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GDPR Policy & Privacy

At Natural Definition we take your personal data very seriously and that’s why we want to let you know why and how we collect and store your persona details in accordance with GDPR legislation.

We collect your data in several ways:

  • In the salon using a printed client record card/consultation form.

  • We then store your name, address, date of birth, email address, treatment history and any medical alerts on our secure Ovatu system.

  • Contact Form - This is a contact form on our website for you to contact us with enquiries. We ask for your name, email address and to leave a comment.

  • Social Media - You may contact us via Facebook, Instagram or other networks and we will reply but won’t store this information.


When arriving for your appointment at the salon we will ask you to complete a Client Record Card asking for the following information:

  • Your full name - so we can address you in the salon and ensure all communication is with the correct person.

  • Address- to help us distinguish two clients with identical names.

  • Email address - to send booking confirmations as well as email invoices for any services you have received.

  • Contact telephone numbers.

  • Medical history- including operations, diseases, disorders. Medical history is crucial to allow us to perform our treatments safely and adhere to the terms of our insurance.

  • Allergies - to ensure nothing we use during a treatment or around you at the salon can cause you harm, irritation or any other complications and to adhere to the terms of our insurance.

  • Medication - some medication can be a contraindication to treatment or may react with products we use. It's important we know details to protect you and to adhere to our insurance terms.

  • Patch test- a skin test to test for potential allergic reactions to certain treatments. We keep this on file so that all therapists know you can have that treatment and in the event of a reaction we know what was used and when.

  • Treatment history - so each therapist can see what and how the last therapist carried out a treatment on you and to ensure consistent treatment protocol.

  • Your contact preferences - if you want to be on our mailing list you must opt in otherwise we cannot legally send you our newsletters and special offers. You will always be given the option to opt out should you so wish.

  • Your consent to use treatment photographs- some of our treatments involve before and after photographs using salon devices to aid client experience and proof of progress/treatment.


Your data is in digital and paper form at Natural Definition Salon. Paper copies of consultation forms and client record cards are stored alphabetically in a locked filing cabinet that only staff at Natural Definition have access to.

  • Digital information is stored using Ovatu booking system that is password protected. Only Natural Definition staff have access to Ovatu and certain areas are restricted to Management only.

  • We will hold your data for up to 2 years unless you ask us otherwise. In order to provide clients with the best service possible we need these records to see exactly what treatments were performed, reactions, products used, patch tests, preferences etc.

  • You have the right to be forgotten. If at any time you no longer want to be on the Natural Definition data base, send an email to and we will remove your information from the system.

  • You have the right to access your personal data Natural Definition salon holds and the right to rectify your information if it is incorrect, incomplete or is out of date.

  • You have the right to transfer some personal data if you move to another salon (eg patch test results).

  • You have the right to object to processing and direct marketing.

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