Salon Policies & Privacy Policy

elements Privacy Policy

This privacy policy explains how elements lifestyle salon looks after personal information you give us or that we learn by having you as a client and the choices you make about marketing communications you agree we may send you. This notice explains how we do this and tells you about your privacy rights and how the law protects you.

TOPICS:

What information we collect about you
How information about you will be used
Marketing
Employment
How long your information will be kept for
Where your information is kept
Access to your information and correction
Cookies
Other websites
Changes to our privacy notice
How to contact us

WHAT INFORMATION WE COLLECT ABOUT YOU

We collect information about you when you book an appointment for a service or treatment, visit the salon for a service or treatment, buy a product or apply for a job, whether contact is online, on paper, by email or over the phone.

The information you give us may include your name, address, email address, phone number, relevant history which may suggest that a service or treatment should not go ahead or certain products should not be used (eg allergies, pregnancy, skin conditions), payment and transaction information, IP address and CVs.

For clients under the age of 16, we will only keep and use their personal information with the consent of a parent, carer or guardian.

HOW INFORMATION ABOUT YOU WILL BE USED

In law, we are allowed to use personal information, including sharing it outside the salon only if we have a proper reason to do so, for example:

To fulfill a contract with you ie to provide the service or treatment you have requested and to communicate with you about your appointments
When it is in our legitimate interest ie there is a business or commercial reason to do so, unless this is outweighed by your rights or interests
When you consent to it: we will always ask for your consent to hold and use health and medical information.

We will therefore share your information with

Providers of our salon software system Zenoti - https://www.zenoti.com/trust/privacy-notice
Suppliers of our website Salon Guru - https://www.salonguru.net/privacy-policy/

We have rigorous data protection and security policies in place with all our suppliers.

Some of the people working in our salon are self-employed. Where software systems and reception facilities are shared, our self-employed colleagues will have access to your information.

We will not share your information with any other third party without your consent except to help prevent fraud, or if required to do so by law.

Payment Data

Zenoti, which is PCI compliant, is able to store encrypted card details.

You will be asked to sign and update every 6 months your chosen permissions for this service.

MARKETING

We would like to send you information about products and services which may be of interest to you. We will ask for your consent to receive marketing information.

If you have consented to receiving marketing, you may opt out at a later date.

You have the right at any time to stop us from contacting you for marketing purposes or giving your information to third party suppliers of products or services. If you no longer wish to be contacted for marketing purposes, please contact Jo Hardardt –Salon Manager on 01883 714072 or salon@elementslifestyle.co.uk

EMPLOYMENT

The information we collect about employees, the purposes it is used for and who it will be shared with is set out in our employment contracts and employee handbook.

HOW LONG YOUR INFORMATION WILL BE KEPT FOR

Unless you request otherwise, we will keep your information to contact you for a maximum of 3 years from your last visit to the salon.

After 3 years we will delete all your personal information, except for your name, relevant client history (eg allergy test records which we keep for 4 years) and financial transactions (which we are obliged to keep for 6 years).

Information about unsuccessful job applicants will be deleted after four months.

See our data retention policy for further information, including employee data.

WHERE YOUR INFORMATION IS KEPT

Your information is stored within the European Economic Area on secure servers provided by Zenoti and Salon Guru. Any payment transactions are encrypted. Sending information via the internet is not completely secure, although we will do our best to protect your information and prevent unauthorised access.

ACCESS TO YOUR INFORMATION AND CORRECTION

You have the right to request a copy of the personal information that we hold about you. This will normally be free, unless we consider the request to be unfounded or excessive, in which case we may charge a fee to cover our administration costs.

If you would like a copy of some or all of your personal information, please contact Jo Hardardt – Salon Manager on 01883 714072 or salon@elementslifestyle.co.uk

We want to make sure that your personal information is accurate and up-to-date. You may ask us to correct or remove information you think is inaccurate.

You have the right to ask us to object to our use of your personal information, or to ask us to delete, remove or stop using your personal information if there is no need for us to keep it.

