Privacy Policy & Legal
1. Who we are
London Head Spa is a trading name of Inanna Ltd. For data protection purposes, Inanna Ltd is the data controller. This means we decide how and why your personal information is used.
Contact email: info@londonheadspa.com
2. Information we collect
We may collect personal information when you visit our website, make an enquiry, book an appointment, complete a consultation form, attend a treatment, make a payment, purchase or redeem a voucher, contact us, leave a review, or interact with us on social media.
This may include:
your name, email address and telephone number;
postal address or billing details where needed;
booking details, appointment history and treatment preferences;
consultation form information;
scalp and hair concerns;
allergy, sensitivity, pregnancy, breastfeeding, medication or health-related information where relevant to treatment suitability;
scalp analysis images, close-up scalp photographs, videos and before-and-after images;
payment status, transaction details and voucher information;
messages, emails, WhatsApp messages, direct messages and other communications;
reviews, testimonials, feedback and social media interactions;
marketing preferences;
website and technical information, such as cookies, IP address, browser type, device type and website usage.
Some of the information we collect may be health-related information. We treat this with additional care.
3. How we use your information
We use your personal information to:
respond to enquiries;
manage bookings, appointments, deposits, cancellations and refunds;
provide treatments and aftercare;
assess whether a treatment is suitable for you;
carry out scalp analysis;
keep treatment records;
process payments and vouchers;
send appointment confirmations, reminders and service messages;
respond to questions, concerns or feedback;
improve our services, website and client experience;
send marketing communications where permitted;
manage reviews, testimonials and social media content;
comply with legal, tax, accounting and insurance obligations;
protect our business, clients, staff and legal rights.
4. Lawful bases for using your information
We only use your personal information where we have a lawful basis to do so.
Depending on the situation, we may rely on:
Contract — to manage your booking, provide your treatment, process payments and deal with appointment-related matters.
Legitimate interests — to run and improve our business, respond to enquiries, keep appropriate records, manage concerns and protect our legal rights.
Legal obligation — to keep accounting, tax and business records.
Consent — for certain marketing communications, non-essential cookies, and public use of identifiable images or videos.
Explicit consent — where required for health-related or special category information, including certain consultation details or identifiable scalp images that may reveal health-related information.
You can withdraw consent at any time. This will not affect anything we have already done lawfully before consent was withdrawn.
5. Consultation forms and treatment records
We ask you to complete a consultation form before your appointment.
This helps us understand your scalp and hair concerns, assess treatment suitability, identify any contraindications, adapt the treatment where needed and provide appropriate aftercare.
You are responsible for giving accurate and up-to-date information, especially about allergies, sensitivities, scalp symptoms, medication, pregnancy, breastfeeding, medical conditions, recent procedures, hair extensions, chemical treatments, tinting, bleaching, keratin treatments, hair Botox or any other relevant hair or scalp history.
We may refuse, adapt, postpone or stop a treatment if we believe it may not be suitable or safe to proceed.
6. Scalp images and video
As part of our scalp analysis and educational approach, we may take close-up images or videos of your scalp and hair before, during or after treatment.
These may be used for:
your scalp analysis;
treatment explanation;
before-and-after comparison;
treatment records;
internal training;
educational purposes;
social media or marketing, where appropriate consent has been given.
Where possible, we aim to keep scalp images focused on the scalp and hair rather than the face or other identifying features.
We will not intentionally attach your name, contact details or private consultation information to public scalp images or videos.
You can refuse public educational or marketing use of your images or videos. This will not affect your ability to receive a treatment. If you later withdraw consent for identifiable images or videos, we will stop using them where reasonably possible and remove them from platforms we control. However, we may not be able to remove copies, screenshots, reposts or downloads made by others.
7. Marketing
We may send you marketing communications about appointments, treatments, offers, events, educational content, products or London Head Spa updates where permitted by law.
You can opt out of marketing at any time by contacting us or using any unsubscribe option provided.
Even if you opt out of marketing, we may still send service messages, such as booking confirmations, appointment reminders, payment updates, consultation form links or aftercare information.
8. Cookies and website analytics
Our website may use cookies and similar technologies.
Cookies help the website work properly, improve performance, understand website usage and support marketing or advertising where applicable.
We may use essential cookies, analytics cookies, booking or form-related cookies, marketing cookies, advertising cookies, social media pixels or similar technologies.
Where required, we will ask for your consent before using non-essential cookies.
You can manage cookies through your browser settings or any cookie banner available on our website.
9. Who we share information with
We do not sell your personal information.
We may share personal information with trusted third parties where necessary, including:
booking system providers;
payment providers;
website hosting providers;
email, form and communication providers;
IT and cloud storage providers;
analytics and marketing platforms;
accountants, insurers, legal advisers and other professional advisers;
regulators, public authorities or law enforcement where required;
service providers who help us operate the business.
