top of page

Data Retention Policy

This policy sets out what information The Organic Hair Angels 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 e.g. 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: Client general records       

RETENTION PERIOD: 3 years

​

TYPE OF INFORMATION: Client health records

RETENTION PERIOD: 4 years

​

TYPE OF INFORMATION: Financial transactions, invoices and supplier details

RETENTION PERIOD: 6 years

​

TYPE OF INFORMATION: Employee records, contracts of employment, changes to terms and conditions, annual leave, training records

RETENTION PERIOD: While employment continues and up to 6 years after employment ends

​

TYPE OF INFORMATION: Payroll and wage records including PAYE, income tax, national insurance, sick pay, redundancy payments

RETENTION PERIOD: 6 years from the financial year-end in which payments were made

​

TYPE OF INFORMATION: Maternity records

RETENTION PERIOD: 3 years after the end of the tax year in which the maternity pay period ends

​

TYPE OF INFORMATION: Job applications (unsuccessful)

RETENTION PERIOD: 4 months after notifying unsuccessful candidates

​

TYPE OF INFORMATION: Emails

RETENTION PERIOD: 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 owner or Business Director.

Paper records are held in a locked cabinet in  locked room.

 

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

  • Paper records, which are securely shredded. 

 

ACCESS TO PERSONAL INFORMATION, CORRECTION AND DELETION

See our privacy notice at www.the-organic-hair-angels.co.uk or contact Janet Hipkiss at the salon for a paper copy.

All requests for access to personal information will be handled by the Business Director. 

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)

bottom of page