Privacy Policy

1. Who we are

The Salon Desk is operated by Matthew Fiddler trading as The Salon Desk. This policy explains how we collect, use, store and protect personal information when you visit or use The Salon Desk.

Contact us at [email protected].

Business correspondence address: YOUR BUSINESS OR VIRTUAL ADDRESS.

2. Our data-protection roles

We act as data controller for information used to register and administer your account, provide support, manage subscriptions, prevent misuse and operate our business.

When a salon or hairdresser enters information about clients, appointments, colour cards, services, stock, takings, expenses or receipts, that business normally decides why and how the information is used. The business is then the data controller and The Salon Desk acts as its data processor by hosting and processing the information on its instructions.

3. Information we process

• Account details, including your name, email address, authentication details and account status.
• Business details, branding, services, opening information and user-management records.
• Client contact details, appointments, notes and colour-card or formulation records entered by the salon.
• Inventory, barcode, supplier, restock, delivery and appointment stock-preparation records.
• Takings, contactless-payment summaries, banking, expenses, uploaded receipts and reports.
• Subscription and connected-payment status supplied by Stripe. We do not store complete card or bank-account credentials.
• Technical information such as IP address, browser, device, login activity and application logs.
• Messages and files you provide when contacting support.

4. How information is used

• Create, authenticate and manage accounts.
• Provide bookings, client records, colour cards, inventory, restocking, payment records and reporting features.
• Process subscriptions and display payment or payout status.
• Provide support and essential service communications.
• Protect accounts, diagnose errors, prevent misuse and maintain the service.
• Meet legal, accounting and regulatory obligations.

5. Lawful bases

Depending on the circumstances, we process information because it is necessary to perform our contract with you, comply with a legal obligation, pursue legitimate interests in operating and protecting the service, or because consent has been given where required.

Salons are responsible for selecting and documenting an appropriate lawful basis for their own client records. Avoid entering unnecessary medical, health or other special-category information. If such information is genuinely required, the salon must ensure that an additional lawful condition applies.

6. Service providers and sharing

We only share information where needed to operate the service, comply with law or protect legal rights. Providers may include:

• Laravel Cloud and related managed infrastructure for application, database and private-file hosting.
• Stripe for subscription billing, connected accounts and payment processing.
• Cloudflare for domain, network-security and email-routing services.
• Professional advisers, regulators or law-enforcement bodies where legally required.

Supplier links and prices are provided to help prepare orders. A supplier receives information when you choose to visit or order from its website. We do not sell personal information.

7. International processing

Some providers may process information outside the United Kingdom. Where required, we rely on recognised safeguards such as adequacy regulations or approved contractual protections.

8. Retention and deletion

We keep account and application information while an account is active and for a reasonable period afterwards where needed for security, disputes, legal or accounting purposes. Users should export records they must retain before requesting closure. Deleted information may remain temporarily in protected backups until those backups are replaced.

9. Security

We use reasonable safeguards including authenticated access, user-level record separation, encrypted web connections, private file storage, access controls and managed infrastructure. No online system can guarantee absolute security.

10. Cookies

The Salon Desk uses essential cookies and similar storage for login, security, sessions and application functionality. Stripe may use necessary cookies on its hosted pages. We do not currently use advertising cookies.

11. Your rights and complaints

UK data-protection law may give you rights to access, correct, erase, restrict or object to processing and to receive a portable copy of certain information. Contact [email protected]. We may need to verify your identity.

Please contact us first so we can investigate. You may also complain to the UK Information Commissioner’s Office.

12. Changes

We may update this policy when the service, providers or legal requirements change. The effective date shows the latest revision.