Ko.mi Privacy Policy

Effective Date: 30 July 2025

Your privacy is incredibly important to us at Ko.mi. This Privacy Policy explains how Ko.mi ("we," "us," or "our") collects, uses, & discloses information when you use our website, www.komihair.co.uk & our barber shop services.

1. Information We Collect

We collect different types of information to provide & improve our services to you.

  • Personal Data: This is information that can identify you directly. We only collect personal data that you voluntarily provide to us when you interact with Ko.mi, such as when you book an appointment, register an account, sign up for our newsletter, or contact us. This may include:

    • Your name

    • Email address

    • Phone number

    • Booking history & service preferences

    • Health Information (Special Category Data): With your explicit consent, we may collect information regarding allergies, skin sensitivities, or other health-related notes relevant to the services we provide (e.g., for hair colouring or treatments). This is "special category data" under UK GDPR & is treated with the utmost care.

  • Usage Data: This is non-personal information that cannot directly identify you. When you visit our website, we may automatically collect certain usage data, such as:

    • Your IP address

    • Browser type & version

    • Pages you visit on our site

    • Time & date of your visit

    • Referring website addresses

2. Lawful Basis for Processing Your Data

Under UK GDPR, we must have a lawful basis to process your personal data. We rely on the following:

  • Performance of a Contract: We process your name, contact details, & booking information to fulfil our service agreement with you (e.g., to manage your appointment).

  • Consent: We rely on your explicit consent to process your health information (e.g., allergies) to ensure your safety during services. We also rely on your consent for sending you marketing communications (e.g., promotions, news, appointment reminders) where required. You can withdraw your consent at any time.

  • Legitimate Interest: We may process your data for our legitimate business interests, such as improving our services, managing our booking system efficiently, preventing fraud, or for internal record-keeping. We always ensure these interests do not override your fundamental rights & freedoms.

  • Legal Obligation: We may process or retain certain data where we have a legal obligation to do so (e.g., for tax or health & safety records).

3. How We Use Your Information

We use the information we collect for various purposes, including:

  • To provide & maintain our website & barber shop services, including booking & managing appointments.

  • To respond to your inquiries & provide customer support.

  • To personalise your service experience (e.g., remembering your preferred stylist or service).

  • To improve our website's content, functionality, & user experience (using usage data).

  • To send you essential service communications (e.g., appointment confirmations, reminders).

  • To send you marketing communications, if you have given us consent.

  • To detect, prevent, & address technical issues or fraudulent activities.

4. How We Share Your Information

We will not sell or rent your personal data to third parties. We may share your information in the following limited circumstances:

  • With Your Consent: We may share your information if you give us explicit permission to do so.

  • With Service Providers: We use trusted third-party service providers to help us operate our website & business (e.g., online booking systems, payment processors, email marketing platforms, website hosting). These third parties are contractually obligated to protect your information, use it only for the purposes for which it was disclosed, & comply with UK GDPR.

  • For Legal Reasons: We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court order or government agency).

5. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

  • Booking & Service History: We typically retain this data for [e.g., 2 years] after your last visit to facilitate future bookings & maintain consistency in your service, unless a longer period is specifically requested by you or required by law.

  • Health Information (Special Category Data): This data is retained only for as long as you remain a client & receive services where such information is relevant to your safety, or as required by health & safety regulations.

  • Marketing Consent: We retain your email address for marketing purposes until you withdraw your consent.

  • Financial Records: Certain data may be retained for longer periods as required by tax & accounting laws (e.g., 6 years for financial records).

6. Data Security

We take reasonable technical & organisational measures to protect your personal data from unauthorised access, use, alteration, or disclosure. However, please be aware that no method of transmission over the Internet or method of electronic storage is 100% secure.

7. Your Data Protection Rights (UK GDPR)

Under UK GDPR, you have the following rights regarding your personal data:

  • The Right to Access: You have the right to request a copy of the personal data we hold about you.

  • The Right to Rectification: You have the right to request that we correct any inaccurate or incomplete personal data we hold about you.

  • The Right to Erasure (Right to be Forgotten): You have the right to request that we delete your personal data under certain conditions.

  • The Right to Restrict Processing: You have the right to request that we limit the way we use your personal data under certain conditions.

  • The Right to Data Portability: You have the right to request that we transfer the data that we have collected to another organisation, or directly to you, under certain conditions.

  • The Right to Object: You have the right to object to our processing of your personal data under certain conditions (e.g., for direct marketing).

  • The Right to Withdraw Consent: If we are relying on your consent to process your data, you have the right to withdraw that consent at any time.

To exercise any of these rights, please contact us using the details in Section 11. We will respond to your request within one month.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).

8. CCTV

For security purposes, our Ko.mi premises may be monitored by Closed Circuit Television (CCTV). Footage is used for crime prevention, detection, & the safety of our staff & clients.

9. Cookies

Our website may use "cookies" to enhance your experience. Cookies are small files placed on your device that store data about your visit. We use cookies to understand website usage, remember your preferences, & improve our services. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, some portions of our Service may not function correctly.

10. Links to Other Websites

Our website may contain links to other sites that are not operated by us. If you click on a third-party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit. We have no control over & assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

11. Children's Privacy

Our website & services are not intended for use by children under the age of 13. We do not knowingly collect personally identifiable information from anyone under the age of 13. If you are a parent or guardian & you are aware that your child has provided us with personal information, please contact us. If we become aware that we have collected personal information from children without verification of parental consent, we will take steps to remove that information from our servers.

12. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page & updating the "Effective Date" at the top of this Privacy Policy. You are advised to review this Privacy Policy periodically for any changes.

13. Contact Us

If you have any questions about this Privacy Policy, your data, or wish to exercise your rights, please contact us:

  • By email: Komihair@outlook.com