This document refers to personal data, which is any information that can identify a living natural person who is identified or identifiable (such a person will hereafter be referred to as a ‘data subject’). This General Data Protection Regulation aims to protect and enhance the right of data subjects.
A person can be identifiable if they can be directly or indirectly identified using an ‘identifier’. Examples of pieces of information which could be used as identifiers are, names, ID numbers, location data, postal address, images, telephone numbers or any reference to factors which are specific to their identity, including physical, genetic or social factors. GDPR does not apply to information which is already readily available in the public domain.
Gainfort Hair & Beauty Supplies, Gainfort Academy and Gainfort Salon Design (hereafter referred to as Gainfort Hair & Beauty Supplies) are committed to protecting the privacy of its customers, students and community of users.
Gainfort Hair & Beauty Supplies uses the information collected from you to provide you with services and products which we believe are of a business interest to you or in the case of our students are necessary for us to provide your education. We collect names, telephone numbers, postal addresses, email addresses, dates of birth, Nationality, Next of Kin, PPS Numbers, CV’s, Exam Results, Previous Work Experience, Medical Conditions and Qualifications. In making initial contact with us you consent that Gainfort Hair & Beauty Supplies maintain communications with you until you opt out, which you can choose to do at any point.
Certain types of sensitive information are subject to extra protection under GDPR. These include race, ethnic origin, political opinions, religion, trade union membership, genetic data, biometric data, data concerning a persons health, sex life or sexual orientation. The only information we store which falls into this special category is health records.
How and why we collect your data?
We collect data in a fair and honest manner. When we ask for personally identifiable information about you, we make sure you know exactly why that information is needed and the purposes for which we intend to use it for. We will request the minimum information necessary for us to provide you with our products and services. Our methods of collecting personal data will include but not be limited to, Credit Account Application forms, Club Card forms, Email Subscription Forms, Course Application Forms, Surveys, Patch Test Forms, Disclaimer Forms, Competition entries. These documents will explain clearly the intended purposes for the information required and whether or not it includes secondary uses, for example if a Club Card application form is intended to be used for marketing purposes we will advise you of this and give you the opportunity to opt out. We also collect information which is provided to us via our website, social media accounts, emails or over the phone if you contact us to enquire about a product, to pay a bill, arrange an appointment, place an order or request any other information. Health records are required as part of our Student Application Form and Patch Test Form, this is to allow us to make informed decisions governing the safety of treatments to our students and models. We also may collect data from other organisations which have already obtained your permission to share data.
How we use it
Once we hold your data on file, we will use this information should we need to contact you in relation to the products and services provided to you as per your contract. Your personal information will only be accessible by employees of Gainfort Hair & Beauty Supplies and approved third parties. We will use your data in order to communicate and continue to do normal business activities including but not limited to, invoicing, sales, support, repairs, examination registrations and any other activities required to meet our regulatory requirement in adherence to applicable laws.
How we store it
Calls: Calls are not recorded and if we intend on doing so we will let you know our intentions. Student Data: It is our retention policy to keep general student information for 12 months. Some information is required by law to be kept for longer periods of time by the bodies listed below. In these instances we abide by their policies and procedures.
ETB – 1 month
ITEC – 3 years
CIBTAC – 6 years
Invoice details: Legally invoice details are required to be maintained for 6 years and the current year.
Employee details: In accordance with the Organisation of Working Time Act 1997, employers are required to keep records of holidays, public holidays, special leave, rest breaks, start and finish times of each employee for each day and sick leave for a period of 3 years. Records of unsuccessful recruitment candidates are held for a period of 12 months.
CCTV: We hold CCTV footage for a period of 90 days
Under GDPR, our rights as individuals are further protected and as a data subject you have a right to the following –
- Right of access, meaning you can request a copy of the information we hold about you (to be provided within 30 days).
- Right of rectification, meaning you have a right to correct any information we have about you which is incorrect
- Right to delete, in some circumstances where the information we hold on you is not necessary to support any preceding legal contract you have a right to request we erase your details.
- Right to restrict processing – where certain conditions apply you have a right to restrict processing
- Right to object – you have a right to object to certain types of processing, e.g marketing emails
- Right to reject to automated decision making, including profiling – we do not use any form of automated decision making at Gainfort Hair & Beauty Supplies.
We aim to release relevant, industry specific, up to date information to our audience. If you are the recipient of any current marketing, we most likely have your personal information as we have previously been involved in some type of business dealings in the past. Any further marketing communications will be delivered on the grounds of consent, the fact that we are in business together or legitimate interest. We encourage the protection of an individual right under GDPR and apologize if we have impacted negatively on your privacy rights, if you do not wish to receive any further communications from us please simply opt out or update your preferences at any time.
We maintain a presence on Social Media Platforms including, Facebook, Instagram and Snapchat and in doing so we abide by their individual privacy terms. Sometimes we use before and after pictures from our training courses and workshops to promote and illustrate the results which can be achieved. Students and Models are required to give consent for these photos.
If you have any queries regarding this policy or your information please contact us via the following channels:
Post: Gainfort Hair & Beauty Supplies
Ardcavan Business Park