Effective date: March 2023

 

Key terms

 

Luxe Amore Studio (“us”, “we”, or “our”) operates the www.luxeamore.com website (the “Service”).

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This page informs you of our policies regarding the collection, use, and disclosure of personal data when you use our Service and the choices you have associated with that data.

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We use your data to provide and improve the Service. By using the Service, you agree to the collection and use of information in accordance with this policy. Unless otherwise defined in this Privacy Policy, terms used in this Privacy Policy have the same meanings as in our Terms and Conditions, accessible from www.luxeamore.com

 

Personal information - Any information relating to an identified or identifiable individual.

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Special category personal information - Personal information revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership Genetic and biometric data Data concerning health, sex life or sexual orientation.

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Personal information we collect about you

We may collect and use the following personal information about you: 

Your name and contact information, including email address, telephone number, date of birth, forwarding address and company information (where applicable). 

• Your billing information, transaction and payment card information. 

• Medical history, allergies and lifestyle choices on our client consultation form for customers having a treatment done. 

• Details of any feedback you give us by phone, email, post or via social media. 

• Information about how you use our website, IT, communication and other systems.

 

This personal information is required to provide our services to you. If you do not provide the personal information we ask for, it may delay or prevent us from providing our services to you.

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How your personal information is collected

We collect most of this personal information directly from you for example when you register with us, contact us, send us feedback, purchase goods or book a treatment, client consultation forms and customer surveys which may be collected face to face, by telephone, text or email. However, we may also collect information: 

• Indirectly such as your browsing activity while on our website, 

• from a third party with your consent 

• via our IT systems, eg: – automated monitoring of our websites and other technical systems, such as our computer networks and connections, communications systems and email

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How and why we use your personal information

Under data protection law, we can only use your personal information if we have a proper reason for doing so, eg: 

to comply with our legal and regulatory obligations; for the performance of our contract with you or to take steps at your request before entering into a contract; for our legitimate interests or those of a third party; or where you have given consent.

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A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests. The table below explains what we use (process) your personal information for and our reasons for doing so (in bold):

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• To provide goods/and or services to you

For the performance of our contract with you or to take steps at your request before entering into a contract.

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• If you are a therapist (including prospective) then to evaluate your performance of the services being provided to customers and clients.

For the performance of our contract with you or to take steps at your request before entering into a contract.

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• Conducting checks to identify our customers and verify their identity

To comply with our legal and regulatory obligations

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• Other processing necessary to comply with professional, legal and regulatory obligations that apply to our business, eg under health and safety regulations or rules issued by our professional regulator

To comply with our legal and regulatory obligations

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• Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies

To comply with our legal and regulatory obligations

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• Ensuring business policies are adhered to, eg policies covering security and internet use

For our legitimate interests or those of a third party, ie to make sure we are following our own internal procedures so we can deliver the best service to you

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• Operational reasons, such as improving efficiency, training and quality control

For our legitimate interests or those of a third party, ie to be as efficient as we can so we can deliver the best service for you at the best price

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• Ensuring the confidentiality of commercially sensitive information

For our legitimate interests or those of a third party, ie to protect trade secrets and other commercially valuable information, to comply with our legal and regulatory obligations

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• Statistical analysis to help us manage our business, eg in relation to our financial performance, customer base, product range or other efficiency measures

For our legitimate interests or those of a third party, ie to be as efficient as we can so we can deliver the best service for you at the best price

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• Preventing unauthorised access and modifications to systems

For our legitimate interests or those of a third party, ie to prevent and detect criminal activity that could be damaging for us and for you, to comply with our legal and regulatory obligations

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• Updating and enhancing customer records

For the performance of our contract with you or to take steps at your request before entering into a contract To comply with our legal and regulatory obligations For our legitimate interests or those of a third party, eg making sure that we can keep in touch with our customers about existing and new orders of goods and/or services

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• Statutory Returns

To comply with our legal and regulatory obligations

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• Ensuring safe working practices, staff administration and assessments

To comply with our legal and regulatory obligations, for our legitimate interests or those of a third party, eg to make sure we are following our own internal procedures and working efficiently so we can deliver the best service to you

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• Marketing our services to: 

• — existing and former customers; 

• — third parties who have previously expressed an interest in our services; 

• — third parties with whom we have had no previous dealings.

