privacy policy

Privacy Policy

 

Last updated: 25 September 2026

 

Emilia's Waxology respects your privacy and is committed to protecting your personal information.

 

This Privacy Policy explains how personal information is collected and used when you visit the Emilia's Waxology website, contact us, book a treatment or use services connected to the website, including our online booking system.

 

Emilia's Waxology is operated by Emilia Greenfield, a sole trader trading as Emilia's Waxology and is the data controller responsible for the personal information described in this policy.

 

Contact details

 

Emilia's Waxology

8 Cawood Lane

Gosberton

PE11 4HD

 

Email: info@emiliaswaxology.co.uk

 

If you have any questions about this Privacy Policy or how your personal information is used, please contact us using the details above.

 

Personal information we collect

 

We may collect personal information from you when you use our website, make an enquiry or book a treatment.

 

Booking and contact information

 

When you book an appointment through the Acuity Scheduling booking system embedded within our website, we collect information including:

 

• your first and last name

• telephone number

• email address

• home address

• date of birth

• occupation

• the treatment and any additional services you select

• your chosen appointment date and time

• information about how you heard about Emilia's Waxology

 

Enquiries

 

If you contact us by email or through the website chat feature, we may collect your name, email address, the content of your message and any other personal information you choose to provide so that we can respond to your enquiry.

 

Messages sent through the website chat feature are processed through Wix and may be stored within Wix Inbox.

 

Consultation and health information

 

Some treatments require us to collect information about your health so that we can assess whether the treatment is suitable for you and can be carried out safely.

 

Depending on the treatment you book, this may include information about:

 

• medication, prescribed creams, medical treatments and other medications you are currently using, receiving or have recently used

• allergies, skin conditions and skin sensitivities

• pregnancy

• medical conditions and relevant medical history

• circulation, diabetes, reduced sensation or numbness

• injuries, infections, inflammation, swelling or other conditions affecting the treatment area

• smoking and alcohol consumption

• diet and exercise

• previous treatments

• your doctor's name and contact details

• any other health or medical information you provide that may be relevant to the treatment

 

Payment card information

 

A payment card is required through the online booking system to secure your appointment, although no payment is normally taken when you make your booking.

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Your card details are entered into a secure payment form provided by Square. Square securely processes and stores the payment information. Emilia's Waxology does not have access to your full card number or card security code (CVV).

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Photographs

 

As part of the consultation form, you are asked whether you give permission for photographs of your treatment to be taken and used on social media for marketing purposes.

 

Photographs will only be taken and used for this purpose where you have given permission.

 

Information about your booking and communications

 

We may also process information relating to your appointment, including booking confirmations, appointment reminders, changes or cancellations and communications between you and Emilia's Waxology.

 

Acuity may send appointment confirmations and reminders by email and/or text message in connection with your booking.

 

How we use your personal information

 

We only use your personal information where we have a lawful reason to do so. How we use your information and our lawful basis will depend on the purpose for which it was collected.

 

Managing your bookings and providing treatments

 

We use your contact and booking information to:

 

• arrange and manage your appointments

• provide the treatments you have booked

• contact you about your appointment

• send booking confirmations and appointment reminders

• make changes to or cancel appointments where required

• manage our cancellation and no show policy.

 

Our lawful basis for using this information is contract, as the information is necessary to take steps at your request before providing a treatment and to provide the service you have booked.

 

Consultation and health information

 

We use the health and consultation information you provide to assess whether your chosen treatment is suitable for you, identify any relevant contraindications or precautions and help ensure that the treatment can be carried out safely.

 

Our lawful basis under UK GDPR is contract, where this information is necessary to provide the treatment you have requested.

 

Because information about your health receives additional protection under data protection law, we also require an additional legal condition to use it. We rely on your explicit consent to process the health information you provide for the purposes described above.

 

You can withdraw your consent to the use of your health information at any time by contacting us. However, if the information is necessary to assess whether a treatment can be provided safely, we may be unable to provide or continue with the treatment without it.

 

Securing your appointment and cancellation charges

 

A payment card is required through the online booking system to secure your appointment, although no payment is normally taken when you book.

Payment card information is securely processed by Square as described in the section above.

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If a cancellation charge becomes payable under the cancellation policy, Emilia's Waxology will normally send you a payment link rather than charging the card provided when you booked.

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Our lawful basis for processing information necessary to secure your booking and manage the agreed cancellation policy is contract.

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Appointment communications

 

We use your email address and telephone number to send information directly connected with your booking, such as confirmation emails, appointment reminders and information about changes or cancellations.

 

These are service communications relating to your appointment and are not marketing messages. Our lawful basis is contract.

 

Photographs and social media

 

If you choose to give permission for photographs of your treatment to be taken and used on social media for marketing purposes, we rely on your consent.

 

Giving permission for photographs is optional and will not affect your ability to receive a treatment. You can withdraw your consent for future use at any time by contacting us.

 

Responding to enquiries

 

We use the information you provide when you contact us to respond to your questions and communicate with you.

 

Where your enquiry relates to a treatment or potential booking, our lawful basis is contract, including taking steps at your request before entering into a contract. For other general enquiries, our lawful basis is our legitimate interests in responding to people who contact our business.

