Data retention policy – Loughran Hague Ltd.

 

This policy sets out what information Loughran Hague Ltd. 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 eg 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

RETENTION PERIOD

Client general records

12 months

Client health records

4 years

Financial transactions, invoices and supplier details

6 years

Employee records, contracts of employment, changes to terms and conditions, annual leave, training records

While employment continues and up to 6 years after employment ends

Payroll and wage records including PAYE, income tax, national insurance, sick pay, redundancy payments

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

Maternity records

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

Job applications (unsuccessful)

4 months after notifying unsuccessful candidates

Emails

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 Louise Loughran Smith. 

 Paper records are held in a locked cabinet or in secure archive storage.

 

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.loughranhague.com alternatively, a paper copy can be viewed within the salon.

All requests for access to personal information will be handled by Louise Loughran Smith.  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)

Date completed …01/05/2018……………………………………

Client Complaints Policy - Loughran Hague Ltd.

 

Our priority is for you to be completely satisfied with the service you receive from us. We run a professional business, so we aim for the highest standards in everything we do. Complaints are rare, but we take them seriously, so we have a complaints policy and process we follow to make sure things are put right when needed and we learn from your feedback.

Process

Tell someone you're not happy with the service you've received, either while you're in the salon or as soon as possible after leaving. Calmly and clearly explain the problem. We will listen to your feedback and ask questions as necessary to understand why you are making a complaint. We aim to resolve all complaints within eight weeks.

If you have already left the salon, don't go to another salon as we have the right to see exactly what the service or treatment you received from us looks like.

We will arrange a suitable time for you to come back into our salon and discuss your complaint in private.

Where we think your complaint is reasonable, we will redo part or all of the service or treatment as soon as possible, free of charge. The work can be done by a different stylist if you prefer, although this will not be possible if the individual is self-employed.

If we can't fix the problem, we may offer a partial or full refund depending on how reasonable we consider your complaint to be.