Last updated: July 2026. This policy forms part of your agreement with By Hadiyah when you make a booking. Please read it carefully before confirming your appointment.

1. Booking Deposits

A non-refundable booking deposit is required to secure all appointments. Deposit amounts are as follows:

• Cutting & Styling services: £20 deposit required at the time of booking
• Colour services or Colour with Cut & Blow Dry: £30 deposit required at the time of booking
• Bridal Hair (Trial and/or Wedding Day): £50 deposit required at the time of booking

Your deposit is deducted from the total cost of your appointment on the day. Deposits are taken via PayPal at the point of booking confirmation. By paying your deposit you confirm that you have read and agreed to this cancellation policy in full.

2. Cancellation Notice Period

By Hadiyah requires a minimum of 24 hours' notice for all cancellations and rescheduling requests, measured from your confirmed appointment start time. Notice must be given directly via WhatsApp to 07775 510199.

3. Cancellations With More Than 24 Hours' Notice

If you cancel or request to reschedule your appointment with more than 24 hours' notice:

• You will be offered one free reschedule to an alternative available date and time, subject to availability.
• If you do not wish to reschedule, or if a suitable alternative cannot be agreed, your deposit will be retained by By Hadiyah as an administration fee.
• If you have already used your one free reschedule, any subsequent cancellation — regardless of notice given — will result in the forfeit of 50% of your deposit. The remaining 50% will be applied as a credit toward your next booking.

4. Cancellations With Less Than 24 Hours' Notice (Late Cancellations)

If you cancel your appointment with less than 24 hours' notice:

• Your full deposit will be forfeited without exception. No credit or refund will be issued.
• This applies regardless of the reason for cancellation, including illness, unless otherwise agreed at the sole discretion of By Hadiyah.
• An exception may be made in exceptional or emergency circumstances at the discretion of By Hadiyah, but this is not guaranteed and will be considered on a case-by-case basis.

5. No-Shows

A no-show is defined as failing to be present at your confirmed appointment address at the agreed time without prior notice.

• In the event of a no-show, your full deposit will be forfeited and no refund or credit will be issued.
• By Hadiyah reserves the right to decline future bookings from clients who repeatedly fail to attend without notice.

6. Repeated Reschedules and No-Shows

By Hadiyah operates a fair use policy to protect the integrity of the booking system:

• A pattern of three or more reschedules or no-shows — in any combination — within a 12-month period will result in the forfeit of 50% of any deposit paid on the next occasion, regardless of notice given.
• By Hadiyah reserves the right to require full payment in advance from clients who have a history of repeated reschedules or no-shows.

7. Late Arrivals

By Hadiyah operates a mobile service and schedules appointments carefully to respect all clients' time. Please arrive ready at your agreed appointment time.

• If you are running late, please notify By Hadiyah as soon as possible via WhatsApp.
• Arrival more than 15 minutes late may, at the sole discretion of By Hadiyah, result in your appointment being shortened to fit within the remaining scheduled time, or cancelled entirely.
• If your appointment is shortened due to late arrival, the full agreed price remains payable. If your appointment is cancelled due to late arrival, your deposit will be forfeited.
• By Hadiyah will endeavour to accommodate late arrivals wherever reasonably possible, but cannot guarantee the full service can be completed within a reduced timeframe.

8. Bridal Bookings

Bridal bookings (Trial and/or Wedding Day) are subject to the following additional terms, given the significance and advance planning involved:

• A £50 non-refundable deposit is required at the time of booking to secure your bridal date.
• Cancellation of a bridal booking with less than 48 hours' notice will result in the forfeit of the full deposit.
• Cancellation of a bridal booking with more than 48 hours' notice will result in the forfeit of the deposit, with one opportunity to reschedule to an available alternative date.
• By Hadiyah strongly recommends that bridal clients consider wedding insurance to cover unforeseen cancellations.

9. Cancellation by By Hadiyah

In the unlikely event that By Hadiyah needs to cancel your appointment due to illness, emergency, or circumstances beyond our control:

• You will be notified as soon as possible via WhatsApp.
• Your deposit will be refunded in full within 5 working days, or applied as a credit toward a rescheduled appointment — whichever you prefer.
• By Hadiyah will make every reasonable effort to offer an alternative appointment date at your earliest convenience.
• By Hadiyah cannot be held liable for any costs incurred as a result of a cancelled appointment (for example, travel costs, childcare, or time off work).

