will NEVER be used for promotional purposes without your explicit permission.

PURPOSE AND SCOPE
HAIR ETC. STUDIO operates video surveillance cameras for security and safety purposes only. Cameras are located in:
• Reception and waiting areas
• Retail product displays
• Entry and exit points
• Common walkways and corridors

Cameras are NOT located in:
• Individual styling stations or service areas
• Restrooms or changing facilities
• Private consultation rooms
• Staff break rooms

SURVEILLANCE PRACTICES
• Footage is recorded continuously during business hours
• Recordings are stored securely with restricted access
• Only authorized management personnel may view footage
• Footage may be shared with law enforcement if required for security incidents
• Automatic deletion occurs after 30-90 days unless needed for ongoing investigations
• Footage is NEVER used for marketing, training, or any non-security purpose

By entering our salon premises, you consent to video surveillance in accordance with applicable privacy laws and this notice.

APPOINTMENT COMMUNICATIONS
We will send you SMS (text message) and/or email for:
• Appointment confirmations immediately after booking
• Appointment reminders 24-48 hours before your scheduled time
• Notifications of schedule changes or cancellations initiated by the salon
• Responses to inquiries you send via SMS or email
These transactional messages are essential to providing salon services and cannot be opted out of while you maintain active appointments.

PROMOTIONAL COMMUNICATIONS
With your explicit opt-in consent, we may send:
• Special offers and promotions for salon services
• New service announcements
• Seasonal campaigns and limited-time discounts
• Product recommendations
• Loyalty program updates

MANAGING YOUR PREFERENCES
You may control promotional communications by:
• Replying STOP to any promotional SMS message
• Clicking "unsubscribe" in promotional emails
• Contacting us at +35799561581 or hairetcstudio.eu@gmail.com
• Adjusting preferences in your online account (if applicable)

Note: Opting out of promotional messages will NOT stop transactional appointment-related communications.

We retain your salon information for the following periods:

ACTIVE CLIENT RECORDS
• Retained while you remain an active client (defined as having an appointment within the past 24 months)
• Retained for 3 years after your last appointment to accommodate future bookings

APPOINTMENT HISTORY
• Retained for 7 years for business records, accounting, and compliance purposes

SERVICE RECORDS
• Hair history and treatment records: Retained for 5 years after last service
• Color formulations and technical notes: Retained for 5 years after last service
• Health and safety information: Retained for 7 years in accordance with health regulations

MARKETING MATERIALS
• Photos/videos (with consent): Retained until you withdraw consent
• Portfolio images: Retained indefinitely unless you request removal

VIDEO SURVEILLANCE
• Security footage: Retained for 30-90 days before automatic deletion
• Footage related to incidents: Retained as long as necessary for investigation and legal purposes

After these retention periods, personal information is securely deleted or anonymized unless we are required to retain it longer by law. You may request early deletion of your information by contacting us, subject to legal and business requirements.

We do NOT sell your personal information. We may share your salon information only in the following limited circumstances:

WITH SERVICE PROVIDERS
• Appointment booking system providers (e.g., Fresha)
• Payment processors for appointment deposits and service payments
• IT service providers who maintain our client management systems
• Cloud storage providers for secure record backup

WITH YOUR CONSENT
• When you request appointment details be shared with a family member or friend
• When you consent to photos/videos being shared on social media
• When you request a referral or transfer of your records to another salon

AS REQUIRED BY LAW
• In response to valid legal requests from law enforcement or government authorities
• To comply with health and safety regulations
• To protect our rights, property, or safety, or that of our clients or staff
We do NOT share health information, allergy information, or sensitive personal data with third parties for marketing purposes under any circumstances.

Depending on where you live, you may have the following rights:

RIGHT TO ACCESS
You may request:
• A copy of your service records and appointment history
• Information about what personal information we hold about you
• Details about how we use and share your information

RIGHT TO CORRECTION
You may request that we:
• Correct inaccurate information in your client records
• Update your contact details, health information, or preferences
• Amend service notes if they are incorrect
We encourage you to inform your stylist or reception staff immediately of any changes to your contact information, health conditions, allergies, or other relevant information.

RIGHT TO DELETION
You may request deletion of:
• Your client account and records
• Marketing photos/videos we have taken of you
• Health and safety information (subject to legal retention requirements)
Please note that we may be required to retain certain information for legal, business, or safety purposes even after you request deletion.

