Privacy Policy

1. Who are we?

The Guild of Professional Beauty Therapists Ltd. Company registration no. 2949953. We also operate under the brands Beautyguild.com, Guild Gazette, Guild Training International and MyTimeToBook.com. The Guild of Professional Beauty Therapists is an appointed representative of Park Insurance Services who are authorised and regulated by the Financial Conduct Authority. We take your privacy very seriously. The Guild of Professional Beauty Therapists Ltd. is the data controller in relation to the processing of the personal information that you provide to us when you use our services. The registered address is Synergy House. 7 Acorn Business Park, Commercial Gate. Mansfield. NG18 1EX. If you have any queries relating to our use of your personal information, or any other related data protection questions, please contact our Data Protection Officer, Paul Archer, who can be contacted at paul.archer@beautyguild.com or Guild House, 320 Burton Road, Derby. DE23 6AF. This Privacy Policy explains how we will use personal information about you and the steps we take to ensure your personal information is kept secure and confidential. It should be read together with our Terms of Use.

2. How do we collect personal information?

We may obtain personal information from you by telephone or through our website, mobile applications or other similar devices, channels or applications operated by us.

3. What personal information do we collect?

We collect personal information about you when you give this to us in the course of registering for and/or using our services via the website. For example we may collect your name, address, email address or telephone number. This might be, for example, to obtain quotes for insurance and membership services. In the course of providing the services to you, we may also store information about how you use our website, for example, the pages viewed, the website from which you came to visit our website, changes you make to information you supply to us, details of the quotes you request and your transactions, together with details of your financial information, for example, bank account or payment details. We make sure that we have appropriate security measures to protect your information. We will periodically review your personal information to ensure that we do not keep it for longer than is permitted by law. Note that it is your responsibility to check and ensure that all information, content, material or data you provide on the website is correct, complete, accurate and not misleading and that you disclose all relevant facts. In order to provide you with a quote we may need to collect personal information which data protection legislation defines as sensitive personal information, such as criminal convictions. We will request your consent to process this information at the time you give it and by proceeding with obtaining a quote you give your explicit consent to such sensitive personal information being processed by us for the purposes stated in this Privacy Policy. We do not knowingly collect or store any personal information about children under the age of 16. If you are aged under 16 please get your parent or guardian’s permission before you provide any personal information to us. If you are providing us with another person’s information you should first ask them to read this Privacy Policy and our Terms of Use. By giving us information about another person you are confirming that they have given you consent to provide the information to us and that they understand how their details will be used. In order to ensure the services we provide you continue to meet your needs we may ask you for feedback on your experience of using the website. Any feedback you provide will only be used as part of our programme of continuous improvement and will not be published on the website.

4. How do we use your personal information?

We may use your personal information:
1. To enable you to access and use the services;
2. To personalise and improve aspects of our services;
3. For research, such as analysing market trends and customer demographics;
4. To communicate with you, including some or all of the following:
4.1 Sending you information about products and services which we think may be of interest to you – If you agree, we will contact you (depending on your contact preferences) via email, post, telephone, sms, or by other electronic means such as via social and digital media this may include new product launches, newsletters and opportunities to participate in market research
4.2 Sending you annual renewal quotes based on information you previously provided to us (if you have requested quotes) – when our systems indicate that your renewal is due (based on the dates you entered for your most recent quote) we may resubmit your quote details to give you an idea of what your quotes could be for your next renewal. In order to provide this service to you, we may also send that information to our insurance partners so that they can calculate their quotes.
4.3 Sending you a confirmation email of your quote – when you obtain a quote with us, you will automatically be sent confirmation of your quote by email or SMS so that you have a record of it and can easily retrieve your quote in the future. This is a standard part of our services and by using the services you agree to receive these communications;
5. To enable you to share our content with others, e.g. by using any ‘Email a friend’ or ‘Share this’ functionality on our website. We will store the personal information you provide and may use it to pre-populate fields on the website and to make it easier for you to use the website when making return visits. If you do not want us to store and use your personal information in this way, you may amend your preferences at any time by logging into your account on Beauityguild.com. We may monitor or record your calls, emails, sms or other communications but we will do so in accordance with GDPR legislation and other applicable law. Monitoring or recording will always be for business purposes, such as for quality control and training (e.g. where you call our customer services help line), to prevent unauthorised use of our telecommunication systems and website, to ensure effective systems operation, to meet any legal obligation and/or to prevent or detect crime.

5. Why do we process your personal information?

We will only collect and use your personal information (as described in section 4) in accordance with GDPR requirements. Our grounds for processing your personal information are as follows:
1. Consent – Where necessary we will only collect and process your personal information if you have given your consent for us to do so, for example, we will only send you certain marketing emails and process any sensitive information about you if we have your consent.
2. Legitimate Interests – We may use and process some of your personal information where we have sensible and legitimate business grounds for doing so. Under European privacy laws there is a concept of “legitimate interests” as a justification for processing your personal information. Our legitimate interests for processing your personal information are:
2.1 To communicate with you about the services. We need to keep you informed about your use of the services for example sending you a confirmation email of your quotes. This won’t include marketing communications unless you have given us your consent to receive these; and
2.2 To improve our services. We may use your personal information to: personalise aspects of our service; for market research; and to use our smart search services. We constantly aim to improve our services to you and using your personal information in this way helps us to do this. You have a right to object to our use of your personal information for these legitimate interests including where we may use your personal information to create a profile to inform customer demographics. If you raise an objection we will stop processing your personal information unless very exceptional circumstances apply, in which case we will let you know why we are continuing to process your personal information. Please contact our Data Protection Officer if you wish to exercise this right.

