TERMS OF BUSINESS

GDPR

At Options Hairdressing we are committed to protecting and respecting your privacy. This policy explains how, when, and why we collect personal information and how we use it and keep it secure.

Who is collecting your data?

We are Options Hairdressing Limited, registered in England. No 9755644. Our registered address is Suite 3, Warren House, 10-20 Main Road, Hockley, Essex, SS5 4QS and our main phone number is 01245 491434. For general enquiries, please email info@optionschelsmford.com.

What information is being collected, and when?

When clients come for an appointment, we collect their name, postal address, contact phone numbers, email addresses, and date of birth. We also make a record of any allergies and skin tests for clients having a colour service.
When a client registers for our on-line booking system, we collect their name, email address and phone number, which is added to our client database.
When we hold external events , we collect email addresses from attendees so we can send out new client vouchers and offers, however people are asked if they wish to receive these and only send to those that opt in to receiving email communication from us.
Our Salon is monitored by CCTV.

Why is the data being collected?

We collect your data for a few reasons:

Occasionally we may need to contact you about an upcoming appointment. For example, to make you aware of your stylist being unwell or an issue beyond our control that requires the appointment to be rescheduled. We will always ask for your preferred mode contact for these occasions, and you are free to change this at any time.
We ask to collect your mobile number so that we can send appointment reminders via text message; we always ask if you would like these reminders and do not send them unless you consent to them, and you are free to withdraw you’re at any time.
We make a record of any allergies and skin tests results as we are legally required to by both our professional federation and our contractual agreements with our product manufactures, so this carried out on the lawful basis of our contractual obligations. We also ask for explicit consent to store this information for one year.
We ask for your date of birth as there are some services, we can’t offer to under 16’s in line with our professional code of conduct. We also require confirmation of the age of young people, as children under 12 are required to be supervised in the salon by a parent/legal guardian, so processing this information is on a lawful basis of our legitimate interests as a business.
We like to keep you up to date with our news, offers and events via email and /or post: we will always ask if you consent for us to do this and you are free to withdraw your consent at any time.
We have CCTV cameras in the salon for security reasons. During salon hours the cameras are de-activated, and the speakers are switched off, and would only be switched on to record should a situation arise when we felt that the health & safety of clients and employees were compromised. We have registered the cameras with the governing bodies and display notification notices around the salon, so we conduct this monitoring on a lawful basis of our legitimate interests as a business.

Who will we it be shared with?

We will not share, sell, or rent your data to any third parties. We will not share your information with third parties for marketing purposes.

How do we store your data?

We store all client information on our secure database that is password protected, which is backed up to an encrypted, password protected cloud storage system. Any CCTV footage is securely stored, and password protected for 30 days, after which time it is deleted.

How long will your data be kept for?

Your data will be kept securely until you notify us that you longer wish to receive our communications, or after 2 years from your last salon visit, whichever the sooner.

How can you access and update your information?

You are able to view the data we hold on you at any time by contacting Options Front of House Team on 01245 491434 or info@optionschelsmford.com

We are committed to ensuring the accuracy of your information, and regularly check the details we have are correct. If you change any details that we hold, please notify us by either phone on 01245 491434, email info@optionschelsmford.com or write to us at 43 Broomfield Road, Chelmsford, Essex, CM1 1SY.

Your choices

You have the right to determine whether or not you wish to receive information from us. If you do not wish to receive communications from us by post, email, or phone, in the first instance, you can notify us of that by not opting in on the client contact form in salon.

You can also change how you would like us to contact you by letting our Front of House or your stylist know at any time.

If you would like us to delete all of your contact information, please contact Joanna at joanna.thorne@optionschelsmford.com or on 01245 491434.

If you want to complain about communications you receive from us you can email us at joanna.thorne@optionschelsmford.com or contact on 01245 491434. If you think we have misused your data, you can also complain to the Information Commissioners Office at any time.

Cancellation & Deposits

Please give 48 hours’ notice of any appointment cancellation. Failure to do so could incur a cancellation charge.

All of Options offers and promotions are limited to one per person and are only available on one service per visit-they are not valid in conjunction with any other offer. We will attempt to publicise such information but cannot be responsible for any error in doing so.

On occasions when a client is not satisfied with the outcome of any colour service after confirming the colour during the consultation, Options Hairdressing reserve the right to decide whether to provide a repair service.

Please inform your stylist if you are pregnant, taking medication, have allergies or any other medical condition that may affect you during your time in the salon.

Personal valuables are your own responsibility. We cannot accept liability for loss or damage so please take care. No responsibility can be held for items left on the premises.

All new clients /or clients that have not visited the salon for 6 months are required to have an allergy test before any colour service is carried out. You will be asked to have this test a minimum of 48hrs prior to your colour service.

All children under the age of 12 must always be supervised by a parent or legal guardian.

Options Hairdressing reserve the right to change, amend or withdraw any offer, promotion, or these terms and conditions at any time without prior notice and at their discretion.