 

Information we need from you

 

Some of the personal information requested when you book an appointment or complete a consultation form is necessary for us to manage your booking, provide the treatment you have requested and assess whether it can be carried out safely.

 

Where information is required for these purposes, we may be unable to confirm your booking or provide the treatment if you do not provide it.

 

Other information, such as permission to use photographs for social media, is optional and choosing not to provide it will not affect your treatment.

 

Who we share your personal information with

 

We do not sell your personal information.

 

We may share personal information with trusted service providers where this is necessary to operate our website, manage bookings, communicate with you or provide the services you have requested.

 

These include:

 

Acuity Scheduling (Squarespace): provides the online booking and consultation system embedded within our website and processes the information you provide when making and managing an appointment. You can read more about how Squarespace handles personal information in its Privacy Policy

 

Square: securely processes and stores the payment card information provided through the online booking process. You can read more about how Square handles personal information in its Privacy Notice

 

Wix: provides and hosts our website and related website functionality, including the website chat and inbox used to receive and manage website enquiries.  You can read more about how Wix handles personal information in its Privacy Policy.

 

We may also disclose personal information where we are required to do so by law or where necessary to establish, exercise or defend legal claims.

 

Service providers are only given access to personal information where necessary for the services they provide.

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International transfers

 

Some of the service providers we use may process or store personal information outside the UK.

 

Where personal information is transferred outside the UK, we take steps to ensure that appropriate safeguards are in place as required by UK data protection law. These may include transferring information to countries recognised as providing an adequate level of protection or using approved contractual safeguards.

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Further information about international transfers made by our service providers can be found in their privacy policies linked above.

 

How long we keep your personal information

 

We keep personal information only for as long as reasonably necessary for the purposes for which it was collected, including where we need to retain information for legal, regulatory, insurance or dispute purposes.

 

Booking, consultation and treatment records are kept for up to 6 years.

 

Emails, website chat messages and other customer enquiries or communications are kept for up to 6 years, or for as long as reasonably necessary to deal with your enquiry and any subsequent treatment or booking.

 

Treatment photographs, where you have consented to photographs being taken, are kept for up to 6 years, unless you withdraw your consent earlier.

 

Payment card information is processed and stored securely by Square. Square determines how long information held within its own systems is retained in accordance with its own legal and regulatory requirements.

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Where we rely on your consent to use personal information, you can withdraw that consent at any time. This will not affect the lawfulness of any use of your information before you withdrew your consent.

 

We may retain information for longer where there is a legal requirement to do so or where it is necessary in connection with a complaint, legal claim or other dispute.

 

Your data protection rights

 

Under data protection law, you have rights over your personal information. Depending on the circumstances, these may include the right to:

 

• ask for a copy of the personal information we hold about you

• ask us to correct information that is inaccurate or incomplete

• ask us to delete your personal information in certain circumstances

• ask us to restrict how we use your personal information in certain circumstances

• receive certain personal information you have provided to us in a portable format or ask for it to be transferred to another organisation, where this right applies

• object to certain uses of your personal information.

 

Where we rely on your consent, including for the use of health information or photographs for social media, you can withdraw your consent at any time. Withdrawing consent does not affect the lawfulness of any processing that took place before your consent was withdrawn.

 

To exercise any of your data protection rights, please contact us at:

 

info@emiliaswaxology.co.uk

You will not normally have to pay a fee to exercise your rights.

 

Complaints

 

If you have any concerns about how we collect or use your personal information, please contact us in the first instance at info@emiliaswaxology.co.uk

 

If you make a data protection complaint, we will acknowledge your complaint within 30 days of receiving it. We will consider your complaint, make any appropriate enquiries and keep you informed as necessary. We will respond to your complaint and explain the outcome without undue delay.

 

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent regulator for data protection.

 

Cookies and website information

 

Our website uses cookies and similar technologies to help the website function and, where applicable, to understand how the website is used.

 

Some cookies are necessary for the website to work correctly. Other cookies will only be used where the appropriate permission has been obtained.

 

For more information about the cookies used on our website, their purpose and how you can manage your choices, please see our Cookie Policy.

 

Links to other websites and social media

 

Our website may contain links to other websites and social media platforms, including Facebook, Instagram and Google.

 

If you follow a link to another website or platform, that organisation will process your personal information in accordance with its own privacy practices. We recommend that you read the relevant privacy information provided by those organisations.

 

Children's personal information

 

Some treatments may be provided to customers under the age of 18, subject to Emilia's Waxology's treatment requirements.

 

Where a customer is under 18, we may collect personal and health information about them where this is necessary to assess whether the treatment is suitable and can be carried out safely. A parent or guardian may be required to be present and to complete and sign the relevant consultation information on their behalf.

 

We use and protect children's personal information in accordance with the same data protection principles described in this Privacy Policy.

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Changes to this Privacy Policy

 

We may update this Privacy Policy from time to time to reflect changes to our services, how we use personal information or applicable legal requirements.

 

The date at the top of this page shows when the Privacy Policy was last updated.