Privacy Policy

Last Updated: 1 December 2025

This Privacy Policy describes how your personal information is collected, used, and shared when you visit or book an appointment, or make a purchase from https://www.theluxestudio.uk (the “Site”) or through our Square Appointments system.

Personal Information we collect

We refer to all information collected about you as “Personal Information.”

Device Information

When you visit the Site, we automatically collect information about your device, including:

  • Web browser and version
  • IP address
  • Time zone
  • Cookies installed on your device
  • Pages or products you view
  • Referring websites or search terms
  • How you interact with the Site

Technologies used:

  • Cookies: Small data files on your device for analytics and preferences.
  • Log files: Track actions on the Site, including IP address, browser type, referring pages, and timestamps.
  • Web beacons, tags, pixels: Track Site browsing activity.

Optional: With consent, we may also collect approximate location information from your device.

Profile Information

When you register on the Site or book through our Square system (“Instant Profile”), we may collect:

  • Name, email, phone number
  • Appointment history
  • Order history
  • Communication preferences (email, SMS, push notifications)
  • Profile photo, address, sex, age group (optional)
  • Service preferences (favourite services, preferred staff)

This information helps us manage bookings, orders, and communications, and provide a consistent, personalised experience.

Appointment Information

When you book an appointment, we collect:

  • Appointment date and time
  • Selected service/treatment
  • Assigned staff member
  • Price, discount codes, or offers

This may be stored in your Square Instant Profile for consistency across bookings and communications.

Order Information

When you make a purchase, we collect:

  • Order date and items
  • Billing and shipping address
  • Payment information (securely processed by Square; full card details are not stored)
  • Gift card and loyalty points, if applicable

This information may also link to your Square Instant Profile

Engagement Information

If you engage with us via reviews, comments, surveys, or media uploads, we collect:

  • Content you submit
  • IP address and browser user agent
  • Uploaded media files (avoid including location data in images)

This information may be linked to your Square Instant Profile for a consistent customer experience.

How do we use your Personal Information

Device Information

We use the Device Information we collect to:

  • Screen for potential risk and fraud (for example, your IP address);
  • Improve and optimise our Site, including generating analytics about how customers browse and interact with it, and evaluating the effectiveness of marketing and advertising campaigns;
  • Provide targeted advertisements or marketing communications we believe may be of interest to you.

Device Information may be combined with other information you provide, including automatically created customer profiles in our Square system (“Instant Profile”), to help us provide a consistent and personalised experience across appointments, orders, and communications.

Profile Information

We use Profile Information to track your engagement with us, such as placing appointments, making purchases, and leaving comments or reviews. Additionally, this information helps us to:

  • Identify you when you contact us online, via phone, or through other channels;
  • Provide a personalised customer experience;
  • Communicate with you, for example, to inform you about an issue with an appointment or order; and
  • Provide information or marketing communications about our products or services, in line with the preferences you have shared with us.

Profile Information may be associated with a Square Instant Profile to maintain consistency across bookings, orders, and communications.

Appointment Information

We use Appointment Information to manage any appointments booked through the Site, including confirming, rescheduling, or communicating about appointments. This information is also used to:

  • Communicate with you regarding any issues with an appointment;
  • Provide information or marketing communications about relevant products or services, in line with your preferences.

Appointment Information may be linked to your Square Instant Profile to ensure a consistent and personalised experience.

Order Information

We use Order Information to fulfil any orders placed through the Site, including processing payments, arranging shipping, and providing invoices or order confirmations. Additionally, this information may be used to:

  • Communicate with you regarding any issues with an order;
  • Screen orders for potential risk or fraud;
  • Provide information or marketing communications about relevant products or services, in line with your preferences.

Order Information may also be linked to your Square Instant Profile for a consistent experience across orders, appointments, and communications.

Engagement Information

We use Engagement Information to improve your customer experience. This includes product reviews, blog comments, survey responses, and uploaded media.

  • Reviews, comments, and other content you submit may be publicly visible on the Site.
  • We also use this information to improve our products, services, and customer engagement.

Engagement Information may be associated with your Square Instant Profile to provide a consistent and personalised experience.

