Privacy notice

Who is responsible

Joe Walsh, trading as The Hairdresser’s Diary, is responsible for the personal information used to create accounts, provide the platform, administer subscriptions and support users. Contact: walsh2695@hotmail.com. Full identification details are in the Legal Notice.

Account information

We use the salon owner's email address, salon name, subscription status, referral code and basic account activity to create and secure the account, provide the diary, administer subscriptions, prevent misuse and respond to support requests.

Why we use account information

Account and subscription information is used because it is necessary to provide the service you request and manage our agreement with you. Security, service improvement and fraud prevention are based on our legitimate interests in operating a safe and reliable platform. Billing and transaction records may also be retained where required by law.

Salon client records

The salon account holder decides which client details, notes, colour formulas, appointments and photographs to record. For that information, the salon professional is responsible for deciding why the information is used, while The Hairdresser’s Diary stores and processes it only to provide the diary. Platform-owner reporting does not display client names, colour formulas, private notes, allergy information or photographs.

Our contractual commitments when processing those records are set out in the Data Processing Terms.

Your responsibilities to salon clients

Salon professionals must tell their clients how their information is used, keep entries relevant and accurate, avoid recording unnecessary sensitive information and obtain any consent required for photographs or treatment-related details. Requests from a salon client about their salon record should normally be directed to the salon that created it.

Service providers

We use specialist providers to operate the service, including Supabase for database, authentication and private file storage, Stripe for subscription billing, and contracted hosting and technical infrastructure providers. They receive only the information necessary for their role and are required to protect it. Stripe acts under its own privacy notice when it collects payment details.

International processing

Some technical providers may process information outside Spain or the European Economic Area. Where this happens, we rely on recognised legal safeguards such as an adequacy decision or approved contractual protections, where required.

Secure storage

Each signed-in salon account is separated from other salon accounts using database access controls. Client photographs are held in private storage and opened through time-limited links. We use encrypted connections and restricted administrative access, although no online service can promise absolute security.

Payments

Stripe processes card and billing information. The Hairdresser’s Diary keeps the Stripe customer and subscription references, payment status and billing dates needed to control access and provide support. We do not receive or store complete card numbers.

How long information is kept

Account and salon diary information is retained while the account remains in use. Cancelling a subscription does not immediately delete salon records. The account holder can download a backup and permanently delete the account from the privacy controls inside the diary. That action removes the salon diary, client records, photographs, booking page and sign-in account and immediately cancels an attached subscription. Stripe may retain transaction records where necessary for security, dispute resolution, legal or tax obligations. Encrypted infrastructure backups may take a limited additional period to expire through the normal backup cycle.

Your data rights

Depending on the circumstances, you may ask to access, correct, delete or restrict use of your personal information, receive a portable copy or object to processing based on legitimate interests. Where processing relies on consent, you may withdraw it at any time. To make a request, email walsh2695@hotmail.com. We may need to confirm your identity before acting on a request.

Complaints

Please contact us first so we can try to resolve your concern. You also have the right to complain to the Spanish Data Protection Agency (AEPD) or, where applicable, the data protection authority in the country where you live or work.

Changes to this notice

This notice may be updated when the service or legal requirements change. The latest version and its update date will always be available on this page. Material changes will be brought to account holders' attention.