Privacy Policy

Cozy Hair Studio Last updated: June 2026

We are committed to protecting your personal data and respecting your privacy. This policy explains how we collect, use, and store your information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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1. Who We Are

Cozy Hair Studio is the data controller responsible for your personal data.

If you have any questions about how we handle your data, please contact us at the above email address.

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2. What Data We Collect

We may collect and process the following personal data:

  • Contact details — name, phone number, email address

  • Booking information — appointment dates, services booked, stylist preferences

  • Health information — allergies, scalp sensitivities, or medical conditions relevant to your treatment (where you choose to share them)

  • Payment information — transaction records (we do not store full card details; payments are processed securely via third-party providers)

  • Marketing preferences — whether you have opted in to receive emails or SMS communications from us

  • Photos — images of your hair taken for portfolio or marketing purposes, with your explicit consent

  • Website data — cookies, browsing behaviour, and analytics data when you visit our website

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3. How We Collect Your Data

We collect your data when you:

  • Book an appointment online, by phone, or in person

  • Purchase a product in salon or through our online store

  • Sign up to receive our emails or SMS communications

  • Fill in a consultation or intake form

  • Contact us by email, phone, or social media

  • Visit our website

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4. Why We Use Your Data

We use your personal data for the following purposes:

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PurposeLegal BasisManaging your bookings and appointmentsContractProcessing paymentsContractSending appointment reminders (email/SMS)Contract / Legitimate InterestsSending marketing emails or SMS (with consent)ConsentHealth and safety — recording allergies or sensitivitiesVital Interests / Legal ObligationImproving our services and websiteLegitimate InterestsComplying with legal obligationsLegal Obligation

We will never use your data for any purpose beyond what is listed here without informing you first.

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5. Marketing Communications

  • We will only send you marketing emails or SMS messages if you have opted in to receive them.

  • You can unsubscribe at any time by clicking the unsubscribe link in any email, replying STOP to any SMS, or contacting us directly at hello@cozyhairstudio.com.

  • Opting out of marketing will not affect your appointment reminders or transactional communications.

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6. Sharing Your Data

We do not sell your personal data. We may share it with trusted third parties only where necessary to deliver our services, including:

  • Booking & scheduling software (e.g. Squarespace Scheduling / Acuity)

  • Payment processors (e.g. Stripe, PayPal)

  • Email & SMS marketing platforms (e.g. Squarespace Email Campaigns)

  • Review platforms (e.g. Google, Treatwell)

  • Website analytics (e.g. Google Analytics)

All third parties are required to handle your data securely and in compliance with UK data protection law.

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7. How Long We Keep Your Data

We retain your personal data only for as long as necessary:

  • Booking and client records — up to 3 years after your last appointment

  • Financial/payment records — up to 7 years (HMRC requirement)

  • Marketing data — until you withdraw consent

  • Health/consultation records — up to 3 years after your last treatment

After these periods, your data is securely deleted.

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8. Your Rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you

  • Correct any inaccurate or incomplete data

  • Delete your data (the "right to be forgotten"), where applicable

  • Restrict or object to how we process your data

  • Withdraw consent at any time for data processed on the basis of consent

  • Data portability — request your data in a portable format

  • Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you believe we have mishandled your data

To exercise any of these rights, contact us at hello@cozyhairstudio.com. We will respond within 30 days.

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9. Cookies

Our website uses cookies to improve your experience and analyse traffic. These may include:

  • Essential cookies — required for the site to function

  • Analytics cookies — help us understand how visitors use our site (e.g. Google Analytics)

  • Marketing cookies — used to deliver relevant content

You can manage your cookie preferences via the cookie banner on our website or through your browser settings.

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10. Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse. All data is stored securely, and access is limited to authorised staff only.

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11. Third-Party Links

Our website may contain links to third-party websites (e.g. social media, booking platforms). We are not responsible for the privacy practices of those sites and encourage you to read their own privacy policies.

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12. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated date at the top. We encourage you to check back periodically.

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For any questions or data requests, please contact us at hello@cozyhairstudio.com