Privacy Policy

Who We Are

JK The Beauty Pod is a beauty salon based in Stanley, Wakefield. For the purposes of UK data protection law, JK The Beauty Pod is the data controller responsible for your personal information.

If you have any questions about this policy or how your data is handled, please contact us at [email protected].

What Information We Collect

We collect personal information that is necessary to provide our services and manage your appointments. This includes:

Information you provide when booking

• Your name and contact details (email address and, if provided, phone number)
• Payment information (processed securely through Acuity Scheduling — we do not store card details ourselves)
• Your appointment history and treatment preferences

Information collected through consultation forms

• Health information relevant to your treatment, including medical conditions, allergies, medications and skin history
• Pregnancy status where relevant to treatment safety

Information collected through general contact

• Any information you share when contacting us by email or through social media

We do not collect any personal information through this website directly. All booking and client data is collected and managed through our booking platform, Acuity Scheduling.

How We Use Your Information

We use the information we collect to:

• Confirm, manage and fulfil your appointments
• Send appointment reminders and follow-up communications
• Ensure treatments are carried out safely and appropriately for you
• Maintain accurate client records and treatment history
• Process payments and manage our booking fee policy
• Respond to any enquiries or concerns you raise with us
• Meet any legal or regulatory obligations we are subject to

We do not use your personal information for marketing purposes without your explicit consent, and we do not sell or share your data with third parties for their own marketing use.

Our Lawful Basis

Under UK GDPR, we rely on the following lawful bases for processing your personal data:

Contract

Processing your name, contact details and payment information is necessary to fulfil your booking and provide the treatment you have requested.

Legitimate interests

We retain appointment history and client records to maintain continuity of care and manage our business effectively. This is balanced against your right to privacy and we only retain what is necessary.

Legal obligation

We may be required to retain certain records to comply with legal or regulatory requirements.

Vital interests / explicit consent

Health information collected through consultation forms is processed on the basis that it is necessary to protect your vital interests and ensure treatments are safe. Where we rely on consent, you have the right to withdraw it at any time.

Third Parties We Use

We use a small number of trusted third-party services to operate our business. Each is bound by their own privacy policies and data protection obligations.

Acuity Scheduling

Our appointment booking system. Acuity collects and stores your booking information, consultation form responses, and payment details on our behalf. Acuity is operated by Squarespace and processes data in accordance with their privacy policy. You can view it at squarespace.com/privacy.

Google Workspace

We use Google Workspace for business email and internal communications. Emails you send to our salon address are received and stored within Google’s systems. Google processes this data in accordance with their privacy policy, available at policies.google.com/privacy.

We do not use Google Analytics or any other tracking or advertising tools on this website.

How Long We Keep Your Data

We retain your personal information for as long as is necessary to provide our services and meet our legal obligations.

• Appointment and booking records are retained for a minimum of 3 years from your last appointment, in line with standard beauty industry practice
• Health and consultation information is retained for the same period to ensure continuity of safe treatment
• Payment records may be retained for up to 7 years for financial and legal compliance purposes
• Email correspondence is retained for as long as it remains relevant and then deleted

When data is no longer required, it is securely deleted or anonymised within our systems.

Your Rights

Under UK data protection law, you have the following rights in relation to your personal data:

• Right of access — you can request a copy of the personal information we hold about you
• Right to rectification — you can ask us to correct any inaccurate or incomplete information
• Right to erasure — you can ask us to delete your personal data where there is no longer a lawful reason to retain it
• Right to restriction — you can ask us to limit how we use your data in certain circumstances
• Right to object — you can object to processing carried out on the basis of legitimate interests
• Right to data portability — you can request your data in a structured, commonly used format

To exercise any of these rights, please contact us at [email protected]. We will respond within one month of receiving your request.

If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk.

How We Protect Your Data

We take the security of your personal information seriously. Appropriate measures are in place across the systems we use to protect against unauthorised access, loss or misuse.

• Booking and client data is stored within Acuity Scheduling, which uses encryption and industry-standard security measures
• Business email is managed through Google Workspace, which includes built-in security protections
• We do not store payment card details ourselves — all card processing is handled securely by Acuity’s payment systems
• Access to client records is limited to authorised staff only

Cookies

This website does not use tracking cookies, analytics cookies, or advertising cookies.

Our booking system (Acuity Scheduling) is accessed via a separate platform and may use cookies necessary for its operation. Please refer to the Acuity / Squarespace privacy policy for further information.

Changes to This Policy

We may update this privacy policy from time to time to reflect changes in how we operate or in applicable law. The date at the top of this page will always reflect when the policy was last reviewed.

We encourage you to check this page periodically. Where changes are significant, we will make reasonable efforts to notify existing clients.

Contact Us

If you have any questions about this privacy policy or how your personal data is handled, please get in touch:

JK The Beauty Pod
In the Gardens of 75 Lee Moor Lane
Stanley, Wakefield, WF3 4ES
[email protected]