E-NEWSLETTERS

We email e-newsletters to inform you about products, services and treatments provided by us. You have the opportunity to unsubscribe from e-newsletters at any time.

E-newsletters may contain subscriber tracking facilities within the actual email, for example, whether emails were opened or forwarded, which links were clicked on within the email content, the times, dates and frequency of activity. We use this information to refine future email campaigns and provide you with more relevant content based around your activity.

COOKIES

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This is used to track visitor use of the website and to compile statistical reports on website activity. For further information visit www.aboutcookies.org or www.allaboutcookies.org

You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However, in a few cases some of our website features may not function as a result.

See our cookies policy here www.elementslifestyle.co.uk

OTHER WEBSITES

Our website includes links to other websites. This privacy notice only applies to this website so when you link to other websites you should read their own privacy notices.

CHANGES TO OUR PRIVACY NOTICE

We keep our privacy notice under regular review. This privacy notice was last updated on 15th November 2022.

USEFUL INFORMATION

Company Name: Craylyn Limited

Trading As: Elements

Company Number: 01639358

Our Website: www.elementslifestyle.co.uk

HOW TO CONTACT US

Please contact us if you have any questions about our privacy notice or information we hold about you:

By email salon@elementslifestyle.co.uk
Or write to us at elements, 34 Station Road East, Oxted, Surrey.

You also have the right to complain to the Information Commissioner’s Office. Find out on their website how to report a concern: www.ico.org.uk/concerns/handling

elements Terms & Conditions

By signing up to our Newsletter you agree to be opted in to our marketing and to receive emails from us at least monthly with information about offers competitions and prize draws.

Members can opt out of the emails by clicking on the unsubscribe link on the bottom of any email sent from elements.

CUSTOMER SERVICE

For feedback or customer service queries please contact us via email salon@elementslifestyle.co.uk or call us on 01883 714072

All our services are unconditionally guaranteed. If you are not 100% happy with any elements service please let us know within two weeks so we can discuss the best solution with you.

COLOUR SERVICES

Unfortunately elements cannot colour hair for clients aged under 16 years.

We always require an AAT - Allergy Alert Test, (a skin test) 48hrs before a colour service, and this is updated when it is 6 months or longer since the last colour service.

All colour without a cut must be accompanied by a finish, that can be a ‘Fast Finish’ or a ‘Blow Dry’, both are at an additional cost, and are necessary to confirm the outcome of the colour service.

Prices are subject to confirmation during consultation.

Colour Appointments can be booked using the online service.

Elements Lifestyle Salon only apply colour provided by elements Lifestyle Salon.

Colour Consultations are complimentary

COLOUR DIAGNOSTICS & FORMULAS

Please note that due to the expertise of our colourists, the changing needs of your hair between colour visits and the varying brands of hair colour used by different hair stylists and salons, it is our policy not to pass on any of your colour formulations to yourself or any third party.

If you are a new client or an existing client a skin test is required 48 hours prior to your appointment.

STUDENT SPECIALS

Periodically we offer student specials on selected services with a valid Totum or Student Card.

Cannot be used with any other offer.

Offer excludes treatments.

Offer excludes retail.

VIG CLUB

Anyone aged over 16 who registers their details can join.

The membership is only valid at elements Oxted.

Members are responsible for keeping their information up to date.

The elements VIG club is personal to you and should not be used by anyone else.

By signing up to our VIG club you agree to be opted in to our marketing and to receive emails from us at least monthly with information about offers competitions and prize draws.

Members can opt out of the emails by clicking on the unsubscribe link on the bottom of any email sent from elements Oxted.

Members can cancel at any time by emailing salon@elementslifestyle.co.uk

You must be signed up to the VIG Club to get VIG discounts.

Elements Oxted can cancel or withdraw the scheme at any time and can change the terms and conditions. We will always give notice of changes via email and by posting the changes on the website.

