This policy sets out what information Red Hair Studio holds, how long we hold it for and when it will be deleted.
It also covers the procedure to follow regarding data requests.
INFORMATION HELD BY US
We hold personal information about:
We also hold information about financial transactions relating to these eg services or treatments provided, products bought, payroll information.
HOW LONG IS PERSONAL DATA HELD FOR?
We aim not to hold personal data longer than necessary.
Unless requested by an individual, the following types of data will be held for the periods shown below, after which it will be securely deleted or destroyed:
|
TYPE OF INFORMATION |
RETENTION PERIOD |
|
Client general records |
12 months |
|
Client health records |
4 years |
|
Financial transactions, invoices and supplier details |
6 years |
|
Employee records, contracts of employment, changes to terms and conditions, annual leave, training records |
While employment continues and up to 6 years after employment ends |
|
Payroll and wage records including PAYE, income tax, national insurance, sick pay, redundancy payments |
6 years from the financial year-end in which payments were made |
|
Maternity records |
3 years after the end of the tax year in which the maternity pay period ends |
|
Job applications (unsuccessful) |
4 months after notifying unsuccessful candidates |
|
Emails |
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 – see above. |
WHERE IS PERSONAL DATA HELD?
Personal data about clients, financial transactions and employees are held on our secure salon software system which is backed up every day or held in secure electronic files electronically which can be accessed only by the salon manager and the administrator.
Any paper records are held in a locked cabinet or in secure archive storage.
HOW IS PERSONAL DATA DELETED?
Personal data is permanently deleted in accordance with the retention periods listed above from:
ACCESS TO PERSONAL INFORMATION, CORRECTION AND DELETION
See our privacy notice available on website.
All requests for access to personal information will be handled by [insert job title].
Responses to requests will be made within 30 days.
All information relating to the individual will be compiled into a report and collected from:
Date completed: 23rd May 2018
