Privacy Policy
This Privacy Policy explains how The Hai Co ("we", "us", "our") collects, uses, stores, and protects your personal information when you use our services, including non‑surgical hair loss solutions, hair extensions, consultations, and any related courses. We are committed to complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
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1. Information We Collect
We collect the following types of personal information:
• Identity information — name, date of birth, gender.
• Contact information — phone number, email address, home address.
• Consultation and medical‑related information — details about hair loss concerns, scalp conditions, allergies, sensitivities, previous treatments, and suitability assessments.
• Booking and payment information — appointment history, booking fees, payment confirmations (we do not store full card details).
• Images and visual records — before/after photos, progress photos, or images used for consultation and treatment planning (only with your consent).
• Communication records — messages, emails, and notes relating to your service.
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2. How We Use Your Information
Your information is used to:
• Provide consultations, treatments, and hair‑related services.
• Assess suitability for non‑surgical hair loss solutions and hair extensions.
• Manage bookings, appointments, and payments.
• Maintain accurate treatment records for safety and professional standards.
• Contact you regarding appointments, aftercare, or important updates.
• Improve our services and customer experience.
• Comply with legal, insurance, and regulatory obligations.
We do not sell or share your data with third parties for marketing purposes.
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3. Legal Basis for Processing
We process your personal data under the following lawful bases:
• Consent — for photos, marketing, and optional information.
• Consultation — to provide the services you have booked.
• Legal obligation — for insurance, tax, and record‑keeping requirements.
• Legitimate interests — to manage appointments, protect our business, and ensure service quality.
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4. How We Store and Protect Your Data
We store your information securely using password‑protected systems and encrypted devices. Only authorised staff have access to your data. We retain your records for up to 7 years, in line with UK insurance and industry requirements.
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5. Sharing Your Information
We may share your information only when necessary with:
• Professional insurers
• Payment processors
• Legal or regulatory bodies (if required by law)
We do not share your information with third‑party marketers or unrelated businesses.
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6. Your Rights Under UK GDPR
You have the right to:
• Access your personal data
• Request correction of inaccurate information
• Request deletion (where legally permitted)
• Withdraw consent for optional data (e.g., photos)
• Object to certain types of processing
• Request data portability
To exercise these rights, contact us at: info@thehaircobybon.co.uk
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7. Booking Fees and Payments
To secure an appointment, a non‑refundable booking fee is required. By paying this fee, you agree to the following:
• The booking fee is non‑refundable under all circumstances, including cancellations or no‑shows.
• The booking fee may be deducted from the final service cost at the appointment (if applicable).
• If you reschedule with sufficient notice (as stated in your booking terms), the fee may be transferred to a new appointment at our discretion.
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8. Service Payments and Refund Policy
Due to the nature of our work, all services are non‑refundable. This includes:
• Hair extension fitting
• Hair loss systems
• Online Courses
• Maintenance appointments
• Custom orders
• Consultations
• Any service where time, labour, or products have been allocated or used
We do not offer refunds for dissatisfaction based on personal preference, as results depend on individual hair/scalp conditions, aftercare, and adherence to maintenance guidelines.
If you experience an issue, we encourage you to contact us within 24 hours so we can assess and offer an appropriate solution.
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9. Photography and Marketing Consent
We may request permission to take photos for:
• Treatment planning
• Progress tracking
• Marketing or social media
You will always be asked for explicit consent before any images are used publicly. You may withdraw consent at any time.
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10. Cookies and Website Tracking
If you use our website, cookies may be used to improve your browsing experience. You can manage cookie settings through your browser.
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11. Updates to This Policy
We may update this Privacy Policy from time to time. The latest version will always be available on our website or by request.
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12. Contact Information
For questions about this Privacy Policy or your data rights, contact:
The Hair Co
info@thehaircobybon.co.uk
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