Legal
Privacy Policy
This Privacy Policy explains how LOYVI collects, uses and protects personal information when salon owners, staff and other users visit our website, create an account or use the LOYVI platform.
LOYVI provides booking, client management, payment, communication and salon management software to independent salons and beauty businesses.
1. Who we are
LOYVI is operated by:
LOYVI Ltd
Company number: [COMPANY NUMBER]
Registered address: [REGISTERED ADDRESS]
Privacy enquiries: [email protected]
For some processing activities, we act as a data controller. When we process salon customer information on behalf of a salon using LOYVI, we generally act as that salon’s data processor.
2. Information about salon owners and users
When you create or use a LOYVI account, we may collect:
- Your name and contact details.
- Business and salon information.
- Login and account information.
- Subscription and billing information.
- Staff account and role information.
- Support communications.
- Platform usage information.
- IP address, browser, device and security information.
- Information you choose to provide when configuring your salon, services, staff, website or integrations.
3. How we use this information
We use this information to:
- Create and manage your LOYVI account.
- Provide and maintain the platform.
- Manage subscriptions and billing.
- Provide customer support.
- Authenticate users and protect accounts.
- Prevent fraud, misuse and security incidents.
- Send important service communications.
- Improve the reliability and functionality of the platform.
- Comply with legal, accounting and regulatory requirements.
- Send product or marketing communications where permitted by law.
4. Our lawful bases
Depending on the processing activity, we rely on:
- Contract, where processing is necessary to provide the LOYVI service you requested.
- Legitimate interests, including operating, securing, maintaining and improving our platform and preventing misuse.
- Legal obligation, where we are required to maintain records or disclose information by law.
- Consent, where consent is required, including certain marketing or optional technologies.
You may withdraw consent at any time where processing is based on consent.
5. Salon customer data
Salons using LOYVI may collect and store information about their own customers through the platform.
This may include:
- Names.
- Telephone numbers.
- Email addresses.
- Date of birth.
- Appointments and booking history.
- Services received.
- Staff or technician information.
- Payments and deposits.
- Customer notes.
- Loyalty and gift card information.
- Communication history.
- Consultation or consent forms where enabled.
- Other information entered by the salon or its customers.
For this information, the salon normally determines why the data is collected and how it is used and is therefore the data controller.
LOYVI processes this information on behalf of the salon and generally acts as a data processor.
Customers who wish to access, correct or delete information held by their salon should normally contact the salon directly.
We will assist salons with data protection requests where required under our agreement with them and applicable law.
6. Health and consultation information
Some LOYVI plans may allow salons to use digital consultation or client forms.
These forms may contain allergies, sensitivities, medical conditions or other health-related information.
Health information may constitute special category personal data under UK data protection law.
The salon is responsible for determining an appropriate lawful basis and special category condition for collecting this information and for obtaining explicit consent where required.
LOYVI processes such information only as necessary to provide the service to the salon, subject to applicable data protection requirements and our agreement with the salon.
7. Payments and Stripe
LOYVI may use Stripe for platform subscriptions and may allow salons to accept customer deposits or payments using Stripe or Stripe Connect.
Stripe may receive payment and transaction information required to process payments, prevent fraud, manage refunds and handle disputes.
LOYVI does not need to store full payment card numbers within normal salon booking records.
Stripe may act as a processor or an independent controller depending on the payment activity.
Stripe’s privacy information is available at: stripe.com/gb/privacy
8. Email, SMS and integrations
LOYVI may provide email confirmations, appointment reminders, SMS services and integrations with third-party services such as calendar providers.
Information may be shared with the relevant service provider where necessary to perform the function requested by the salon.
A salon is responsible for ensuring that its use of customer communications and marketing complies with applicable privacy and electronic marketing laws.
9. Service providers and sub-processors
We use trusted providers to operate LOYVI, which may include providers of:
- Cloud hosting.
- Database infrastructure.
- Authentication.
- Payment processing.
- Email delivery.
- SMS delivery.
- Error and security monitoring.
- Customer support.
- Analytics.
- Backups and storage.
We only provide them with information reasonably necessary to perform their services.
Where a provider processes salon customer data on our behalf, we require appropriate contractual and data protection safeguards.
10. International data transfers
Some service providers may process information outside the United Kingdom.
Where UK personal information is transferred internationally, we use or require appropriate safeguards in accordance with UK data protection law.
11. How long we keep information
Account information is retained while an account is active and for a reasonable period afterwards where necessary for billing, fraud prevention, dispute resolution, security or legal obligations.
Financial and transaction records may be retained for the period required by applicable tax and accounting law.
Salon customer information is retained according to the salon’s instructions, account settings, applicable retention requirements and our agreement with the salon.
When a salon terminates its account, its data will be deleted or returned in accordance with our contractual retention and backup procedures, unless continued retention is required by law.
Security logs and technical records may be retained for shorter periods appropriate to their purpose.
12. Account closure and deletion
Salon owners may request closure of their LOYVI account.
Where appropriate, account data will be deleted or anonymised after applicable retention periods have expired.
Some information may need to be retained for legal, accounting, fraud prevention, security or dispute purposes.
Closing a salon account does not require us to delete information that we are legally required to retain.
13. Security
We use reasonable technical and organisational safeguards designed to protect personal information.
These may include access controls, authentication, encrypted connections, tenant separation, database security, monitoring and backups.
No online service can guarantee absolute security.
Salon owners are responsible for protecting their account credentials and controlling access granted to their staff.
14. Marketing
We may send information about LOYVI products or services where permitted by applicable law.
Where consent is required, we will request it appropriately.
Every marketing email or SMS will provide an appropriate method to unsubscribe or opt out.
Service messages relating to accounts, billing, security or platform operation are not marketing communications.
15. Cookies and similar technologies
LOYVI may use cookies or similar technologies necessary for authentication, account security, preferences, payments and operation of the service.
Where non-essential analytics, advertising or tracking technologies require consent, they will not be activated until the appropriate choice has been provided.
16. Your rights
Depending on the circumstances, UK data protection law may give you rights to:
- Access your personal information.
- Correct inaccurate information.
- Request deletion.
- Restrict certain processing.
- Object to certain processing.
- Receive certain information in a portable format.
- Withdraw consent where processing is based on consent.
- Object to direct marketing at any time.
These rights may be subject to legal exceptions.
For information relating directly to your LOYVI account, contact us at [email protected].
If your request concerns information held by a salon about an appointment or treatment, you should normally contact that salon first because the salon is the data controller for that information.
17. Complaints
Please contact us first if you have concerns about how LOYVI processes your personal information.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator: ico.org.uk/make-a-complaint
18. Changes to this Privacy Policy
We may update this Privacy Policy when our services, legal obligations or technology providers change.
The latest version will be published on the LOYVI website with the date of the most recent update.