10. Patch Test Requirements

A patch test is required at least 48 hours before all colour services. Failure to complete a patch test will result in the colour service being unable to proceed. In this circumstance:

• If a cut or styling service was also booked, this may proceed at the standard rate.
• The colour portion of the service will be cancelled and the colour deposit will be forfeited, as the appointment slot has been reserved.
• This policy exists to protect your safety and is non-negotiable.

11. Price Variations

All prices quoted are from rates. Final pricing is confirmed at or before the appointment and may vary based on hair length, thickness, time required, and any additional products used. Travel charges may apply outside local areas and will be communicated in advance.

12. How to Cancel or Reschedule

All cancellations and reschedule requests must be made directly via WhatsApp to 07775 510199. Cancellations via Instagram, email, or other channels may not be seen in time and cannot be guaranteed to meet the 24-hour notice requirement. The time your WhatsApp message is received will be used to determine whether the notice period has been met.

13. Governing Law

This policy is governed by the laws of England and Wales. Any disputes arising from a booking with By Hadiyah shall be subject to the exclusive jurisdiction of the courts of England and Wales.

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Last updated: July 2026.  |  ICO Registration Number: [PLACEHOLDER — add before going live]

1. Who We Are

By Hadiyah is a sole trader mobile hair service operating across London, Greater London, and surrounding areas including Slough and beyond. The data controller is Hadiyah, trading as By Hadiyah.

Contact for data enquiries:
Email: hairbyhadiyah@gmail.com
WhatsApp: 07775 510199
Instagram: @byhadiyah

We are registered with the Information Commissioner's Office (ICO) as a data controller. Our registration number is shown above.

2. What Personal Data We Collect

We collect and process the following categories of personal data:

• Identity data: your name
• Contact data: phone number, WhatsApp number, email address
• Location data: your home address or the address where the service is to be carried out
• Appointment data: services booked, dates and times, appointment history, and booking deposit records
• Hair and service data: hair type, colour history, length, condition, treatments received, and styling preferences
• Health and allergy data (special category): any health conditions, known allergies, or sensitivities disclosed for the purpose of safe service delivery, including patch test records and dates
• Payment data: deposit and payment records processed via PayPal. We do not store card details — these are handled directly by PayPal under their own privacy policy
• Communications data: records of messages exchanged via WhatsApp for the purposes of booking, consultation, and service delivery
• Marketing preferences: whether you have consented to receive offers, seasonal advice, or promotional communications from By Hadiyah via WhatsApp
• Google Calendar data: appointment scheduling information managed via Google Calendar, subject to Google's own privacy policy

3. How We Collect Your Data

We collect personal data in the following ways:

• Directly from you when you complete a booking or consultation form on this website
• Directly from you via WhatsApp, Instagram, or other direct communication
• During your consultation or appointment, including information you share verbally or in writing
• Via patch test records completed before colour services

4. Legal Basis for Processing

We process your personal data on the following legal grounds under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018:

• Contract performance: processing your name, contact details, location, and appointment data is necessary to deliver the service you have booked
• Legal obligation: retaining financial records for a minimum of 6 years to comply with HMRC requirements
• Legitimate interests: maintaining service records and appointment history to provide a consistent, high-quality service
• Explicit consent: processing your health and allergy data (special category data) and sending marketing communications — both require your separate, freely given, and specific consent, which you may withdraw at any time

5. Special Category Data — Health and Allergy Information

Information about your health conditions, allergies, and sensitivities is classified as special category data under Article 9 of the UK GDPR. We process this data solely for the purpose of ensuring your safety during service delivery, including recording patch test results and dates. We will only process this data with your explicit consent, which is obtained via a separate consent checkbox on our booking forms. You may withdraw this consent at any time by contacting us, though withdrawal may mean we are unable to provide certain services safely.

6. Marketing Communications

From time to time, By Hadiyah may wish to contact you via WhatsApp with information about offers, seasonal hair care advice, new services, or promotions. We will only do this if you have given your separate, explicit consent to receive marketing communications. You may opt out of marketing messages at any time by replying "STOP" to any marketing message, or by contacting us directly at hairbyhadiyah@gmail.com. Withdrawing your marketing consent will not affect the delivery of your booked services.