6. Who do we share your personal information with?

When you use any of our services, we may disclose your personal information to the following parties:
1. Our insurance providers.
2. Other service providers that we engage to help us provide certain services.
3. The Financial Conduct Authority and/or other regulatory/governing bodies, for the purposes of compliance monitoring;
4. If required or permitted to do so by law.
5. If required to do so by any court, the Financial Conduct Authority, the Competition and Markets Authority or any other applicable regulatory, compliance, Governmental or law enforcement agency.
6. If necessary in connection with legal proceedings or potential legal proceedings; and/or
7. In connection with the sale or potential sale of all or part of our business. If we reasonably believe false or inaccurate information has been provided and fraud is suspected, details may be passed to fraud prevention agencies to prevent fraud and money laundering.

7. What cookies do we use?

A cookie is a very small text file placed on your computer or device. Cookies help us to:
1. Understand browsing habits on the website.
2. Understand the number of visitors to the website and the pages visited; and
3. Remember you when you return to the website so we can provide you with access to previously saved quotes. For more information on the cookies we use, please see our Cookie Policy.

8. How secure is our website and what steps do we take to keep you safe?

Your personal data’s security is very important to us. This is why, where it’s appropriate, our website uses HTTPS to help keep information about you secure. However, no data transmission over the internet can be guaranteed to be totally secure. Certain information, for example, your credit card details, is encrypted to minimise the risk of interception during transit. You may complete a registration process when you sign up to use parts of the website. This may include the creation of a username, password and/or other identification information. Any such details should be kept confidential by you and should not be disclosed to or shared with anyone. Where you do disclose any of these details, you are solely responsible for all activities undertaken on the website where they are used. To protect your account, we ask you to choose a strong password to access your information on our website. A strong password should be lengthy and include a mixture of letters and numbers. Your password can only be reset with access to the email address registered in our system. We do our best to keep the information you disclose to us secure. However, we can’t guarantee or warrant the security of any information which you send to us, and you do so at your own risk. By using our website you accept the inherent risks of providing information online and will not hold us responsible for any breach of security. It might sometimes be necessary for us to transfer your personal information outside of the European Economic Area (EEA) to locations that may not provide the same level of protection as the UK. However, we will only transfer your personal information out of the EEA if we have put in place appropriate safeguards and protections as stated under UK law for example by the use of a data-transfer agreement incorporating certain standard model protection clauses.

9. How can you amend your preferences

Any electronic marketing communications we send you will include clear and concise instructions to follow should you wish to unsubscribe at any time. You may also amend your marketing preferences by accessing your personal details by logging into your account on Beautyguild.com or by emailing the Data Protection Officer.

10. Your personal data rights and how to contact us

Under GDPR regulations, you have the following rights.
(i) Right to access: the right to request copies of your personal information from us;
(ii) Right to correct: the right to have your personal information rectified if it is inaccurate or incomplete;
(iii) Right to erase: the right to request that we delete or remove your personal information from our systems;
(iv) Right to restrict our use of your information: the right to ‘block’ us from using your personal information or limit the way in which we can use it;
(v) Right to data portability: the right to request that we move, copy or transfer your personal information;
(vi) Right to object: the right to object to our use of your personal information including where we use it for our legitimate interests or where we use your personal information to carry out profiling to inform our market research and customer demographics (see section 5 above). To make enquiries, exercise any of your rights set out in this Privacy Policy and/or make a complaint please contact our Data Protection Officer. If you are not satisfied with the way any complaint you make in relation to your personal information is handled by us then you may be able to refer your complaint to the relevant data protection regulator which in the UK is the Information Commissioner’s Office. This Privacy Policy shall be governed and construed in all respects in accordance with the laws of England and Wales.

11. How long do we keep your personal information?

Unless a longer retention period is required or permitted by law, we will only hold your personal information on our systems for the period necessary to fulfil the purposes outlined in this Privacy Policy or until you request it is deleted. If, having registered for any of our services, you do not use them for a reasonable time (which may vary depending on the service(s) you’ve registered for) we may contact you to ensure you’re still happy to receive communications from us. Even if we delete your personal information it may persist on backup or archival media for legal, tax or regulatory purposes.

Changes to this Privacy Policy
We reserve the right to amend or modify this Privacy Policy at any time and any changes will be published on the website. The date of the most recent revision will appear on this page. If we make significant changes to this policy, we may also notify you by other means such as sending an email. Where required by law we will obtain your consent to make these changes. If you do not agree with any changes please do not continue to use the website.

Last updated May 2022