Crussell/obsidian/Crussell/Privacy Policy.md

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Marketing preferences	Until withdrawn	Consent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.