The new European data protection laws are due to come in to place later this week, and so we have been looking at how to be GDPR compliant.
Overview
Here are the points you will be reassured to know NinaHQ complies with to meet the GDPR requirements:
- We shall store all paper copy data in a locked cabinet and not allow anyone other than Nina Roberts to view this information. Your data is private and we shall NOT share it with any third parties.
- We shall store all digital data on a locked device which is password protected.
- We shall delete all data trails that we no longer need. Unless requested by the individual to be earlier deleted or stored longer with an updated contract, we shall always delete the data within 18 months of initial date that the data was provided.
- We shall ensure all digital programmes we use are GDPR compliant, e.g. Facebook, Yahoo Email etc.
NINAHQ PRIVACY POLICY
NinaHQ is a designer, maker and tutor studio in Elgin, we offer a design and make service for clothing and other material products, we also alter, repair and customise items. In addition we offer private and group class tuition.
This policy will establish what personal data we will collect from you, how it will be used and how we shall protect it.
The information we collect from you will depend on which service you use at NinaHQ.
We will always collect your name.
Information collected for tuition enquiries and bookings:
If you enquire or book tuition with us we shall collect your contact details including phone number, email address, postal address, date of birth (if under 18 years old) to allow us to get in touch regarding your enquiry/booking. We may contact you if you have requested information regarding tuition, to provide more information, to request updates on your attendance, and to send invoices and booking confirmation.
We may also get in contact by email or phone/text to inform you of any events and tuition that NinaHQ is organising.
We may ask for personal information regarding your health within conversation. We collect this data to ensure we can offer the best service and equipment with regards to your tuition.
The contract that you agree to (our terms and conditions) means that we hold this data to fulfil a contractual lawful basis.
The information we collect will only be for legitimate business reasons.
Information collected for design, make and sewing services:
If you enquire or book a design, make or sewing service with us we shall collect your contact details including phone number, email address, postal address, (event date and event location if relevant) to allow us to get in touch regarding your request. We may contact you if you have requested information regarding a design, make or sewing service, to provide more information, to request and arrange attendance for fittings or collection, and to send invoices and confirmation.
We may also collect relevant personal information including body measurements and bra size.
We may contact you by email or phone/text to inform you of any events that NinaHQ is organising.
We may ask for personal information regarding your health within conversation. We collect this data to ensure we can offer the best service during fittings and with regards to your design, make or sewing request.
The contract that you agree to (our terms and conditions) means that we hold this data to fulfil a contractual lawful basis.
The information we collect will only be for legitimate business reasons.
How we collect and store the data:
We collect the data from face to face contact and conversation recorded on written order forms – then stored in a locked cabinet with Nina Roberts keeping the only key.
We also collect data via Facebook messages and Yahoo emails, accessed through a password protected locked device. If you comment on our Facebook posts your name will be visible to those who look at our public page.
We also collect information for use of Paypal, iZettle and Bank Transfers. This is viewed and accessed by Nina Roberts only, on a password protected device with a password required each time it is accessed. The companies mentioned above are themselves GDPR compliant.
Sharing Information:
We do not share your data to any third parties. Within the NinaHQ studio we may share your name and sewing related measurements to the small sewing team to allow sewing jobs to be completed accurately. This temporary sharing of data is deleted immediately after the sewing job is completed, keeping the original data stored in the locked cabinet accessed only by Nina Roberts.
Data subject rights:
You have the right to request what data we store about you, at any time. We will give you those details within 14 days, at no cost to yourself.
We require you to opt-in to receiving our email updates, and you can request to have your email address deleted from our mailing list at any time. This request will be completed within 7 days.
If there is ever a breach of your privacy details we shall notify you within 24hours.
Changes and Updates to our privacy policy:
Any changes we may make to our privacy policy in the future will be posted on our Facebook page and emailed to all those on our email mailing list.
