Privacy Notice
Harmony Wild
Owner: Emma Reed
Email: hello@harmonywild.co.uk
Last updated: 3 October 2026
At Harmony Wild, I respect your privacy and want you to feel confident about how your information is collected, used and looked after.
This Privacy Notice explains what personal information I collect when you book or receive services from me, why I need it, how I use it, where it is stored and what rights you have over your information.
I am responsible for the personal information I collect and use for Harmony Wild.
1. Information I collect
Depending on your relationship with Harmony Wild, I may collect:
Contact and personal details
- Your name
- Phone number
- Email address
- Address
- Date of birth
- Emergency contact details
Health and treatment information
- Relevant medical or health information
- Allergies and sensitivities
- Information about your nails, hands or skin
- Relevant medication or medical treatment
- Previous reactions to nail or beauty products
- Nail history and treatment information
- Consultation and treatment notes
- Information you provide about changes that may affect the suitability or safety of a treatment
Health information is treated as particularly sensitive and is only collected where it is relevant to providing your services safely.
Appointment and business information
- Your appointment history
- Services you have booked or received
- Treatment recommendations and consultation records
- Relevant communications about your appointments and services
- Payment and transaction information
I may also receive information that you choose to provide when contacting me through WhatsApp, Facebook Messenger, Instagram, email, phone, text message or Fresha.
2. Why I use your information
I use your information to:
- Manage and provide your appointments and treatments
- Keep your client record accurate and up to date
- Understand your nail and treatment history
- Assess whether a treatment is suitable for you
- Make appropriate treatment recommendations
- Provide relevant aftercare advice
- Contact you about appointments, changes, cancellations or other necessary information relating to your treatment
- Contact your emergency contact if this is necessary for your health, safety or wellbeing while you are with me
- Process and keep records of payments
- Maintain appropriate business and financial records
- Respond to questions, concerns or requests
- Protect the security of my business, clients and systems
- Meet legal and regulatory obligations
- Deal with complaints, disputes or potential legal claims where necessary
I do not currently use your information for marketing newsletters or promotional email campaigns.
3. My lawful bases for using your information
Data protection law requires me to have a lawful basis for using personal information.
Depending on what I am doing with your information, I may rely on:
Performance of a contract
I use information that is necessary to arrange and provide the services you have booked, manage your appointments and communicate with you about those services.
Legitimate interests
I may use information where this is reasonably necessary for the day-to-day running, security and administration of Harmony Wild, provided that my interests do not override your rights and interests.
Legal obligation
I may need to keep or use certain information to comply with legal, accounting or tax requirements.
Consent
Where I ask for your consent for a specific use of your information, such as taking or using photographs or video for social media, I will ask you separately and you can choose whether to give it.
4. Health information
Some information collected through my client forms or consultation process may reveal information about your physical or mental health. Under UK data protection law, health information is classed as special category data and receives additional protection.
I collect only information that is relevant to assessing the suitability and safety of your nail services and providing appropriate treatment.
Where I process health information, I rely on a lawful basis under Article 6 of the UK GDPR and an appropriate condition for processing special category data under Article 9.
Where I rely on your explicit consent for health information, you may withdraw that consent. However, if I do not have information that I reasonably need in order to assess whether a treatment can be provided safely, I may not be able to provide that treatment.
Please tell me if any information you have previously provided changes.
5. Photos and video
I may take photographs of your nails or hands during or after an appointment to record your finished work and, where you have given permission, to use them on Harmony Wild's website or social media.
I may also record video during appointments where you have agreed to this. Where video is recorded for social media, the camera will be directed at me and/or your nails or hands rather than filming you directly.
Photo and video permissions are optional and are kept separate from information that I need in order to provide your treatment.
If you give permission and later change your mind about future use, please contact me.
Photos or videos stored on my phone or laptop for the purpose of being uploaded are deleted after they have been used where reasonably practicable.
If a photograph or video has already been published online, I will remove it from channels I control when you ask me to, although I cannot guarantee that copies have not been saved or shared by other people.
