Data Retention Policy

This policy sets out what information Style Hair and Beauty 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
  • How long is personal data held for?
  • Where is personal data held?
  • How is personal data deleted?
  • Access to personal information, correction and deletion

 

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 eg services or treatments provided, products brought, 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 If no business or service has been used in 2 years.Data will be removed.
Client health records If no business or service has been used in 2 years.Data will be removed.
Financial transactions, invoices And suppliers details While employment continues and up to 6 years after employment ends
Payroll and wages records including Page, income tax,national insurance,sick pay,redundancy payments 10 years from the  financial year-end in which payments were made
Maternity records 5 years after the end of tax year in which the maternity pay period ends
Job applicants (unsuccessful) 6 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 4 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 and accessed only by salon directors and managers.

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