We only share information where there is a lawful reason and only to the extent necessary.
10. How long we keep your information
We keep personal information only for as long as reasonably necessary.
Typical retention periods are:
enquiry records: up to 24 months after last contact;
booking and treatment records: up to 7 years;
consultation forms: up to 7 years;
payment and accounting records: usually 6 years;
marketing records: until you unsubscribe or after a period of inactivity;
consent records: for as long as needed to show consent and manage withdrawal;
scalp images used as treatment records: up to 7 years, unless deleted earlier where appropriate;
public marketing or educational images: until consent is withdrawn or the content is no longer needed.
We may keep information for longer if needed for legal, insurance, tax, regulatory or dispute purposes.
11. How we protect your information
We take reasonable steps to protect your personal information from loss, misuse, unauthorised access, disclosure or alteration.
This may include secure booking systems, password protection, restricted access, secure payment providers, careful record keeping and using trusted service providers.
No system is completely secure, but we take privacy and confidentiality seriously.
12. Your rights
Under UK data protection law, you may have the right to:
access the personal information we hold about you;
ask us to correct inaccurate information;
ask us to delete information in certain circumstances;
ask us to restrict how we use your information;
object to certain uses of your information;
withdraw consent where we rely on consent;
ask for certain information to be transferred to you or another provider.
To make a request, please contact us at: info@londonheadspa.com
We may need to confirm your identity before responding.
You also have the right to raise a concern with the Information Commissioner’s Office, the UK data protection regulator.
13. Updates to this Privacy Policy
We may update this Privacy Policy from time to time.
The latest version will be published on our website.
14. Company information
London Head Spa is a trading name of Inanna Ltd.
Inanna Ltd is registered in England and Wales under company number 13822917.
Registered office: 128 City Road, London, United Kingdom, EC1V 2NX.
Trading name: London Head Spa
Contact email: info@londonheadspa.com
15. Intellectual Property
Unless otherwise stated, all content on this website, including text, treatment descriptions, brand wording, images, videos, logos, design, layout, graphics and other materials, is owned by Inanna Ltd, trading as London Head Spa, or is used with permission.
You must not copy, reproduce, adapt, modify, republish, distribute, scrape, commercially exploit or otherwise use any content from this website, including our treatment wording, images, videos, logos, brand materials or website content, without our prior written permission. All rights are reserved.
16. Medical disclaimer
London Head Spa provides head spa treatments, scalp analysis, scalp care services, hair and scalp wellbeing treatments and educational content.
Our services are pharmacist-led and clinically informed. However, London Head Spa does not provide medical diagnosis, medical treatment or a substitute for care from your GP, dermatologist or other qualified healthcare professional.
Any scalp analysis, observations, treatment discussion or aftercare advice provided by London Head Spa is for general information, education, wellbeing and treatment-suitability purposes only.
We may identify visible scalp or hair concerns and may advise you to seek medical advice where appropriate, but we do not diagnose, treat, cure or prevent medical conditions.
If you have a known or suspected scalp condition, infection, severe inflammation, unexplained hair loss, sudden shedding, pain, broken skin, bleeding, allergy, adverse reaction or any other medical concern, you should seek advice from a qualified healthcare professional before booking or attending an appointment.
Where we believe it may not be appropriate or safe to proceed, we may decline, adapt, postpone or stop a treatment.
17. Treatment suitability
All treatments are subject to suitability.
We reserve the right to decline, adapt, postpone or stop a treatment where we believe it may not be appropriate or safe to proceed.
Clients are responsible for providing accurate and complete information before and during their appointment, including information about allergies, sensitivities, scalp symptoms, medical conditions, pregnancy, breastfeeding, medication, recent procedures, hair extensions, chemical treatments, tinting, bleaching, keratin treatments, hair Botox or any other relevant hair or scalp history.
18. Scalp images and video
As part of our scalp analysis and educational approach, we may take close-up images or video of the scalp and hair before, during or after treatment.
Where images or videos are used publicly for educational, marketing or social media purposes, we will seek appropriate consent where required.
We avoid attaching client names, contact details or private consultation information to public scalp images or videos. Further information is set out in the Privacy Policy above.
19. Website content
The information on this website is provided for general information only.
We aim to keep information accurate and up to date, but we do not guarantee that all website content will always be complete, current or free from errors.
Treatment descriptions, prices, availability and policies may be updated from time to time.
20. External links
Our website may contain links to third-party websites, booking platforms, payment providers, social media platforms or other external resources.
We are not responsible for the content, availability, accuracy or privacy practices of third-party websites or platforms.
21. Contact
For privacy, legal or business enquiries, please contact:
Email: info@londonheadspa.com