6. How I communicate with you
I may communicate with you using the contact details and communication methods you provide, including:
- Fresha
- WhatsApp
- Facebook Messenger
- Instagram direct messages
- Email
- Phone calls
- Text messages
I use these channels to communicate about appointments, bookings, treatments, questions, changes and other necessary information relating to your relationship with Harmony Wild.
If you provide your phone number, it may also be stored on my work phone so that I can contact you when necessary, including where WhatsApp is unavailable.
Different messaging services have their own privacy policies and security arrangements. When you choose to communicate with me through one of these services, your information may also be processed by that service provider.
7. Where your information is stored
Most of your client information is stored within Fresha, which I use for bookings, client records, consultation information and appointment history.
I also use my work phone, iPad and laptop where necessary to run Harmony Wild and communicate with clients. These devices are protected using passwords and/or Face ID.
I am the only person who has access to your Harmony Wild client information.
I take reasonable steps to keep your information secure and to prevent it being lost, misused or accessed by someone who should not have access to it.
Fresha processes personal information on behalf of businesses using its platform and also processes some information for its own purposes. Fresha publishes its own Privacy Notice and Cookie Notice explaining how it handles information and the technologies used on its services.
8. Who your information may be shared with
I do not sell your personal information.
I may need to share or allow access to relevant information with service providers that help me run Harmony Wild, including:
- Fresha, for bookings, client records, consultation forms and appointment management
- Payment providers, such as PayPal, where needed to process payments
- Email, messaging and social media providers, where you choose to communicate with me through their services
- Other service providers where this is reasonably necessary to provide a service, maintain security, comply with the law or deal with a legal claim
These providers may process information outside the UK. Where this happens, the relevant provider is responsible for applying the safeguards required by applicable data protection law.
9. Payments
I accept payments by cash and, where available, card/payment services such as PayPal.
Payment providers may collect and process payment information directly. I do not need to keep your full payment card details as part of your Harmony Wild client record.
I keep appropriate payment and transaction records for business and tax purposes.
10. How long I keep your information
I do not keep personal information indefinitely.
Client, consultation and treatment records are normally kept for up to 7 years after your last appointment. I will review records and securely delete information when it is no longer needed, unless there is a legitimate reason to retain it for longer, such as a legal claim or another legal requirement.
Financial and tax records are kept for the period required for business and tax purposes. HMRC requires self-employed businesses to keep relevant records for specified periods, so some financial information may need to be retained separately from your client treatment record.
Photos and videos stored on my devices for uploading are deleted after use where reasonably practicable. Content that has already been published will remain online until it is removed from the relevant Harmony Wild account or platform.
I may retain a limited record of your request or correspondence where necessary to demonstrate that I have dealt with a privacy request or other legal matter appropriately.
11. Your privacy rights
Depending on the circumstances, you have rights under UK data protection law including the right to:
- Ask what personal information I hold about you
- Request a copy of your information
- Ask me to correct inaccurate or incomplete information
- Ask me to delete your information where there is no good reason for me to continue holding it
- Ask me to restrict how I use your information in certain circumstances
- Object to certain uses of your information
- Request portability of certain information
- Withdraw consent where I am relying on consent to process your information
These rights are not absolute and there may be circumstances where I need to continue keeping or using certain information, for example where I have a legal obligation to do so or need it in connection with a legal claim.
If you would like to exercise any of these rights, please contact me using the details below.
12. How to contact me
If you have a question about this Privacy Notice, want to exercise one of your privacy rights, or have a concern about how your information is being handled, please contact:
Emma Reed
Harmony Wild
Email: hello@harmonywild.co.uk
I will do my best to resolve any concerns directly with you.
You also have the right to complain to the Information Commissioner's Office (ICO) if you believe your personal information has not been handled appropriately.
13. Changes to this Privacy Notice
I may update this Privacy Notice from time to time if my business, services, systems or legal obligations change.
The latest version will always be made available on the Harmony Wild website, with the date of the latest update shown at the top of the notice.