RIGHT TO RESTRICT PROCESSING
You may request that we:
• Stop using your information for marketing purposes
• Limit processing to specific purposes only
• Temporarily halt processing while we verify accuracy of information

RIGHT TO OBJECT
You may object to:
• Processing of your information for marketing purposes
• Use of your photos/videos in promotional materials (withdraw consent)
• Automated decision-making (if applicable)

RIGHT TO DATA PORTABILITY
You may request:
• A copy of your service records in a structured, commonly used format
• Transfer of your records to another salon or healthcare provider

EXERCISING YOUR RIGHTS
To exercise any of these rights:
• Contact us at hairetcstudio.eu@gmail.com or +35799561581
• Visit our salon and speak with a manager
• Submit a written request to: HAIR ETC INSTITUTION LTD., 17D, Themistokli Dervi Str., 1066, Nicosia - CYPRUS

We will respond to your request within the timeframe required by applicable law (typically 30 days). We may need to verify your identity before processing your request to protect your privacy and security.

HEALTH INFORMATION
Your health and allergy information is treated with the highest level of confidentiality. We collect this information solely to provide safe services and comply with health and safety regulations. This information is:
• Only accessible to the stylist(s) providing your service and management personnel
• Never shared with third parties except as required by law
• Stored separately from general client records with additional security measures
• Subject to strict confidentiality obligations by all staff members

DISCLOSURE RECOMMENDATIONS
For your safety, we strongly encourage you to disclose:
• All known allergies to hair products, chemicals, or ingredients
• All medical conditions that may affect your hair or scalp
• All medications you are currently taking
• Any recent medical procedures or treatments
• Pregnancy or nursing status
• Any previous adverse reactions to salon services
Failure to disclose relevant health information may result in adverse reactions or unsatisfactory service outcomes. We cannot be held liable for issues arising from undisclosed health conditions or sensitivities.

PATCH TESTS
We recommend patch tests before chemical services such as:
• Hair color (especially first-time colors or dark colors)
• Chemical straightening or relaxing treatments
• Keratin treatments
• Permanent wave services

While patch tests significantly reduce the risk of allergic reactions, they do not eliminate the risk entirely. By proceeding with services, you acknowledge that you understand this risk.

HAIR ETC. STUDIO is located in Nicosia, Cyprus, and is subject to Cypriot and European Union data protection laws. Your personal information may be transferred to and processed in countries outside the European Economic Area (EEA) in the following circumstances:

• Our appointment booking system provider (Fresha) may store data on servers located outside the EEA
• Our website host (Shopify) operates globally and may process data in multiple countries
• Our payment processors may route transactions through international networks
• Our cloud storage providers may maintain backup servers in multiple jurisdictions

When we transfer personal information outside the EEA, we ensure appropriate safeguards are in place, including:
• European Commission-approved Standard Contractual Clauses
• Transfers to countries with adequacy decisions from the European Commission
• Other lawful transfer mechanisms recognized under EU data protection law

We may update this Salon Privacy Notice from time to time to reflect changes to our practices, legal requirements, or operational needs. We will:
• Post the revised notice on our website and in our salon
• Update the "Last Updated" date at the bottom of this notice
• Notify you of material changes via email or SMS if you have active appointments
• Request new consent if changes affect how we use sensitive information or photos/videos

Your continued use of our salon services after changes are posted constitutes acceptance of the updated notice.

If you have questions, concerns, or complaints about how we handle your personal information in connection with salon services, please contact us:

HAIR ETC INSTITUTION LTD.
Email: hairetcstudio.eu@gmail.com
Phone: +35799561581
Address: 17D, Themistokli Dervi Str., 1066, Nicosia - CYPRUS

Company Reg. Number: HE 311 460
VAT Reg.Number: CY10311460B

We will investigate your concern and respond within 30 days. If you are not satisfied with our response, you have the right to lodge a complaint with the relevant data protection authority:

CYPRUS DATA PROTECTION AUTHORITY
Office of the Commissioner for Personal Data Protection
Email: commissioner@dataprotection.gov.cy
Website: www.dataprotection.gov.cy

For EEA residents, you may also contact your local data protection authority. A list of EEA data protection authorities can be found at: https://edpb.europa.eu/about-edpb/board/members_en

By booking an appointment or receiving salon services at HAIR ETC. STUDIO, you acknowledge that:
• You have read and understood this Salon Privacy Notice
• You consent to the collection, use, and disclosure of your personal information as described
• You understand how your health information will be used to provide safe services
• You have been informed of your rights regarding your personal information
• You understand our data retention and security practices
• You have had the opportunity to ask questions about this notice

For photo/video consent, separate written authorization will be obtained before any images are used for marketing purposes.

This Salon Privacy Notice supplements our main Privacy Policy and should be read in conjunction with our Terms of Service