Privacy policy

What we collect

When you book, we ask for:

• Your name.
• Your phone number, so the salon can reach you.
• Your email address, if you give it, for your confirmation and reminders.
• Your booking: the salon, the treatments, who with, the day and time, the price and any promo code.
• Anything you write in the note for the salon, like an allergy or what you'd like done.

Only if you use them, we also keep: reviews you write (on this website or in the app), photos you add to a booking, consultation forms the salon asks you to fill in, your place on a waiting list, messages you send the salon in the app, your answer when the salon asks if you're still coming, a record of any payment you make online, and your phone's notification address if you turn on reminders in the app (see below).

Also, only if you use them: if you buy a gift voucher online, your name, your email, the name of the person it's for and your message; if you collect stamps on a salon's loyalty card, the phone number and name you type; if a friend sent you to the salon, who sent you; if you ask for a "My bookings" link, your email, for about a week; and if you book for friends at the same time, the names you give for them.

The salon can also add things about you: notes, what was done at each visit (for example the colour), photos of your nails, your birthday, a patch test date, labels like "regular", when you arrived, and how often you didn't turn up or cancelled. If the salon used another booking system before, it may bring your details over from it.

Why we use it

• To make your booking and pass it to the salon.
• To send you your confirmation, reminders, receipts, any changes, news about your waiting list place and a request to review your visit, by email, text message or in the app.
• So the salon can look after you, for example knowing about an allergy or your past visits.
• So you can change or cancel your booking yourself.
• To stop fake bookings and spam. For this we keep a scrambled code made from your internet address, never the address itself.
• If the salon switches it on, to stop online booking for clients who don't turn up a set number of times. You can still phone the salon to book.

When you book, the salon you book with can remind you when you're due a refill and send you occasional offers about its own treatments. The box for this is ticked when you book and you can untick it. If you untick it, or later tap the stop link that comes with every reminder and offer, you won't get them again. Other salons never get your details for this. Confirmations and reminders about your bookings always come, as they are part of your booking.

Who can see it

• The salon you book with. They see your details and your visits with them. A salon can't see your bookings at other salons.
• KLINK, only to run the service and to help when something goes wrong.
• Companies that do some jobs for us: Supabase (stores bookings and logins), Cloudflare (runs the website), Resend (sends emails), Expo (sends notifications to the app) and, only if switched on, Twilio (sends text messages). They may only use your details to do that job for us.
• If the salon's team links their phone calendar (for example Google or Apple Calendar), your name and treatment show in that calendar.
• If the salon also takes bookings through Treatwell or Acuity, the time, your name and the treatment of those bookings are copied into the salon's calendar here, so nobody is booked twice.
• Stripe, if you pay online. Stripe handles the card payment for the salon (see Paying online below).

If you write a review, it shows on the salon's page with your first name and the first letter of your last name.

We never sell your details, and we don't use them for adverts. We only pass them to anyone else if the law says we must.

Paying online

Some salons ask for a deposit, or the full price, when you book online. The card payment is handled by Stripe, a well-known payment company. You type your card details on Stripe's own secure page, not on ours.

• We never see your card number, its expiry date or the security code, and neither does the salon. Stripe keeps them safe.
• The money goes to the salon you book with, through the salon's own Stripe account.
• What we keep: how much you paid, what it was for (a deposit or the full price), whether it's paid, refunded or kept by the salon, the dates, and Stripe's reference numbers for the payment and any refund. The salon can see these too.
• To open Stripe's page, we send Stripe the amount, the salon, what it's for (the treatment and time, or the gift voucher) and your email if you gave one.
• Stripe keeps its own record of the payment, as payment companies must. Stripe's privacy policy explains how: stripe.com/gb/privacy.

Payment records are kept for as long as UK law says businesses must keep their accounts (usually 6 years), even if you ask us to delete your other details.

Messages with the salon

• Chat in the app. You can message the salon about a booking you've saved in the app. We keep the messages so you and the salon can both see the conversation. The salon's team can read them. We don't use them for anything else.
• Messages the salon sends you. When the salon sends you a reminder or another message (in the app, by WhatsApp, text message or email), we keep a short record: when it was sent, how, and what kind of message it was (for example "reminder"). For emails and texts we send, we also keep the email address or phone number it went to, and a short note if it didn't go through. We don't keep the words of WhatsApp or text messages the salon sends from its own phone.
• Your messages are deleted when your details are deleted, and these records no longer show who you are (see below).

Saying you're still coming

Before your visit, the salon may ask if you can still make it, with a short link by app, WhatsApp, text message or email. We keep your answer (coming, need to change, or cancel), when you answered and how. If you cancel, we note that you cancelled and when, so the salon knows whether it was inside its cancellation rules. The short link only opens your own booking, and stops working once the visit is over.

