Solihair Privacy Policy

Last updated: [insert date]

This Privacy Policy explains how EMN Systems Ltd (“we”, “us”, “our”) handles personal data when operating Solihair, our salon booking and management software.

Important: In most cases, the salon you are booking with is the “data controller” (they decide why and how your data is used). Solihair is usually a “data processor” (we process data on the salon’s instructions to provide the booking service). If you have questions about a specific booking, contact the salon first.

1) Who we are

2) What personal data we process (as a processor)

When you book an appointment through a salon using Solihair, we may process information such as:

Card details: Solihair does not store or view your payment card details. Card payments are handled by Stripe.

3) Why we process it

As a processor, we process personal data only to operate the booking system for the salon, including:

4) Legal basis (controller vs processor)

The salon (controller) is responsible for identifying the correct legal basis for processing your data (for example, performance of a contract for booking an appointment). Solihair (processor) processes data on the salon’s instructions under a Data Processing Agreement.

5) Who we share data with

We do not sell personal data. We share personal data only with service providers needed to run Solihair, such as:

These providers act as our sub-processors and are used to deliver the service securely and reliably.

6) International transfers

Some sub-processors may process data outside the UK. Where this happens, we use appropriate safeguards (such as contractual protections) designed to protect personal data.

7) Security

We use reasonable technical and organisational measures intended to protect personal data, including access controls and secure hosting. No online system is 100% secure, but we design Solihair to reduce risk and respond quickly to issues.

8) Data retention

Solihair retains booking data according to the salon’s needs and configuration, and to operate the service. Salons often keep appointment history for customer service and legal/accounting reasons.

If a salon leaves Solihair, personal data is typically retained for a limited period to allow export, then deleted, except where continued retention is required for legal, security, or dispute reasons.

9) Anonymised & aggregated data

Solihair may generate and retain anonymised, aggregated, non-identifiable information (e.g., booking volumes, service popularity, pricing ranges) for analytics, reporting, product improvement, and commercial/industry insights. This data is designed so it cannot identify an individual.

10) Your rights (UK GDPR)

You have rights under UK GDPR, including access, correction, deletion (in some cases), and objection. Because the salon is usually the controller, requests about a specific booking should be made to the salon first.

If you contact us directly, we may:

11) Cookies

Solihair booking pages may use essential cookies or local storage required for basic functionality (for example, to keep a session stable). We do not intentionally use advertising cookies on Solihair booking flows.

If analytics or non-essential cookies are introduced in future, we will update this policy and implement a cookie notice where required.

12) Children

Solihair is intended for booking salon services. If you believe a child’s data has been provided without appropriate consent, contact the salon and/or email us at eamon@emn.systems.

13) Complaints

If you are unhappy with how your data is handled, you should contact the salon first (as the controller). You may also contact us at eamon@emn.systems.

You have the right to complain to the UK Information Commissioner’s Office (ICO).

14) Changes to this policy

We may update this policy from time to time. The latest version will be posted on this page with an updated “Last updated” date.

If you are looking for the salon’s own privacy policy for your booking, use the “Salon privacy policy” link on the booking page.