At Hayley Kooner Limited, your privacy is important to me. This Privacy Policy explains what personal information I collect, how I use it, who I share it with and how I keep it safe, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This policy applies to my treatments and services, and to my website at www.hayleykoonerbeauty.co.uk.
Who I am
Hayley Kooner Limited is the data controller for your personal information. This means I am responsible for deciding how it is used and for keeping it safe.
- Data controller: Hayley Southerton, on behalf of Hayley Kooner Limited
- Registered office: 8 Jury Street, Warwick, England, CV34 4EW
- Email: hayleykooner@gmail.com
- Phone: 07739 420360
1. Information I collect
Information you give me
When you book an appointment, complete a consultation form, contact me through my website, or get in touch by email, phone or social media, I may collect:
- Your name
- Contact details (phone number and email address)
- Your date of birth, where relevant to your treatment
- Medical history, medications, allergies and skin concerns, so I can check a treatment is safe and suitable for you
- Photographs of your skin, taken with your permission, to track your progress
- Details of the treatments and products you have had, and notes from your appointments
- Payment information (processed securely by third-party payment providers – I do not store your card details)
- Your preferences and any feedback or reviews you give
- Anything else you choose to tell me in a message or enquiry
Information collected when you use my website
When you visit my website, some technical information is collected automatically, such as your IP address, browser type and the pages you visit. This is used to keep the website secure and working properly. See Cookies and website services below for more detail.
2. How I use your information
I use your information to:
- Provide, plan and tailor your skincare treatments and advice
- Check that treatments are safe and suitable for you
- Manage bookings, appointments and client records
- Reply to your enquiries and messages
- Contact you about your appointments, aftercare and treatment plan
- Send you news and offers, but only if you have agreed to receive them
- Improve my services based on your feedback
- Take payments and keep financial records
- Meet my legal, insurance and regulatory obligations
Your data will never be sold, or shared with third parties for their own marketing.
3. My lawful reasons for using your information
Under UK data protection law, I must have a lawful basis for using your personal information. I rely on:
- Contract – to provide the treatments and services you book with me
- Legitimate interests – to run my business, reply to enquiries, keep records and improve my services, in ways you would reasonably expect
- Legal obligation – to keep financial records and meet insurance and regulatory requirements
- Consent – to send you marketing messages and to take or use photographs; you can withdraw your consent at any time
Information about your health (such as medical history, medications, allergies and skin conditions) is a special category of personal data. I only collect and use it with your explicit consent, which I ask for as part of your consultation, so that I can provide your treatments safely.
4. My website contact form
When you send a message through my website, the details you enter (your name, email address, phone number, the service you are interested in and your message) are sent to me by email so I can reply. You will also receive a copy of your message by email. I use these details only to respond to your enquiry and, if you go on to book, to manage your appointment.
To protect the website from spam, the form may use a security check provided by a third party (such as Google reCAPTCHA or Cloudflare Turnstile), which may process technical information about your device and browser.
5. Who I share your information with
I only share your information when it is needed to provide my services or when the law requires it. This may include trusted service providers who handle data on my behalf, such as:
- My online booking system [add the name of your booking provider]
- Payment providers, to process your payments securely
- My website hosting provider and email provider
- My accountant, for financial and tax records
- My insurer, if needed in connection with a claim
These providers may only use your information to provide their service to me and must keep it secure. I may also share information if I am required to by law, or to protect your vital interests in an emergency.
6. International transfers
Some of the services I use (for example email, booking and website providers) may store or process data outside the UK. Where this happens, I make sure appropriate safeguards are in place, such as the country having been approved by the UK government as having adequate data protection, or the provider using approved contract terms.
7. Keeping your information secure
I take appropriate technical and organisational measures to keep your personal information safe. This includes secure, password-protected systems for client records, limiting access to your information, and using payment and booking providers that comply with data protection law.
8. How long I keep your information
I only keep your personal information for as long as I need it:
- Client and treatment records (including consultation forms) are usually kept for up to 7 years after your last appointment, in line with industry and insurance guidance.
- Financial records are kept for 6 years, as required by HMRC.
- Website enquiries that do not lead to a booking are usually deleted within 12 months.
- Marketing preferences are kept until you unsubscribe or ask me to stop.
After this, your information is securely deleted or destroyed.
9. Your rights
Under UK data protection law, you have the right to:
- Ask for a copy of the personal information I hold about you
- Ask me to correct information that is wrong or incomplete
- Ask me to delete your information, where I no longer need to keep it
- Ask me to limit how I use your information
- Object to me using your information in certain circumstances
- Withdraw your consent at any time, including for marketing
- Ask for your information to be sent to another organisation, where this applies
To use any of these rights, please contact me at hayleykooner@gmail.com. I will respond within one month. There is usually no charge.
If you are unhappy with how I have handled your information, please contact me first so I can try to put things right. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113.
10. Cookies and website services
Cookies are small files stored on your device when you visit a website. My website uses only the cookies it needs to work properly and to keep it secure.
Some pages include content from other services, which may set their own cookies or collect technical information such as your IP address:
- Google Maps – used to show my location on the contact page
- Google Fonts – used to display the website’s fonts
- Spam protection on the contact form, as described above
You can manage or block cookies through your browser settings. Blocking some cookies may affect how parts of the website work. If I add website analytics in the future, I will update this policy and ask for your consent where required.
11. Links to other websites
My website may link to other websites and social media pages, such as Facebook and Instagram. I am not responsible for their privacy practices, so please read their privacy policies when you visit them.
12. Children
My services are intended for adults. If a client is under 18, I will only provide treatment and collect their information with the consent of a parent or guardian.
13. Changes to this policy
I may update this Privacy Policy from time to time. The latest version will always be available on this page, with the date it was last updated shown at the top.
Contact me
For any questions about this policy or how your information is handled, please contact Hayley Southerton, Data Controller:
- Email: hayleykooner@gmail.com
- Phone: 07739 420360
- Post: Hayley Kooner Limited, 8 Jury Street, Warwick, England, CV34 4EW
Thank you for trusting me with your skincare and well-being.