What stays on your phone

The KLINK app keeps a few things on your phone only: your bookings, so you can find them again, your language and text size, and your name, phone number and email if you tick "Remember me on this phone". To remove them, open the app, go to Settings and tap Forget my details on this phone. Deleting the app removes everything it kept.

The app also remembers, on your phone only, the salons you save with the heart and the salons you've booked at, so they're at the top of Find a salon. This website can also remember salons you've saved or looked at, on your own device only.

If you tick "Remember my details on this device, so I don't have to type them next time" when you book on this website, it also keeps your name, phone number and email on that device only. Book again without the tick to remove them.

Reminders on your phone

If you turn on reminders in the app, we keep your phone's notification address with your booking. This is a code (called a push token) that Expo, the notification service the app uses, passes on to Apple or Google, so we can send a notification to your phone. We only use it to send your appointment reminders, the salon's question about whether you're still coming, replies from the salon in the app's chat, news about your booking, like the salon changing the time, and a message when a time comes up for your waiting list place. We never use it for adverts or offers.

We delete it 2 days after your visit, or as soon as you turn reminders off in the app's Settings or remove the booking from the app. For a waiting list place, we delete it when the place ends or its day has passed.

How long we keep it

We keep your booking details while the salon uses KLINK, so they can see your past visits and look after you. If a salon stops using KLINK, we delete its clients' details within 12 months, unless the law says they must be kept longer (for example for tax records).

The scrambled codes we use against spam are deleted within about a week, except those kept with a waiting list place, a gift voucher order or a delete request.

Getting a copy, or having your details deleted

You can ask us at any time to:

• send you a copy of the details we keep about you,
• correct anything that's wrong,
• delete your details,
• stop sending you refill reminders and offers.

To delete your details in the app: open the KLINK app, go to Settings and tap Delete my data. Your phone forgets everything the app keeps, and we send a request to each salon you've booked with to delete your details. The salon must do it within one month, as UK law says. You're taken off their waiting lists straight away.

Or ask us or the salon: email klink.review@gmail.com with your name, the phone number you booked with and the salon's name. We'll reply within one month, and it's free. You can also ask the salon directly: the salon owner can delete your details from their dashboard.

When your details are deleted, we also delete your messages with the salon. Your name, phone number and email are taken off your past bookings, payment records and the records of messages sent to you, so they no longer show who you are. Payment records themselves are kept as the law says (see Paying online).

If you bought a gift voucher online, your name and email stay with that order for the salon's records. Email us if you'd like those removed too.

If you're unhappy with how we look after your details, please tell us first. You can also complain to the Information Commissioner's Office (ICO), the UK's data protection regulator, at ico.org.uk.

Salon owners and staff

If you run a salon or work at one, you sign in to the salon dashboard on this website, or to the salon app, KLINK Business. For your login, we keep:

• your email address and your name,
• which salon you belong to, and whether you're the owner or staff,
• your language (English or Tiếng Việt),
• your phone's notification address, only if you turn on notifications in the salon app. This is a code (called a push token) that Expo, the notification service the app uses, passes on to Apple or Google, so we can send notifications to that phone,
• the times you clock in and out, and your time off and time off requests, if your salon uses them,
• your pay rate and commission, if the owner enters them (only owners see these),
• a record of what you do in the dashboard, like adding, changing or cancelling a booking, which the owner can see on the Activity page,
• your text size and alert settings,
• if you turn on Phone alerts on the dashboard website, a code from your browser's notification service (Apple, Google or Mozilla). It's deleted when you turn alerts off or sign out on that phone,
• if the owner adds them, your photo, job title and a short bio, which show on the salon's booking page, with your star rating once you have at least 3 reviews.

We only use these to run your salon's account: to sign you in, show you the right salon, and send the notifications you switched on. We never use them for adverts, and we never sell them. The notification address is deleted when you turn notifications off in Account, sign out of the app, or your login is deleted.

Client details that the salon types in, like names, phone numbers and notes, belong to the salon. We keep them for the salon, the same way as bookings made online.

What the salon app keeps on your phone: your login, so you stay signed in, your language and text size, the salon you chose last, and a saved copy of your day lists, so you can still see your day with no internet. Signing out removes the saved day lists and your login from the phone. The app never saves your password.

Deleting a login: in the salon app, go to Account and tap Delete my login. It opens an email to us, and we delete the login and email you back. You can also email klink.review@gmail.com from the email address you sign in with. If you're staff, the salon owner can also remove you straight away on the Team page of the dashboard. The salon keeps its bookings and clients.

Cookies

We only use the cookies this website needs to work:

• one that remembers your language (English or Tiếng Việt),
• one that keeps salon staff signed in to their dashboard.

We don't use advertising or tracking cookies, so there's nothing for you to accept or turn off.

Contact us

Questions about your details or this page? Email klink.review@gmail.com. For anything about your appointment, it's quickest to call the salon.

More help: Help and support.