PRIVACY NOTICE

This privacy notice explains how the National Hairdressers Federation looks after personal information you give us or that we learn by having you as a customer and the choices you give us about marketing you want us to 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
  • Events and competitions
  • Marketing
  • Employment
  • Alternative Dispute Resolution (Hair & Beauty Mediation)
  • How long your information will be kept for
  • Where your information is kept
  • Access to your information, correction and deletion
  • Other websites
  • Changes to our privacy notice
  • How to contact us

What information we collect about you

We collect information about you when you apply for NHF membership or renew your membership, have a query about your membership or a membership service, when you order a product or service, book an event, enter a competition, complete an NHF survey, use our website, apply for a job or enter employment with us, 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, payment and transaction information, CVs or photographs and IP address.

How information about you will be used

We are allowed to use personal information, including sharing it outside the NHF, only if we have a proper reason to do so:

  • To fulfil a contract with you
  • When it is in our legitimate interest ie there is a business or commercial reason to do so, as long as it doesn’t go against your rights or interests
  • When you consent to it 

We will use your personal information to deliver the services and benefits included in your membership fees, to communicate with you about your membership and to deliver products you have ordered.

We will therefore pass your contact details onto our approved couriers and mailing houses, currently Matrix Print Consultants Ltd, Futureprint (Northampton) Ltd and Mailchimp for distribution of salonfocus magazine, other mailings and email communications eg e-newsletters. 

We will also pass your information on to the providers of our employment law and business support helplines, currently Ellis Whittam Ltd.  

As suppliers of our website, NetXtra Ltd, and our CRM system, Centrepoint Software, have access to member data.  We may also share your information with the editor of our magazine, salonfocus.  

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

We will ask you for your consent to information about your salon / barbershop being published on the NHF website. 

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. 

Events and competitions

When you enter an NHF competition or book a place on an NHF event, we will use your information to process your payment and assist you with attending the event or competition.   

We will ask for your consent to send you information about other similar events and competitions.  You can opt out of such communications at any time. 

Apart from including your name on a list of delegates / competition entrants, we will not pass your information onto third parties such as event organisers, competition judges, or the presenters of NHF events.  Our delegate lists clearly state they are not to be used for any other purpose. 

If you are a finalist for an NHF competition, we will include your name, your salon's name and an image of your work and your model on social media, on the NHF website, in Salonfocus magazine and in press releases to industry magazines who may publish your name, salon name, and image of your work and your model in magazine articles, on social media and on websites.  You will be responsible for getting consent from your model for their image to be shared in this way.  The NHF has a consent form available for this purpose. 

If you are not a member of the NHF we will ask for your consent to contact you about NHF membership, other similar events or competitions.  You may opt out of such communications at any time. 

Marketing

Where relevant products or services are available from the NHF or third party suppliers, but they are not included in your membership fees, we will ask you to consent to receiving marketing information about them.  Examples include discounts on insurance, music licences and free magazines. 

If you have consented to receiving marketing, you may opt out at any time. 

You have a 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 email enquiries@nhf.info or call us on 01234 831965. 

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. We also provide employee benefits such as Perkbox, medical or other insurance schemes.  In order to provide you with these benefits, your personal information is shared with the providers.  

Alternative Dispute Resolution (ADR) – Hair & Beauty Mediation

 We will use your personal information to deliver our Alternative Dispute Resolution scheme to help resolve a dispute you have with a hair salon, barbershop or beauty salon relation to a service or treatment you have paid for.  Processing your data is necessary to comply with a legal obligation under the Alternative Dispute Resolution for Consumer Disputes (Competent Authorities and Information) Regulations 2015.  If you do not provide all of the personal information requested, we may be unable to process your application. 

How long your information will be kept for 

If you decide not to renew your NHF membership, unless you request otherwise we will keep your information to contact you no more than twice a year for a maximum of 2 years, after which your information will be deleted (apart from records of financial transactions which will be retained for 6 years as required by HMRC).   

If you are not an NHF member, you will have given consent for us to contact you, so we will maintain contact until you opt out of communications.  

Information about unsuccessful job applicants will be deleted after one month. 

See our data retention policy for further information. 

Where your information is kept

Your information is stored within the EEA on secure servers.  Any payment transactions are encrypted using SSL technology.  Sending information via the internet is not completely secure.  Although we will do our best to protect your information, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk.  Once we have received your information, we use strict procedures and security features to try to prevent unauthorised access.

If you have a password to access members only parts of our website, you must not share it with anyone. 

Access to your personal information, correction and deletion

NHF members have access to their profile, which is accessible via the password-protected members-only area of the website.  Members can edit information about themselves at any time.  

You have the right to request a copy of other personal information that we hold about you.  

This will normally be free, unless we consider the request is unfounded or excessive, particularly if it is repetitive, in which case we may charge a small fee to cover our administration costs.  If you would like a copy of your personal information, please email enquiries@nhf.infoor write to us at NHF, One Abbey Court, Fraser Road, Priory Business Park, Bedford MK44 3WH or call us on 01234 831965. 

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.  

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. 

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 and we will place any updates on this webpage.  This privacy notice was last updated on 26 April 2018. 

How to contact us 

Please contact us if you have any questions about our privacy notice or information we hold about you or if you are unhappy with how we have used your personal information: 

  • By email
  • or write to us at NHF, One Abbey Court, Fraser Road, Priory Business Park, Bedford MK44 3WH 

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/

 Contact us on 01234 831965 for a copy of our:

  • Cookies policy
  • Terms and conditions
  • Consent form for models

 

 

April 2018

The information on this page was last updated on Tuesday, 15 May 2018.