Tel: 01273 074611
Context and Scope
This notice scope is for the thesalon.app cloud software solution and the complementary website of https://thesalon.app. It also covers the related services we offer for customers across the lifecycle of thesalon.app.
This privacy notice aims to give you information on how we collect and process personal data through use of our services. It is important that you understand this privacy notice, and if you are also a customer of ours, that you read it together with our Customer Licence Agreement and support policy.
We may update this notice from time to time. Where a change is significant, such as this latest update because of GDPR, we’ll make sure we let you know, usually by sending you an email or if you are a user of thesalon.app then by alerting you on the platform itself.
Who We Are and How to Contact Us
Salon App Global Ltd (company registration number 12317498) is the organisation behind thesalon.app. This privacy notice aims to give you information about how we collect and process personal data in accordance with our obligations.
Our Head Office and postal address is:
Sussex Enterprise Centre
Science Park Square
East Sussex BN1 9SB
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO. So please contact us through one of the ways above, or perhaps speak to your account manager in the first instance.
Personal data means different things to different people, so we adopt the meaning from the General Data Protection Regulations (GDPR) which is in force from May 25th 2018. Personal data we process includes data such as first name, surname, email address, avatar/profile photo, IP address, job role, contact information along with any personally identifiable content in support requests. Payment and banking information is generally provided at a corporate information level but it will also be considered personal data where, in the unlikely event, an individual is paying for the services from their own account and we may need to know some of that banking or credit card information.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
We may also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to determine the attractiveness of a particular feature or evaluate performance for future investments. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with support for thesalon.app). In this case, we may be relieved of that specific contractual obligation or choose not to proceed with a request but we will notify you if this is the case at the time.
Collecting personal data
When you visit our website or use our services, we collect personal data. The ways we collect it can be broadly categorised into the following:
Important note – If you’re someone who doesn’t have a relationship with us but believe that a thesalon.app user has entered your personal data into our platform, you’ll need to contact that user’s organisation for any requests. They will be the data controller in that instance and we are the data processor. This includes where you want to access, correct, amend, or request that the user delete your personal data, or address any other individual’s rights. If you did still contact us, we will attempt to redirect you to contact the organisation you think may have entered the data.
thesalon.app is not intended to be marketed to, sold to or used by children. In our capacity as a data controller we do not knowingly collect data relating to children. If you think children’s information is being processed by us in our role as a data controller please contact us.
How we share your personal data
We will not share your personal data with any other company for marketing purposes.
Your data may technically be shared for the purpose of sub processing as part of a contract we have with a third party supplier, for example a third-party data centre processing information on our behalf. We may also be required to share your data with law enforcement, government agencies, courts or regulators in order to comply with applicable laws. Where allowed, we will notify you of this type of disclosure. Your data may also be shared with a potential acquirer or investor of our company, or any part of it, and any other people where we have your consent.
Lawful basis for use of your personal data
We will only use your personal data when the law allows us to, following one of the lawful bases within the GDPR. Most commonly, we will use your personal data in the following circumstances:
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
You have the right to withdraw consent or opt out at any time by contacting us or using the relevant mechanism provided in the communication at the time e.g. unsubscribe from a mail marketing campaign, or ‘do not contact’ response in a specific email sent by one of our staff.
Once opted out a minimal amount of data will be held in a suppression / do not contact list so that we avoid any future contact.
Purposes for use of your personal data
We have set out below, in a simple table format, a description of the ways we might use your personal data, and which of the legal bases we rely on to do so. We may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
Purpose / Activity
Type of data
To deliver our cloud platform services and related support for you as a registered user of the platform
(users can optionally add more data if they choose to including avatar/photo profile, address and phone number)
Performance of a Contract
To process and deliver your order including managing payments, collecting and recovering debts
Performance of a Contract
(and Legitimate Interests if pursuing a debt)
To market and promote our services to prospective buyers and customers
To use data analytics to report on and improve our website, products/services, marketing, customer relationships and experiences
Performance of a Contract
(if not using aggregated reporting and anonymised information)
To prevent incidents, protect customers and respond quickly to security issues
Performance of a Contract
Necessary to comply with a Legal Obligation
To respond to legal or regulatory demands
Any or all information held depending on the request
Necessary to comply with a Legal Obligation
Set out below is a little more about the types of lawful basis that we will rely on to process your personal data.