RECOMMEND A FRIEND

At the end of your visit, you may periodically receive a Recommend a Friend link. We would love you to recommend a friend who has not visited us before. When you do, your friend will receive £10 off their cut & style appointment and as a thank you, you will also receive £10 off your next cut & blow-dry.

ONLINE BOOKING

Most services and appointments can be booked via our APP.

Kids cuts cannot be booked online.

Please call us on 01883714072 if you do not see the appointment you would like

GIFT CARDS

Redeemable at elements Lifestyle salon Oxted

Not valid for online purchases

The minimum amount to activate or top up the card is £25

Gift cards cannot be exchanged for cash.

The card will expire 12 months from the date of purchase.

Any balance remaining will be reduced to nil and forfeited.

Postage is UK only.

The elements Gift Cards are digital and will be sent via email to support our sustainability policy.

Gift Cards are non-refundable.

Updated November 15th 2022

elements Equality Policy

Elements Lifestyle is committed to encouraging equality and diversity among our workforce, and eliminating unlawful discrimination.

The aim is for our workforce to be truly representative of all sections of society and our customers, and for each employee to feel respected and able to give their best.

The organisation – in providing goods and/or services – is also committed against unlawful discrimination of customers or the public

The policy’s purpose is to:

Provide equality, fairness and respect for all in our employment, whether temporary, part-time or full-time
Not unlawfully discriminate because of the Equality Act 2010 protected characteristics of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (including colour, nationality, and ethnic or national origin), religion or belief, sex (gender)and sexual orientation
Oppose and avoid all forms of unlawful discrimination. This includes in pay and benefits, terms and conditions of employment, dealing with grievances and discipline, dismissal, redundancy, leave for parents, requests for flexible working, and selection for employment, promotion, training or other developmental opportunities

The organisation commits to:

Encourage equality and diversity in the workplace as they are good practices and make business sense.
Create a working environment free of bullying, harassment, victimisation and unlawful discrimination, promoting dignity and respect for all, and where individual differences and the contributions of all staff are recognised and valued.
This commitment includes training managers and all other employees about their rights and responsibilities under the equality policy. Responsibilities include staff conducting themselves to help the organisation provide equal opportunities in employment, and prevent bullying, harassment, victimisation and unlawful discrimination
All staff should understand they, as well as their employer, can be held liable for acts of bullying, harassment, victimisation and unlawful discrimination, in the course of their employment, against fellow employees, customers, suppliers and the public
Take seriously complaints of bullying, harassment, victimisation and unlawful discrimination by fellow employees, customers, suppliers, visitors, the public and any others in the course of the organisation’s work activities

Such acts will be dealt with as misconduct under the organisation’s grievance and/or disciplinary procedures, and any appropriate action will be taken. Particularly serious complaints could amount to gross misconduct and lead to dismissal without notice

Further, sexual harassment may amount to both an employment rights matter and a criminal matter, such as in sexual assault allegations. In addition, harassment under the Protection from Harassment Act 1997 – which is not limited to circumstances where harassment relates to a protected characteristic – is a criminal offence

Make opportunities for training, development and progress available to all staff, who will be helped and encouraged to develop their full potential, so their talents and resources can be fully utilised to maximise the efficiency of the organisation
Decisions concerning staff being based on merit (apart from in any necessary and limited exemptions and exceptions allowed under the Equality Act)
review employment practices and procedures when necessary to ensure fairness, and also update them and the policy to take account of changes in the law
Monitor the make-up of the workforce regarding information such as age, gender, ethnic background, sexual orientation, religion or belief, and disability in encouraging equality and diversity, and in meeting the aims and commitments set out in the equality policy
Monitoring will also include assessing how the equality policy, and any sporting action plan, are working in practice, reviewing them annually, and considering and taking action to address any issues

The equality policy is fully supported by management and the Salon Owner.

Details of the organisation’s grievance and disciplinary policies and procedures can be found in The Employee Handbook. This includes with whom an employee should raise a grievance to.