For our legitimate interests or those of a third party, ie to promote our business to existing and former customers and clients

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• External audits and quality checks, eg for ISO or Investors in People accreditation and the audit of our accounts

For our legitimate interests or those of a third party, ie to maintain our accreditations so we can demonstrate we operate at the highest standards To comply with our legal and regulatory obligations

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The above table does not apply to special category personal information, which we will only process with your explicit consent by way of a client consultation form.

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Promotional communications

We may use your personal information to send you updates (by email, text message, telephone or post) about our services, including exclusive offers, promotions or new services. We have a legitimate interest in processing your personal information for promotional purposes (see above ‘How and why we use your personal information’).

This means we do not usually need your consent to send you promotional communications. However, where consent is needed, we will ask for this consent separately and clearly. We will always treat your personal information with the utmost respect and never share it with other organisations for marketing purposes.

You have the right to opt out of receiving promotional communications at any time by contacting us at hello@luxeamore.com. We may ask you to confirm or update your marketing preferences if you instruct us to provide further services in the future, or if there are changes in the law, regulation, or structure of our business.

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Who do we share your personal information with

We routinely share personal information with: 

• our employed and self-employed therapists who carry out the therapy treatments

• payment service providers, 

• other third parties we use to help us run our business, eg marketing agencies or website hosts; 

• our insurers; 

• delivery companies i.e. for the delivery of goods purchased on our website 

• our health and safety advisors if you have an accident

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We only allow our service providers to handle your personal information if we are satisfied they take appropriate measures to protect your personal information. We also impose contractual obligations on service providers to ensure they can only use your personal information to provide services to us and to you. We may also share personal information with external auditors, eg in relation to accreditation and the audit of our accounts.

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We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations. We may also need to share some personal information with other parties, such as potential buyers of some or all of our business or during a restructuring. Usually, information will be anonymised but this may not always be possible. The recipient of the information will be bound by confidentiality obligations.

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We will not share your personal information with any other third party.

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Where your personal information is held

Information may be held at our offices either in hardcopy form or on our computer database systems and those of our third-party agencies, service providers, representatives and agents as described above (see above: ‘Who we share your personal information with’).

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Links to other websites

When you click links on our website, they may direct you away from our website. We are not responsible for the privacy policy of other websites and would recommend you read their privacy and cookies policy before you submit any personal data to these websites.

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How long your personal information will be kept

We will keep your personal information while you have an account with us or we are providing services to you. Thereafter, we will keep your personal information for as long as is necessary: 

• to respond to any questions, complaints or claims made by you or on your behalf; 

• to show that we treated you fairly; 

• to keep records required by law. We will not retain your personal information for longer than necessary for the purposes set out in this policy. Different retention periods apply to different types of personal information. 

• By law, we are required to hold the personal information you have given us in connection with booking a treatment and any notes about those treatments for a minimum of 6 years. 

• 6 years after your last treatment or after the end of our business relationship with you we will permanently delete all your personal information that we hold.

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When it is no longer necessary to retain your personal information, we will delete or anonymise it.

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Your rights

You have the following rights, which you can exercise free of charge:

• Access 

• The right to be provided with a copy of your personal information (the right of access)

• Rectification 

• The right to require us to correct any mistakes in your personal information

• To be forgotten 

• The right to require us to delete your personal information—in certain situations

• Restriction of processing 

• The right to require us to restrict the processing of your personal information—in certain circumstances, eg if you contest the accuracy of the data

• Data portability 

• The right to receive the personal information you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations

• To object 

• The right to object: —at any time to your personal information being processed for direct marketing (including profiling); —in certain other situations to our continued processing of your personal information, eg processing carried out for the purpose of our legitimate interests.

• Not to be subject to automated individual decision-making 

• The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you

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For further information on each of those rights, including the circumstances in which they apply, please contact us or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation. If you would like to exercise any of those rights, please: 

• email, call or write to us —see below: ‘How to contact us’; and 

• let us have enough information to identify you (eg your full name, address and customer or matter reference number); 

• let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and 

• let us know what right you want to exercise and the information to which your request relates.

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Keeping your personal information secure

We have appropriate security measures to prevent personal information from being accidentally lost, used or accessed unlawfully. We limit access to your personal information to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

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How to complain

We hope that we can resolve any query or concern you may raise about our use of your information. The General Data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns or by telephone: 0303 123 1113.

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How to contact us

Please contact us by post, email or telephone if you have any questions about this privacy policy or the information we hold about you. Our contact details are shown below:

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Address: 47 High Street, Kingswood, Bristol, BS15 4AA

Email: hello@luxeamore.com 

Telephone: 0117 287 0212