Comply with a legal or regulatory obligation – means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
We do not transfer your personal data from thesalon.app outside the European Economic Area (EEA) as the secure cloud platform is hosted in Europe.
Personal data provided for support queries, accounting, sales and marketing purposes, does involve transferring your data outside the EEA as some of the third parties we use for sub processing have their facilities in other countries. Where your personal data is transferred outside the EEA, it will only be transferred to countries that have been identified as providing adequate protection for EEA data or to a third party where we have approved transfer mechanisms in place to protect your personal data including by entering into the European Commission’s Standard Contractual Clauses, or by ensuring the entity is Privacy Shield certified (for transfers to US-based third parties).
Please contact us if you want further information on the specific mechanism we use when transferring your personal data out of the EEA.
Data protection and security
We aim to be a responsible supplier and prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, and avoid it being altered or disclosed where it shouldn’t be. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality and each one has relevant contracts in place to reinforce that aim.
We have also put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so. Our intent is to notify within 24 hours or as soon as we become aware of any breach.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Following that period, we’ll make sure it’s deleted or anonymised.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. For example by law we have to keep basic information about customers for 6 years for tax and other purposes after they cease being customers. Depending on the use of thesalon.app some personal data may still be held because it is part of an initiative you contributed to that is still in existence and your organisation wants an audit trail.
In some circumstances you can ask us to delete your data and request erasure as one of your legal rights, as set out below.
Your legal rights
You have legal rights for your personal data and in summary these are:
We have policies and practices in place for each of these requests so if you wish to exercise any of them please contact us and we will process that accordingly. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. We try to respond to all valid requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
You will not normally have to pay a fee for exercising your legal rights if the request is straightforward and valid. In the event the request is repetitive, excessive or unreasonable we will charge a reasonable fee. We may also choose to refuse a request. In this instance ICO guidance will be followed when choosing not to respond and this will include an explanation why, informing you of your right to complain to the supervisory authority and to a judicial remedy without undue delay and at the latest within one month.
Explanation about your Legal Rights
You have the right to:
A cookie is a small text file that is placed on your computer or device when you visit our website or use thesalon.app itself. We, and some of our third-party service providers, like Google, may use a few different types of cookies. Some are persistent cookies (cookies that remain on your hard drive for an extended period of time) and some are session cookies (cookies that expire when you close your browser).
We also use other tracking technologies like web beacons (sometimes called “tracking beacons” or “clear gifs”) and local storage. These are tiny graphics files that contain a unique identifier that enable us to recognise when someone has visited our websites or opened an email that we have sent them.
Cookies help us deliver the services well and enable us to optimise our approach to meet your needs to ensure that you have a great experience.
Below is a list of cookies that we use on our website and services. The types of cookies we use are always changing. Check back regularly to make sure you stay up to date. If you think we’ve missed a cookie, please let us know. We are not responsible for the privacy policies and practices of any third party links or services not in our control.
Website and related sales, marketing activity:
Collects anonymous information about how visitors use our website. This information is used to compile reports and to help us improve the website. Information includes the number of visitors to the website, where visitors have come to the website from and the pages they visited.
Remember a user’s choice about cookies on thesalon.app
We embed videos from our official YouTube channel and others we think are relevant, using YouTube’s privacy-enhanced mode. This mode may set cookies on your computer once you click on the YouTube video player, but YouTube will not store personally-identifiable cookie information for playbacks of embedded videos using the privacy-enhanced mode. Learn more about embedding YouTube videos
thesalon.app secure cloud platform:
These cookies are required to provide the basic functionality of the service. Without these it would not be possible for a user to login.
Identifies the visitor’s session to the service.
Identifies the logged in user to the service.
Identifies that the user has logged in using 2FA.
Whether the `user_mfa_credentials` cookie needs deleting when logging out.
Use of Intercom Services:
We use Google Analytics to collect information about how the service is being used.
There are two versions of each of these cookies (hence the duplication).