The terms and conditions of contract:
For tuition:
For design/make sewing services:
Design and Making of Commissions take place at NinaHQ Studio, Old Railway Station, Maisondieu Road, Elgin IV30 1QP
For all other sewing services (alterations, repairing):
Overview
Here are the points you will be reassured to know NinaHQ complies with to meet the GDPR requirements:
- We shall store all paper copy data in a locked cabinet and not allow anyone other than Nina Roberts to view this information. Your data is private and we shall NOT share it with any third parties.
- We shall store all digital data on a locked device which is password protected.
- We shall delete all data trails that we no longer need. Unless requested by the individual to be earlier deleted or stored longer with an updated contract, we shall always delete the data within 18 months of initial date that the data was provided.
- We shall ensure all digital programmes we use are GDPR compliant, e.g. Facebook, Yahoo Email etc.
NINAHQ PRIVACY POLICY
NinaHQ is a designer, maker and tutor studio in Elgin, we offer a design and make service for clothing and other material products, we also alter, repair and customise items. In addition we offer private and group class tuition.
This policy will establish what personal data we will collect from you, how it will be used and how we shall protect it.
The information we collect from you will depend on which service you use at NinaHQ.
We will always collect your name.
Information collected for tuition enquiries and bookings:
If you enquire or book tuition with us we shall collect your contact details including phone number, email address, postal address, date of birth (if under 18 years old) to allow us to get in touch regarding your enquiry/booking. We may contact you if you have requested information regarding tuition, to provide more information, to request updates on your attendance, and to send invoices and booking confirmation.
We may also get in contact by email or phone/text to inform you of any events and tuition that NinaHQ is organising.
We may ask for personal information regarding your health within conversation. We collect this data to ensure we can offer the best service and equipment with regards to your tuition.
The contract that you agree to (our terms and conditions) means that we hold this data to fulfil a contractual lawful basis.
The information we collect will only be for legitimate business reasons.
Information collected for design, make and sewing services:
If you enquire or book a design, make or sewing service with us we shall collect your contact details including phone number, email address, postal address, (event date and event location if relevant) to allow us to get in touch regarding your request. We may contact you if you have requested information regarding a design, make or sewing service, to provide more information, to request and arrange attendance for fittings or collection, and to send invoices and confirmation.
We may also collect relevant personal information including body measurements and bra size.
We may contact you by email or phone/text to inform you of any events that NinaHQ is organising.
We may ask for personal information regarding your health within conversation. We collect this data to ensure we can offer the best service during fittings and with regards to your design, make or sewing request.
The contract that you agree to (our terms and conditions) means that we hold this data to fulfil a contractual lawful basis.
The information we collect will only be for legitimate business reasons.
How we collect and store the data:
We collect the data from face to face contact and conversation recorded on written order forms – then stored in a locked cabinet with Nina Roberts keeping the only key.
We also collect data via Facebook messages and Yahoo emails, accessed through a password protected locked device. If you comment on our Facebook posts your name will be visible to those who look at our public page.
We also collect information for use of Paypal, iZettle and Bank Transfers. This is viewed and accessed by Nina Roberts only, on a password protected device with a password required each time it is accessed. The companies mentioned above are themselves GDPR compliant.
Sharing Information:
We do not share your data to any third parties. Within the NinaHQ studio we may share your name and sewing related measurements to the small sewing team to allow sewing jobs to be completed accurately. This temporary sharing of data is deleted immediately after the sewing job is completed, keeping the original data stored in the locked cabinet accessed only by Nina Roberts.
Data subject rights:
You have the right to request what data we store about you, at any time. We will give you those details within 14 days, at no cost to yourself.
We require you to opt-in to receiving our email updates, and you can request to have your email address deleted from our mailing list at any time. This request will be completed within 7 days.
If there is ever a breach of your privacy details we shall notify you within 24hours.
Changes and Updates to our privacy policy:
Any changes we may make to our privacy policy in the future will be posted on our Facebook page and emailed to all those on our email mailing list.
