This privacy notice explains how the National Hairdressers Federation (NHF) looks after personal information (‘personal information’ meaning ‘personal date’ as referred to in the General Data Protection Regulation (EU) 2016/679) you give us, that we obtain when we correspond or deal with you, 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.
The National Beauty Federation (NBF) is the NHF’s sister trade body providing tailored support for beauty salons. It is owned and operated by the NHF and personal information is shared between the two bodies. The website for both organisations is www.nhf.info
What information we collect about you
We collect information about you when you apply for NHF/NBF 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/NBF survey, use our website, apply for a job, are employed by us, or are engaged as a contractor with us, whether the contact is online, on paper, by email or over the phone.
The information you give us may include but is not limited to 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/NBF, in accordance with this privacy notice, only if we have a proper lawful basis reason to do so such as:
- To fulfil a contract with you
- When it is in our legitimate interest (that legitimate interest will tend to be that our business or commercial interests outweigh your right not to have your personal information processed); or
- When you provide your consent for us to do so.
We will use your personal information to, for example and as applicable, deliver the services and benefits included in your membership fees, to communicate with you about your membership, deliver products you have ordered, or to engage with you as an employee or contractor
When processing your personal information we may have to share your personal information with third parties as described in this section. Where your personal information is sent to countries outside of the European Economic Area (EEA) this will tend to be on the basis that we have your consent to do so or if it is required for the performance of a contract. We will ensure that we have appropriate safeguards in place as required by the GDPR to transfer personal information outside of the EEA. Further information can be obtained by contacting us using the details provided below.
We will pass your contact details onto our approved couriers and mailing houses, currently, Redactive Publishing Ltd, Futureprint (Northampton) Ltd and Mailchimp for distribution of salonfocus magazine, other mailings and email communications eg e-newsletters.
We will 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 via Salon Search which can be viewed by Members of the public.
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/NBF competition or book a place on an NHF/NBF 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 on to third parties such as event organisers, competition judges, or the presenters of NHF/NBF events. Our delegate lists clearly state they are not to be used for any other purpose.
If you are a finalist for an NHF/NBF 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/NBF has a consent form available for this purpose.
If you are not a member of the NHF/NBF we will ask for your consent to contact you about NHF/NBF membership, other similar events or competitions. You may opt out of such communications at any time.
Where relevant products or services are available from the NHF/NBF 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 firstname.lastname@example.org or call us on 01234 831965.
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.
In order for us to engage with you as a contractor, and for the purposes of your carrying out your work for us, we will need to process certain personal information about you. Your personal information will only be processed for the purposes of your engagement and, where applicable, will be processed in accordance with this Privacy Notice.
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.
ADR via Hair & Beauty Mediation is available only to clients of NHF/NBF member salons. On request, we will inform clients whether or not a salon is an NHF/NBF member. Clients can also view Salon Search which lists NHF/NBF members if they have given their consent.
How long your information will be kept for
If you decide not to renew your NHF/NBF membership, unless you request otherwise we will keep your information to contact you 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/NBF 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/NBF 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 personal information that we hold about you. In certain circumstances, you also have the right to request that an electronic copy of your personal information is sent to another organisation or person.
Exercising your rights 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 email@example.com or write to us at NHF/NBF, 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 any personal information that we hold about you if that personal information is inaccurate.
In certain circumstances, you have the right to ask us to erase, object to our processing of, or restrict our use of your personal information.If we are relying on consent to process you have the right to withdraw your consent at any time.
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 13th February 2019
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/NBF, 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/
The information on this page was last updated on Wednesday, 13 February 2019.