Privacy policy

This privacy policy explains how ōka looks after personal information you give us or that we learn by having you as a client and the choices you make about marketing communications you agree we may send you. This policy explains how we do this and tells you about your privacy rights and how the law protects you.

What information we collect about you

We collect information about you when you book an appointment for a service or treatment, visit the salon for a service or treatment, buy a product, whether contact is online, on paper, by email or over the phone.

The information you give us may include your name, address, email address, phone number, relevant history which may suggest that a service or treatment should not go ahead or certain products should not be used (eg allergies, pregnancy, skin conditions…), payment and transaction information.

For clients under the age of 16, we will only keep and use their personal information with the consent of a parent, carer or guardian.

How your information will be used

In law, we are allowed to use personal information, including sharing it outside the salon, only if we have a proper reason to do so, for example:

To fulfil a contract with you ie to provide the service or treatment you have requested and to communicate with you about your appointments

When it is in our legitimate interest ie there is a business or commercial reason to do so, unless this is outweighed by your rights or interests

When you consent to it: we will always ask for your consent to hold and use health and medical information.

We will therefore share your information with:

Suppliers of our website [square space] and calendar functionality [calendly]

We have rigorous data protection and security policies in place with all our suppliers. We will not share your information with any other third party without your consent except to help prevent fraud, or if required to do so by law.

Marketing

We would like to send you information about products and services which may be of interest to you. We will ask for your consent to receive marketing information.

If you have consented to receiving marketing, you may opt out at a later date.

You have the right at any time to stop us from contacting you for marketing purposes or giving your information to third party suppliers. If you no longer wish to be contacted for marketing purposes, please contact ōka using the contact form.

How long your information will be kept for

Unless you request otherwise, we will keep your information to contact you for a maximum of 1 year from your last visit to the salon. After a year we will delete all your personal information, except for your name, relevant client history (eg allergy test records which we keep for 4 years) and financial transactions (which we are obliged to keep for 6 years).

Where your information is kept

Your information is stored within the European Economic Area on secure servers provided by square space. Any payment transactions are encrypted. Sending information via the internet is not completely secure, although we will do our best to protect your information and prevent unauthorised access.

Access to your information and correction

You have the right to request a copy of the personal information that we hold about you. This will normally be free, unless we consider the request to be unfounded or excessive, in which case we may charge a fee to cover our administration costs. If you would like a copy of some or all of your personal information, please contact: ōka using the contact form.

We want to make sure that your personal information is accurate and up-to-date. You may ask us to correct or remove information you think is inaccurate.

You have the right to ask us to object to our use of your personal information, or to ask us to delete, remove or stop using your personal information if there is no need for us to keep it.

Other websites

Our website includes links to other websites. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policy.

Changes to our privacy policy

We keep our privacy policy under regular review and we will place any updates on this webpage. This privacy policy was last updated on 11/05/2025

How to contact us

Please contact us using the contact form if you have any questions about our privacy policy or information we hold about you.

You also have the right to complain to the Information Commissioner’s Office. Find out on their website how to report a concern: www.ico.org.uk/concerns/handling