The terms and conditions of contract:
For tuition:
- All courses take place at NinaHQ Studio, Old Railway Station, Maisondieu Road, Elgin IV30 1QP
- Bookings MUST BE PAID IN FULL, in cash, by card payment in the studio or by direct bank transfer submitted with a completed application form to Nina Roberts. Only once payment has been received will your reservation be confirmed. Due to the limited spaces on each course, full payment must be received AT LEAST 2 WEEKS prior to the course start date.
- All fees are non refundable, and are valid only for the course dates you have booked. Please double check your diary carefully before booking.
- We understand that sometimes things crop up, we will try to be as flexible as we can in rescheduling your booking to another date providing there is availability and that no less than 7 days notice is given.
- Classes are limited to between 3 and 10 students. In the event of an under-subscription, classes may be cancelled or postponed. We will give students at least 48 hour notice in the event of a course cancellation and students have a choice to either be fully refunded or transfer to an alternative date/course.
- IMPORTANT! For sewing courses: you may bring your own sewing machine to use, but you MUST have the machine electrically tested for safety (PAT testing). We recommend Veroniques in Elgin or The Sewing Machine Shop in Fochabers ( approx. £5) which can test whilst you wait. Alternatively try a local electrician. Your machine will be checked for a current PAT pass sticker before you will be permitted to use it in class.
If you do not have a machine, don't worry! HIRE ONE in class time for £5 per day workshop, or £2 per week of a longer course. Contact Nina to book one.
For design/make sewing services:
Design and Making of Commissions take place at NinaHQ Studio, Old Railway Station, Maisondieu Road, Elgin IV30 1QP
- For your design/make commission to be confirmed you must have paid the deposit. A deposit of 50% (of total charge) MUST be paid on agreement of the design. Please pay in cash or by card in the studio, or by online banking.
- The Deposit is non refundable, and is valid only for the design and date you have confirmed.
- 25% (of total charge) MUST be paid at the first toile/prototype fitting. Then the final 25% MUST be paid on collection of completed commissioned pieces.
If you have special payment needs, please discuss with Nina (an instalment programme is sometimes possible).
- We understand that sometimes things happen in life which may mean your event date is rescheduled. In this case, please contact Nina ASAP to discuss a new date and hold of your account.
- We are committed to protecting your privacy, and your personal details will not be shared or passed on to any other party. You agree that photos and descriptions of your commission may be shared online and used by NinaHQ, however Nina will hold off from publicising this until AFTER your event date. Please do send us pictures of the commission taken at your event.
- IMPORTANT!
You agree to arrange and attend fittings as required by NinaHQ. A total number of fittings cannot be confirmed in advance, each project is an individual process. If travel or time is an issue, please discuss this with Nina ASAP.
- Please listen to advice from Nina regarding appropriate dress for fittings. You may be required to wear the same bra, the same shoes etc for each fitting for size continuity.
For all other sewing services (alterations, repairing):
- Alterations and Customisation of Garments/Fabric Items take place at NinaHQ Studio, Old Railway Station, Maisondieu Road, Elgin IV30 1QP
- Payment MUST be received in full before or at the final fitting/collection.
- We understand that sometimes things happen in life which may mean you need your garment in a hurry. A 10% RUSH FEE will be added to the cost if the alteration needs to be completed and returned within 2 days.
- We are committed to protecting your privacy, and your personal details will not be shared or passed on to any other party. You agree that photos and descriptions of your garment may be shared online and used by NinaHQ, however Nina will hold off from publicising this until AFTER an event date of you have specified one. Please do send us pictures of the commission taken at your event.
- You agree to arrange and attend fittings as required by NinaHQ. A total number of fittings cannot be confirmed in advance, each project is an individual process. If travel or time is an issue, please discuss this with Nina ASAP
- Please listen to advice from Nina regarding appropriate dress for fittings. You may be required to wear the same bra, the same shoes etc for each fitting for size contin