The personal information that you give to us when booking your appointment is retained by MW Nails Ltd acting as Nailista, and is stored on Phorest salon software’s secure database, accessible by our staff members who deal with your booking and your appointment.
Data is placed on a shared system between the branches at Chester, Topshop Trafford Centre, Manchester, Leeds and Harrogate. We constantly track who views this data and it is only accessible by individual secure staff pins.
As standard, we take your name and phone number to enable us to contact you if we need to discuss details of your appointment or treatments. If you give us permission, we also take your e-mail as a form of contact and if you opt-in, we can send you appointment reminders by text and e-mail. You can opt out of this at any time.
As a salon, we need to also collect some basic medical information – this is an essential requirement for our insurance purposes and we cannot complete your treatment without this information. Our consultations require you to disclose any medical conditions that might affect or impede the treatment. This is for your personal health and safety. In accordance with our insurance requirements, this medical information must be kept on record for 7 years, to ensure there is available data for any future medical issues that may be related to your treatment.
For insurance, legal and product requirements we also need to collect your date of birth. In certain cases we may require ID to ensure you are of legal age for the treatment. We cannot perform any treatment without confirmation that you are the legal age. We cannot perform treatments for under 16’s without a completed consultation form, and this must be given with permission of the parental guardian.
This data is collected in accordance with UK and EU law, and is kept confidential at all times, and will only be used by staff of Nailista UK who are processing bookings or completing your treatments.
We store your personal data given to us on our secure digital system for 24 months from your last appointment, after which we will fully delete your record from the Phorest system. The exception to this is where we will retain your name and details of any medical contraindications for 7 years on your paper consultation form. This is a legal requirement for our insurance, and will require your paper consultation form to be kept at MWNails HQ in a locked file, only accessible by the company directors in cases where it must be reviewed for insurance cases.
If you wish to at any time you can request we delete all your personal data in full. You can do this by sending a request to our management team by calling the relevant branch to you. Our contact details can be found here. Please note that by doing this you forfeit records of your medical information in relation to any treatments carried out by Nailista, which will affect any insurance claims or our ability to assist you in any medical reactions.
If you wish to make a complaint about how your data has been handled, please seek out our contact page, and get in touch with your local branch. The issue will be investigated in full by our management team and a member of management will be in touch to discuss the outcome.
Nailista will ensure every effort is taken to keep your personal data secure, but in the highly unlikely event of a data breach, we will inform you within 48 hours. If a data breach occurs, Nailista will immediately act to secure your personal details to the best of our ability, we may be in touch to advise you to update security information to prevent any further data becoming insecure. Should any details be lost that could result in identity theft, we will inform the ICO within 48 hours. We treat data breaches very seriously and will report any malicious acts to the police.
By consenting to this privacy notice you are giving us permission to process your personal data specifically for the purposes identified. Consent is required for Nailista to process both types of personal data but it must be explicitly given. Where we are asking you for sensitive personal data we will always tell you why and how the information will be used.
You may withdraw consent at any time by contacting Nailove@nailista.com. This is done in accordance with our Withdrawal of consent procedure.
Nailista (MWNails Ltd) will not pass on your personal data to third parties.