Privacy Policy

1. Who we are

Crown Perfect Ltd (“we”, “us”, “our”) is a hair salon registered in England and Wales.

Company number: 13429352
VAT number: 390 2239 07
Registered office and salon address: 380 Malden Road, Worcester Park, Surrey, KT4 7NL
ICO registration: Crown Perfect Limited, reference ZB250295

We are the data controller for the personal information described in this policy. That means we decide how and why your information is used.

If you have any questions about this policy or about how we handle your information, contact us at bookings@crownperfectuk.com or on 020 8330 6764.

2. What this policy covers

This policy explains what personal information we collect, why we collect it, who we share it with, how long we keep it, and what rights you have. It applies to our website, our online quiz, our booking system, our social media messaging, and to information we collect when you visit the salon.

3. What information we collect

When you complete our online quiz

• Your first name and last name
• Your email address
• Your mobile telephone number
• Your answers to the quiz questions, which describe your current hair, the result you want, and when you are hoping to book

When you book or attend an appointment

• Your name, contact details, and appointment history
• Notes about the services you have had, including colour formulations and products used
• Your payment records
• Card details, but only where you have given us permission to store them

Health information

To keep you safe, we record certain health information. This includes:

• Skin and patch test results and dates
• Allergies and sensitivities
• Scalp and skin conditions relevant to your treatment

Under data protection law this is called “special category” information and it is given extra protection. We collect it only because it is necessary to provide your treatment safely, and we do not use it for anything else.

When you message us on Instagram

• Your Instagram username and profile information
• The content of the messages you send us

We use an automated messaging tool to help us respond to Instagram direct messages quickly. Some replies are sent automatically and some are sent by a member of our team.

When you visit the salon

• CCTV footage. We operate CCTV inside the salon for the safety and security of our clients, our team, and our premises.

When you use our website

• Basic technical and usage information such as the pages you visit, how long you spend on them, and the device and browser you are using. This is collected through analytics tools and is covered in more detail in our Cookie Policy.

4. Why we use your information, and our legal basis

Data protection law requires us to have a valid reason for using your information. Ours are set out below.

You can withdraw your consent at any time. See section 8.

5. Who we share your information with

We do not sell your information to anyone, ever.

We share it with the following service providers, who process it on our behalf:

• Phorest, our salon management and booking software. Your client record, appointment history, treatment notes and health information are stored here. Phorest also sends our marketing emails and text messages.
• Zapier, used to pass your quiz submission securely from our website into our other systems.
• Google (Gmail and Google Workspace), used to send you your hair plan and to send our team an internal copy of your enquiry.
• ManyChat, used to manage and respond to our Instagram direct messages.
• Meta (Instagram), where you contact us through Instagram, your messages are also subject to Meta’s own privacy policy.
• Microsoft Clarity and Google Analytics, used to understand how visitors use our website. This is usage data and does not include your quiz answers or contact details.
• Meta Platforms (the Meta Pixel), only if you accept cookies, to measure whether our Facebook and Instagram adverts lead to enquiries. It does not receive your quiz answers. If you accept cookies and send the quiz form, our website also sends Meta your email, mobile number and first name in scrambled (hashed) form, so the enquiry is counted once even if an ad blocker is used.
• Cloudflare, which hosts the small services behind our online booking calendar and our anonymous quiz statistics.
• Our payment provider, card payments are processed securely by our payment provider. Where you have asked us to store your card for future payments, this is held securely by them and not by us.
• Our accountants, for bookkeeping, VAT and statutory accounts.

We may also disclose your information where we are required to do so by law, or to protect the rights, property or safety of our clients, our team, or the public.

Some of these providers may store or process information outside the United Kingdom. Where they do, we take steps to make sure your information is protected to the same standard as it would be here.

6. Marketing

We will only send you marketing emails or text messages if you have given us permission.

Every marketing email includes an unsubscribe link. You can also reply STOP to any marketing text message, or simply tell us in the salon, email bookings@crownperfectuk.com, or call 020 8330 6764.

Opting out of marketing will not stop us sending you messages about appointments you have booked, such as confirmations and reminders.

Advertising: if you're already a Crown Perfect client, we may share a scrambled (hashed) copy of your email address and phone number with Meta, so we don't show you adverts meant for new clients. Meta uses it only to match and then deletes it. You can ask us to stop at any time.

7. How long we keep your information

• Client records, including treatment and health information: 24 months after your last appointment, after which they are deleted.
• Quiz enquiries that do not lead to a booking: 24 months.
• Accounting and payment records: 6 years, as required by HMRC.
• CCTV footage: 30 days, unless it is needed for an ongoing investigation or legal claim.
• Social media messages: 24 months.
• Marketing consent records: for as long as you remain subscribed, and for a reasonable period afterwards so we can show that you opted out.

8. Your rights

Under UK data protection law you have the right to:

• Access the personal information we hold about you
• Correct information that is wrong or incomplete
• Erase your information in certain circumstances
• Restrict how we use your information
• Object to us using your information, including for marketing
• Data portability, meaning you can ask for a copy of your information in a portable format
• Withdraw consent at any time, where we rely on consent

To exercise any of these rights, contact us at bookings@crownperfectuk.com or on 020 8330 6764. We will respond within one month.

If you are not happy with how we have handled your information, you can complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Website: ico.org.uk

We would appreciate the chance to put things right first, so please do contact us before going to the ICO if you can.

9. Children

Our services and our website are intended for adults. We do not knowingly collect information from anyone under the age of 18. If you believe we hold information about someone under 18, please contact us and we will delete it.

10. How we keep your information safe

We take appropriate technical and organisational measures to protect your information against loss, misuse and unauthorised access. Access to client records is limited to team members who need it to do their job, and our systems are password protected.

11. Cookies

Our website uses cookies and similar technologies. For details of what we use and how to control them, please see our Cookie Policy.

12. Changes to this policy

We may update this policy from time to time. Any changes will be posted on this page with a revised “last updated” date.

This policy was last reviewed on 18 July 2026.