7. Third Parties Who Process Your Data

We share limited personal data with the following third-party service providers, solely to the extent necessary to deliver our services:

• PayPal (UK) Limited: processes booking deposits and payments on our behalf. PayPal operates under its own privacy policy, available at paypal.com/uk/legalhub/privacy-full
• Google LLC (Google Calendar): used for appointment scheduling. Google operates under its own privacy policy, available at policies.google.com/privacy
• Meta Platforms Ireland Limited (WhatsApp): used as a primary communication channel. WhatsApp operates under its own privacy policy, available at whatsapp.com/legal/privacy-policy

We do not sell, rent, or trade your personal data to any third party for marketing purposes. We do not use your data for automated decision-making or profiling.

8. How Long We Keep Your Data

We retain your personal data for the following periods:

• Client service records (hair history, appointment records, notes): 3 years from your last appointment, after which records are securely deleted
• Financial and payment records: 6 years from the date of the transaction, as required by HMRC
• Health and allergy data: retained for the duration of our client relationship and deleted upon request or 3 years after your last appointment, whichever is sooner
• Marketing consent records: retained until you withdraw consent
• Patch test records: retained for 3 years in line with professional best practice

Where data is no longer required, it is deleted securely. You may request earlier deletion at any time — see Your Rights below.

9. Data Security

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it against unauthorised access, loss, or disclosure. These measures include:

• This website uses HTTPS encryption (SSL/TLS) to protect data transmitted between your browser and our site
• Access to client records is restricted to By Hadiyah only
• Digital records are stored with password protection
• We do not store payment card details — all payment processing is handled by PayPal

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours of becoming aware of the breach, as required by Article 33 of the UK GDPR. Where the breach is likely to result in a high risk to your rights and freedoms, we will also notify you directly without undue delay.

10. Cookies

This website uses only essential cookies necessary for the site to function correctly. We do not use tracking, advertising, or analytics cookies. No personal data is collected via cookies on this website. A cookie consent notice is displayed on your first visit to the site to inform you of this.

11. Your Rights Under UK GDPR

Under the UK General Data Protection Regulation and the Data Protection Act 2018, you have the following rights in relation to your personal data:

• Right of access (Article 15): you have the right to request a copy of the personal data we hold about you. We will respond within one calendar month.
• Right to rectification (Article 16): you have the right to ask us to correct any inaccurate or incomplete personal data we hold about you.
• Right to erasure (Article 17): you have the right to request that we delete your personal data. We will action this within 30 days, subject to any legal obligations that require us to retain certain records (for example, financial records required by HMRC).
• Right to restrict processing (Article 18): you have the right to ask us to restrict the processing of your personal data in certain circumstances.
• Right to data portability (Article 20): where processing is based on your consent or a contract, you have the right to receive your personal data in a structured, commonly used, and machine-readable format.
• Right to object (Article 21): you have the right to object to processing based on legitimate interests, including for direct marketing purposes. We will cease processing immediately upon receipt of an objection to marketing.
• Right to withdraw consent: where processing is based on your consent (including for health data and marketing), you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.

To exercise any of your rights, please contact us at hairbyhadiyah@gmail.com or via WhatsApp on 07775 510199. We will respond within one calendar month. We will not charge a fee for reasonable requests.

12. Children's Data

By Hadiyah provides hair services to children under the age of 16 (including children's cuts). Where services are provided to a child, we require the express consent of a parent or legal guardian before collecting or processing any personal data relating to that child. Parents and guardians may exercise data rights on behalf of a child in their care.

13. International Transfers

Your personal data is primarily processed within the United Kingdom. Where we use third-party services (such as Google or Meta/WhatsApp) that may transfer data outside the UK, these transfers are subject to appropriate safeguards as determined by the UK Information Commissioner's Office, including adequacy decisions and standard contractual clauses. Please refer to the privacy policies of the relevant third parties for further information.

14. Changes to This Privacy Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. The date at the top of this policy indicates when it was last revised. We encourage you to review this policy periodically. Where changes are material, we will notify active clients via WhatsApp.

15. How to Complain

If you have a concern about how we handle your personal data, we would always prefer to resolve this directly. Please contact us in the first instance at hairbyhadiyah@gmail.com.

If you remain unsatisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the supervisory authority for data protection in the United Kingdom:

• Website: ico.org.uk
• Helpline: 0303 123 1113
• Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

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