Privacy Policy

This privacy notice tells you what to expect us to do with your personal information.

1. Contact details
2. What information we collect, use, and why
3. Lawful bases and data protection rights
4. Where we get personal information from
5. How long we keep information
6. Who we share information with
7. Sharing information outside the UK
8. How to complain

thelittleglowstudio@gmail.com

We collect or use the following information to provide and improve products and services for clients:

• Names and contact details
• Payment details (including card or bank information for transfers and direct debits)
• Transaction data (including details about payments to and from you and details of products and services you have purchased)
• Health information (such as medical records or health conditions)
• Information relating to compliments or complaints

We collect or use the following personal information for information updates or marketing purposes:

• Names and contact details

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
• Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
• Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • We process and securely vault client payment card details via Stripe based on our legitimate business interest to protect our business against the severe financial impact of late cancellations and unnotified no-shows. As a service-based beauty business, our income relies entirely on time slots being fulfilled. When a client cancels at short notice or fails to show up, we lose the total value of that time slot, which cannot easily be recovered, while still incurring fixed operational overheads and staff costs. Collecting card information at booking is strictly necessary to enforce our fair 48-hour cancellation policy, acting as a vital financial safety net. The benefit to the business is long-term financial stability and protection from lost earnings. The impact on the individual is minimal and fair because: 1. No money is charged upfront, and no fee is ever taken if the client attends their appointment or changes it outside the 48-hour window. 
 2. The client is explicitly informed of the 48-hour policy and the potential 50% or 100% fees before they actively choose to complete their booking. 
 3. We do not store, see, or handle their raw financial data; it is completely tokenised and encrypted by our PCI-compliant payment processor, Stripe. 
 Therefore, the low risk to the client\'s privacy is entirely balanced out by the transparent terms and the critical necessity to protect our business from predictable financial harm. 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • We process personal information for handling customer queries, complaints, or legal claims based on our legitimate business interests. Our specific interests are providing high-quality customer service, resolving disputes fairly, and protecting our business against potential legal liabilities or insurance claims. Managing accurate correspondence records is strictly necessary to investigate complaints thoroughly and defend the business if an official claim is raised. The benefit to the individual is that their queries and complaints are handled efficiently, documented accurately, and resolved fairly. The risk to the individual is minimal because we only use the specific communication data they provide (such as names and email text) to address their exact issue, and this data is kept secure. Therefore, our interest in protecting our business and maintaining customer standards outweighs any minor impact on the individual. 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

• Directly from you

We operate a strict data retention policy to ensure your information is only kept as long as legally or operationally necessary:

• Tokenised Payment Card Data: Held securely via Stripe only for the duration required to protect the booked time slot. It is automatically cleared or updated upon successful completion of your appointment or cancellation fee processing.
• Treatment & Consultation Records: Retained safely for a period of 7 years from the date of your last beauty treatment to satisfy our professional salon insurance policy conditions.
• Financial & Transaction Records: Stored securely for 6 years from the end of the financial tax year to satisfy UK HMRC accounting requirements.
• Marketing Subscription Data: Retained until you actively withdraw your consent by clicking the 'unsubscribe' link at the bottom of our emails.

Acuity Scheduling, Inc.

This data processor does the following activities for us: Acuity Scheduling provides our online booking platform. They securely collect and store client names, contact details, appointment dates, and beauty consultation form responses so we can manage and fulfill treatment bookings.

Stripe, LLC

This data processor does the following activities for us: Stripe provides our secure payment processing. They safely encrypt and valet client card details at the time of booking to enforce our cancellation policy, and they generate the payment link that allows clients. to pay for their treatments via Klarna.

• Insurance companies, brokers or other intermediaries
• Professional or legal advisors
• Organisations we’re legally obliged to share personal information with

Where necessary, our data processors will share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

Organisation name: Stripe, LLC.

Category of recipient: Payment processor and secure card-vaulting service

Country the personal information is sent to: United states

How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)

Organisation name: Squarespace, Inc. (Acuity Scheduling)

Category of recipient: Online appointment scheduling and client management provider

Country the personal information is sent to: United States

How the transfer complies with UK data protection law: The International Data Transfer Agreement (IDTA)

If you have any concerns about our use of your personal information, you can make a data protection complaint to us:

Online: https://www.thelittleglowstudio.co.uk/contact

Email: thelittleglowstudio@gmail.com

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint