# Privacy Policy

**Last Updated:** June 2026  
**Status:** DRAFT — Local development (not yet in production)

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## 1. Introduction

This Privacy Policy explains how Crussell Salon ("we", "us", "our") collects, uses, and protects your personal data when you use our booking platform ("Platform").

We are committed to protecting your privacy and complying with the **UK General Data Protection Regulation (UK GDPR)** and **Data Protection Act 2018**.

**Data Controller:**  
Crussell Salon  
Edinburgh, Scotland  
Email: help@crussell.invalid

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## 2. Data We Collect

### 2.1 Personal Data (Identifiable Information)

**Account Information:**
- Name (first, last)
- Email address
- Phone number
- Date of birth (optional, for age verification)
- Account ID (for balance recovery after deletion)

**Booking Information:**
- Appointment dates, times, services
- Treatment notes and preferences
- Allergy and patch test records (health data — special category)
- Payment history and transaction records

**Financial Data:**
- Gift card codes and balances
- Account balances
- Payment transaction records (processed via Square, not stored by us)
- Dormant balance records (Account ID only, no PII)

### 2.2 Special Category Data (Health Data)

We collect health-related information with your **explicit consent**:
- Allergy records
- Patch test results
- Medical conditions affecting treatment
- Skin sensitivity notes

**Legal basis:** UK GDPR Article 9(2)(a) — Explicit consent  
**Retention:** 7 years (insurance requirement) or account deletion (whichever is later)

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## 3. Data Retention & Deletion Process

### 3.1 Retention Schedule

| Data Category | Retention Period | Legal Basis |
|---------------|------------------|-------------|
| **Active account data** | Account active + 2 years | Legitimate interest |
| **Inactive accounts (no balance)** | 2 years idle | GDPR storage limitation |
| **Inactive accounts (with balance)** | 5 years idle | Scottish prescriptive period |
| **Financial records** | 7 years | HMRC requirement |
| **Allergy/health records** | 7 years | Insurance requirement |
| **Dormant balances** | Indefinite (Account ID only) | Recovery mechanism |
| **Marketing preferences** | Until withdrawn | Consent |

### 5.2 Deletion Process

**Account deletion (your request):**
1. You confirm deletion (warning about data loss).
2. If balance exists, transferred to dormant balance system.
3. Account ID sent to you via email.
4. Personal data anonymized (name, email, phone replaced with placeholders).
5. Financial records retained 7 years (HMRC) then aggregated.
6. Allergy records retained 7 years (insurance) then deleted.

**Inactive account deletion (automatic):**
1. Warning emails sent at 18/23 months (no balance) or 4/59 months (with balance).
2. If no activity, account deleted as above.
3. Dormant balance recoverable with Account ID.

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## 4. Your Rights

Under UK GDPR, you have the right to:
- **Access** your personal data (Article 15)
- **Rectify** inaccurate data (Article 16)
- **Erase** your data (Article 17 — subject to HMRC/insurance retention)
- **Restrict** processing (Article 18)
- **Data Portability** (Article 20)
- **Object** to processing (Article 21)
- **Withdraw Consent** (Article 7(3))

To exercise these rights, contact help@crussell.invalid. You also have the right to complain to the Information Commissioner's Office (ICO) at any time.