Sharing your Personal Information

We may share your Personal Information with third parties to help us provide and improve our services, as described below:

  • Square: Your appointment, order, and profile information may be shared with Square, which acts as our data processor to manage bookings, payments, and communications.
  • Analytics services: We use tools such as Google Analytics to understand how customers use the Site. For more information, see Google Privacy Policy and opt out of Google Analytics.
  • Gravatar: We may create an anonymised string (hash) from your email and pass it to Gravatar to display your profile picture with comments or reviews. See Gravatar Privacy Policy. Your profile picture is only visible after your comment or review is approved.
  • Legal and regulatory requirements: We may disclose your Personal Information to comply with applicable laws, respond to a subpoena, search warrant, or other lawful requests, or to protect our rights, property, or safety.

Your Personal Information is only shared for these purposes, and we take care to ensure it is handled securely and in accordance with applicable privacy laws.

Behavioural Advertising

We may use your Personal Information to provide you with targeted advertisements or marketing communications that we believe may be of interest to you. For more information on how targeted advertising works, you can visit the Network Advertising Initiative’s educational page: NAI – How Online Advertising Works.

You can opt out of targeted advertising from individual networks here:

  • Facebook: https://www.facebook.com/settings/?tab=ads
  • Google: https://www.google.com/settings/ads/anonymous
  • Bing: https://advertise.bingads.microsoft.com/en-us/resources/policies/personalized-ads

Additionally, you can manage or opt out of multiple advertising services through the Digital Advertising Alliance opt-out portal: https://www.10genx.co.uk/privacy-policy

Your Rights

If you are a UK resident, you have the right to:

  • Access the personal information we hold about you;
  • Request that your personal information be corrected, updated, or deleted (except for information we are required to retain for administrative, legal, or security purposes);
  • Object to or restrict certain types of processing of your data;
  • Request a copy of your personal data in a portable format, where applicable.

To exercise any of these rights, please contact us using the details provided below.

We process your information to:

  • Fulfil contracts we have with you (for example, when you place an order or book an appointment); and
  • Pursue our legitimate business interests, such as improving our services, managing bookings, and communicating with customers.

Your information may be transferred outside the UK (for example, to Square in the US or Canada), but it will always be handled in accordance with UK data protection laws.

Data Retention

The following defines our data retention policy for each type of information we hold:

  • Device Information: We will retain your Device Information for up to 1 year from the date it was collected.
  • User Profile Information: If you are registered on the Site, we will retain your Profile Information indefinitely, unless you request deletion.
  • Appointment Information: Appointment records are retained indefinitely in ourt appointment system and in Square Instant Profile, unless you request deletion.
  • Order Information: Order records are retained indefinitely, unless you request deletion.
  • Engagement Information: Comments, reviews, and uploaded media, along with associated metadata, are retained indefinitely. This allows us to automatically recognise and approve any follow-up comments, rather than holding them in a moderation queue.

All retained information is handled securely and in accordance with UK data protection laws.

Do Not Track

Please note that our Site does not change its data collection or usage practices in response to a Do Not Track (DNT) signal from your browser.

Embedded content from other websites

Articles or pages on our Site may include embedded content, such as videos, images, or articles. Embedded content from other websites functions as if you had visited that website directly.

These third-party websites may collect information about you, use cookies, implement additional tracking, and monitor your interactions with the embedded content—especially if you are logged into an account on that site.

We recommend reviewing the privacy policies of any third-party websites whose content you access through our Site to understand how they handle your information.

Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, loss, misuse, or disclosure. This includes using secure servers, encryption, access controls, and monitoring our systems regularly. While we strive to protect your information, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

Changes

We may update this Privacy Policy from time to time to reflect changes to our practices, legal or regulatory requirements, or for other operational reasons. When we make updates, we will post the revised policy on this Site with the date of the latest revision. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

Contact Us

If you have questions about our privacy practices, wish to exercise your rights, or would like to make a complaint, please contact us:

  • By email: appt@theluxestudio.uk
  • By post: The Luxe Studio, 70 Wharf Road, Chelmsford CM2 6LU
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