This privacy notice explains how the NHBF looks after personal information (‘personal information’ meaning ‘personal data’ as referred to in the retained EU law version of the General Data Protection Regulation (EU) 2016/679) (UK GDPR)) 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.
What information we collect about you
We collect information about you when you apply for NHBF 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 NHBF 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 NHBF, 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.
Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you. You have the right to withdraw consent to marketing at any time by contacting us.
We may pass your contact details onto our approved couriers and mailing houses for distribution of salonfocus magazine, other mailings and email communications e.g. e-newsletters.
We may pass your information on to the providers of our employment law and business support helplines. We may also share your information with our website supplier, our CRM system and the editor of our magazine.
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 only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify your and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Events and competitions
When you enter an NHBF competition or book a place on an NHBF 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 NHBF events. Our delegate lists clearly state they are not to be used for any other purpose. This is with exception of Britain's Best where your name and address will be passed to Salon International to send you your ticket to event.
If you are a finalist for an NHBF competition, we will include your name, your salon's name and an image of your work and your model on social media, on the NHBF 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 NHBF has a consent form available for this purpose.
If you are not a member of the NHBF we will ask for your consent to contact you about NHBF 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 NHBF 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 email@example.com 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, 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, beauty salon or independent contractor in 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 NHBF Members. On request, we will inform clients whether or not a salon/barbershop/independent contractor is an NHBF Member. Clients can also view Salon Search which lists NHBF Members if they have given their consent.
Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
- We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data; or
- Where we use certain service providers, we may use specific contracts approved for use in the UK which gives personal data the same protection it has in the UK.
Where your personal information is sent outside the UK, 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.
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.
How long your information will be kept for
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect of our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purpose for which we process your personal data and whether we can achieve those purposes though other means, and the applicable legal, regulatory, tax, accounting, or other requirements.
If you decide not to renew your NHBF 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 NHBF 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
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or access in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidence.
Your information is stored 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
NHBF 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 firstname.lastname@example.org or write to us at NHBF, 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.
We try to respond to all legitimate requests without one month. Occasionally, it could take us longer than a month if your request is particularly complex or you have made a number of requires. In this case, we will notify you and keep you updated.
For your details of your rights, please visit https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
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 27 September 2021.
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 NHBF, 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 Tuesday, 5 October 2021.