Offers

All Options offers are available with selected stylists only, subject to availability and not to be used in conjunction with any other offer. Options reserve the right to change or cancel any offer at any time. No cash alternative is available. Unless otherwise stated offers do not apply to any already discounted services/promotions.

Loyalty Club

Options Hairdressing loyalty points are accumulated with every salon service at the time of “check out” and can be redeemed against either a salon service or product dependant on amount of points accumulated. To collect points for a transaction your Options Loyalty card must be presented at the time of check out, or by logging into the system with your registered email address. Reward points cannot be used in conjunction with any other offer and they do not have a cash value. The Options loyalty card is issued by and remain the property of Options Hairdressing in conjunction with Trebbly. Only one loyalty card per person. Some products and services may be excluded from the scheme at the discretion of Options Hairdressing. Options Hairdressing reserve the right to alter or amend the terms and conditions of the loyalty scheme or terminate the Loyalty scheme at any time.

Gift Cards

Gift cards cannot be exchanged for cash or resold. Gift cards must be used against salon services only and presented in the salon when payment is due. Options gift cards are valid for 6 months from the date of purchase. Gift cards must be produced in person to redeemed. Options gift cards can be used in full or part payment salon services or products. Where a gift card holder wishes to buy salon services or products with a higher than balance on the gift card, they will be required to pay the difference in value. If a gift card is lost, stolen or damaged Options Hairdressing cannot replace or reimburse the balance on the gift card.

Competitions

Only one entry per person. Winners will be chosen at random by an independent party. Prizes will be available for collection after the advertised closing date. Prizes are not transferable and cannot be exchanged for cash or resold. Entrants are required to meet the entry criteria but otherwise no other purchase is necessary. Prize winning gift vouchers can only be used for salon services and are not redeemable against retail products. Employees of Options Hairdressing (and their respective families) are not eligible to enter. No responsibility is accepted for entries which are lost, corrupted, incomplete or for any failure to capture entry information. Options Hairdressing reserves the right to cancel or amend the competition or rules without notice. The decision of the judges(s) is final and no correspondence or discussion shall be entered into. Where a winner has been selected and Options has reasonable grounds to believe a winner as made more than one entry, we reserve the right to select an alternative winner. Options cannot accept any responsibility for any damage, loss, injury or disappointment suffered by any entrant entering the competition or as a result of accepting any prize. Options reserves the right to use the names of winners in any online publicity.

Corporate Club

Corporate members- The Club Options membership is exclusively for local based businesses. It provides a 20% discount on all salon services, for all nominated staff that work within the business. The corporate club discount cannot be used in conjunction with any other offer, promotion, discount or against products. Members are required to notify Options of any change of employment.

Customer Complaints Policy

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 procedure we follow to make sure things are put right where needed and we learn from your feedback.

PROCESS

Tell someone that you are not happy with the service you have received, either while 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 8 weeks.

If you have already left the salon do not go to another salon as we have the right to see exactly what service or treatment you received from us looks like. We will arrange a suitable time for you to come back into the 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 again as soon as possible, free of charge. The work will be carried out by a different stylist if you prefer and availability permitting.

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

If, after following our complaints policy we still cannot agree on how to resolve the complaint to your satisfaction, as required by the Consumer Rights Act 2015 we will refer you to a certified alternative dispute resolution provider. These will be mediators and an independent third party which listen to both sides and help us both work towards a fair and reasonable compromise which, if agreed, becomes legally binding. It is a cheaper alternative for you than taking legal action. We will participate in a one-hour session at a mutually time. The salon will cover its own cost of the hour session up to a maximum of £50 + VAT and you will be required to cover your own cost as the client.

Cancellation & Deposits

Options Hairdressing has strict guidelines regarding Patch testing as we are passionate about keeping all our client’s sage during their colour service. We will therefore ask you to attend the salon at least 48 hours prior to your service for a patch test if:

You are a new client to options Hairdressing.
You are an existing client that has not had a patch test for over 6 months.
You are visiting the salon for the first time since Lockdown.
You have used a home colour during your salon visits.

Our Manufacturers guidelines are the above and the following:

You are pregnant.
You are breast feeding.
You have had a medical prescription change since your last salon visit.

NB: Testing positive for COVID and receiving a COVID vaccination is classed as a medical change so we must carry out another patch test.

We ask all our clients to act responsible and make either our Front of House aware of any of the above prior to your appointment or your Colour consultant on the day of your appointment, however, please be aware we do reserve the right to refuse to carry out any colour work & charge accordingly if advised at the time of appointment.

Reaction to Patch test.

If any reaction occurs immediately after or during the following 48 hours, rinse the area with cool water and notify the salon. This test represents an important precaution, however, please be aware that even with the test being carried out, you may still experience an allergic reaction when colouring the hair. The patch test is not a guarantee of avoiding future allergic reactions. Please consult a doctor if you have any doubts or concerns.

Please note that this policy is for our client’s health & safety and to protect our salon’s professional duty of care.

TERMS OF BUSINESS

GDPR

Cancellation & Deposits

Cancellation & Deposits

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