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Data Protection

DATA RETENTION POLICY

 

This policy sets out what information Silk Hair Boutique Ltd (SILK) holds, how long we hold it for and when it will be deleted.

It also covers the procedure to follow regarding data requests.

 

TOPICS:

  • Information held by us
  • How long is personal data held for?
  • Where is personal data held?
  • Access to personal information, correction and deletion
  • How is personal data deleted?

 

Information held by us

We hold personal information about:

  • Clients
  • Former clients and prospective clients
  • Employees
  • Job applicants

We also hold information about financial transactions relating to these e.g. services or treatments provided, products bought, payroll information.

 

GDPR

INFO

CLICK HERE

PRIVACY

POLICY

CLICK HERE

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:

 

  • Client general records - 6 years, however they are automatically archived after 12 months of non activity.
  • 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 (general) - 1 year from the end of the month in which they were received or sent unless a longer period is relevant.
  • Emails (to and from ex-employees or contractors) - 2 weeks from the date of  leaving unless these form part of the employment record (see above).

 

Access to personal information, correction and deletion

Download our Privacy Notice here

Responses to requests will be made within 30 days.

All information relating to the individual will be compiled into a report and collected from:

  • Salon software system
  • Financial transactions
  • Emails
  • Other electronic records
  • Paper records (where applicable)

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 authorised company employees.

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:

  • Salon software system
  • Electronic files
  • Emails
  • Other electronic records, e.g. payroll software
  • Paper records, which are securely shredded.

SILK HAIR BOUTIQUE

9 Commercial Square, Haywards Heath, West Sussex, RH16 1DW

T: 01444 450243  E: info@silkhairboutique.co.uk

Website Design by Rob Truscott

© 2018 Silk Hair Boutique Limited - All Rights Reserved

VAT Registration No. 112180761

Registered Limited Company in England No. 07536822