Privacy Policy

Esther Alexander is committed to protecting your privacy and handling your personal information fairly, transparently and securely.

This Privacy Policy explains how we collect, use, store and share personal information when you:

• visit or use the Esther Alexander website;
• contact us through an online form, email, telephone or social media;
• request information about our salon or services;
• book or discuss an appointment;
• subscribe to marketing communications; or
• otherwise interact with us online.

This policy applies to our website and related online services. Separate privacy information may be provided where necessary for particular services or activities.

Esther Alexander is a trading name of:

Unparalleled Hair Ewell Limited
Company number: 10059165
Trading address: 205 Kingston Road, Ewell, Surrey, KT19 0AB

Unparalleled Hair Ewell Limited is the data controller responsible for deciding how and why your personal information is used.

For privacy enquiries or to exercise your data protection rights, contact:

Email: privacy@estheralexander.co.uk
Post: Privacy Enquiries, Esther Alexander, 205 Kingston Road, Ewell, Surrey, KT19 0AB

Depending on how you interact with us, we may collect the following information.

Identity and contact information

• name; email address; telephone number; postal address;
• date of birth or age, where relevant;
• preferred method of contact; and
• parent or guardian details where the client is under 18.

Enquiry and booking information

• appointment requests; preferred stylist, service, date or time;
• booking history; consultation notes; cancellation and attendance history;
• communications between you and the salon; and
• information you provide through forms, telephone calls, email, social media or our booking system.

Service and treatment information

Where relevant to delivering a safe and appropriate hair service, we may record hair type, condition, colour history and treatment history; consultation notes; skin or allergy test results; allergies, sensitivities or relevant health information; accessibility requirements; product preferences; and photographs of your hair or treatment results.

Please do not submit medical or other sensitive information through a general website enquiry form unless we have specifically asked you to provide it.

Payment and transaction information

Services and products purchased; transaction date and value; deposit and refund information; voucher or account-credit information; and limited payment information supplied by our payment provider. We do not normally receive or store your full debit or credit card details.

Marketing information

Your marketing preferences; records of consent; responses to offers or campaigns; referral information; and information about whether you opened or interacted with a marketing communication.

Website and technical information

IP address; browser and device type; operating system; approximate location; pages viewed; links or buttons selected; referral source; date and time of visits; cookie identifiers; and information about how the website performs on your device.

• directly from you when you contact us, submit a form, make a booking or visit the salon;
• through our salon-management and booking system;
• through cookies and similar website technologies;
• from payment, gift-voucher or communication providers;
• when someone makes an appointment or purchases a gift voucher on your behalf;
• through social media platforms when you interact with our accounts;
• from publicly available sources where appropriate; or
• from another legitimate source where you have authorised the disclosure.

We only use personal information where we have a valid legal reason. Purposes include responding to enquiries and appointment requests, creating and managing appointments, providing salon services, processing deposits, payments, refunds and vouchers, maintaining allergy tests and colour records, sending appointment confirmations, handling complaints and insurance matters, improving our website, preventing fraud, keeping accounting records, sending marketing communications and using client photographs for marketing.

Lawful bases we rely on include performance of our contract with you, taking steps at your request before entering into a contract, our legitimate interests, compliance with legal obligations, your explicit consent (for health information), and the existing-customer soft opt-in for certain marketing.

Where we rely on legitimate interests, we consider whether our use of the information is necessary, proportionate and reasonably expected, and whether your rights override our interests.

Information about health, allergies or medical conditions is treated as special category personal information. We will only collect it where relevant to providing a safe and suitable salon service, and will normally rely on your explicit consent. In limited circumstances, it may also be used where necessary to establish, exercise or defend legal claims.

You may withdraw your consent, although this may mean that we cannot safely provide certain treatments.

We may send information about appointments, services, promotions, events, new stylists, loyalty benefits and salon news by email, text message or another electronic channel.

We will only send electronic marketing where you have actively agreed to receive it, or the law permits us to contact you as an existing customer about our own similar services and you were given a clear opportunity to opt out.

You can stop marketing communications at any time by selecting the unsubscribe option in an email, following the opt-out instructions in a text message, or contacting us at privacy@estheralexander.co.uk. Stopping marketing will not prevent us from sending necessary appointment confirmations, booking updates, receipts or other service-related communications.

Our website may use cookies and similar technologies. See our Cookie Policy for full details. Analytics, advertising or social-media tracking technologies will not be activated until you have made the relevant cookie choice.

Our website may link to a third-party booking or salon-management platform, currently SalonIQ. When you use an external booking page, information may be processed by the relevant provider on our behalf or, in some circumstances, for its own purposes.

Our website may also contain links to social media pages or other external websites. We are not responsible for the privacy practices, security or content of websites operated by other organisations.

• our website hosting and technology providers;
• our salon-management and booking provider;
• payment-processing providers;
• email, text-message and marketing providers;
• website analytics providers where you have consented;
• accountants, solicitors, insurers and professional advisers;
• IT support and cybersecurity providers;
• regulators, courts, law-enforcement agencies or public authorities where legally required;
• prospective purchasers or advisers involved in a genuine business sale, restructuring or acquisition; and
• other suppliers who process information on our instructions.

We do not sell your personal information.

Some technology providers may store or process information outside the United Kingdom. Where personal information is transferred internationally, we will take appropriate steps to protect it, including transferring to a country recognised as providing adequate protection, using approved contractual safeguards, or relying on another lawful transfer mechanism.

• General website enquiries: up to 12 months after the last meaningful contact.
• Client, appointment and service records: normally six years after the last relevant appointment or transaction.
• Consultation, allergy-test and technical records: normally six years after the last relevant treatment, or longer where required for client safety or legal claims.
• Records involving children: retained for a longer period where necessary.
• Financial and transaction records: normally six years after the end of the relevant financial period.
• Marketing records: until you unsubscribe or withdraw consent.
• Suppression records: for as long as necessary to honour a marketing opt-out.
• Website analytics: normally no longer than 14 months.
• Consent records: for as long as necessary to demonstrate what you agreed to and when.
• Client photographs: until consent is withdrawn or the image is no longer required.

We use reasonable organisational and technical measures to protect personal information against unauthorised access, accidental loss, misuse, alteration, disclosure and destruction. Access is limited to team members, contractors and service providers who require the information for legitimate business purposes.

No internet transmission or electronic storage system can be guaranteed to be completely secure. You should avoid sending highly sensitive information through ordinary email or an unsecured website form.

Depending on the circumstances, you may have the right to request access to personal information we hold about you; ask us to correct, erase or restrict use of that information; object to processing based on legitimate interests; object to direct marketing at any time; receive certain information in a portable format; withdraw consent at any time where we rely on consent; and complain about how we have handled your information.

These rights are not absolute and may be subject to legal exemptions. We may ask for information to confirm your identity before responding. We will normally respond within one month.

We do not currently make decisions about clients solely through automated processing where the decision would have a legal or similarly significant effect.

Our website is not directed at children under 13 and we do not knowingly use the website to collect their personal information without appropriate involvement from a parent or guardian.

Where a child or young person receives salon services, we may collect limited information required to manage the appointment and provide the service safely. We may request the involvement or consent of a parent or guardian where appropriate.

Please contact us first if you have concerns about how your personal information has been handled:

Email: privacy@estheralexander.co.uk
Post: Privacy Enquiries, Esther Alexander, 205 Kingston Road, Ewell, Surrey, KT19 0AB

You also have the right to complain to the UK data protection regulator:

Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113

We may update this Privacy Policy to reflect changes to our website, services, technology or legal obligations. The latest version will be published on our website with the updated revision date.