Privacy Policy

Effective date: 26 August 2026

This Privacy Policy explains how UVION LIMITED (“UVION”, “we”, “us”) collects and uses personal data through our website, applications, point-of-sale software, customer app, administration tools, support, and related services.

1. Who we are

UVION LIMITED
Company number 17103178
Registered in England and Wales
Registered office: 177 Station Street, Burton-On-Trent, England, DE14 1BN
Privacy contact: hello@uvion.uk

2. When UVION is controller or processor

UVION is a controller when we decide why and how personal data is used, including website enquiries, demonstrations, UVION account administration, billing, security, product communications, and our own business records.

A salon will normally be the controller of personal data it enters into UVION about its customers and staff. For that data, UVION generally acts as the salon’s processor and uses the data on the salon’s documented instructions to provide the Services. Requests about salon-managed records should normally be directed to the relevant salon first.

3. Personal data we collect

3.1 Business and account data

• name, role, salon or business name, address, email address, and phone number;
• account identifiers, permissions, authentication and security records;
• activation package, trial, billing, payment status, invoices, and transaction references;
• communications, demonstration bookings, support requests, feedback, and correspondence.

3.2 Salon-managed customer and staff data

Depending on how a salon configures and uses UVION, the Services may process:

• customer identity and contact details;
• account history, memberships, plans, minutes, sessions, purchases, receipts, gift cards, loyalty points, and wallet balances;
• age or date-of-birth information used by the salon for age-validation workflows;
• notes, flags, preferences, promotions, notification choices, queue activity, and room or bed usage;
• staff accounts, permissions, activity logs, work periods, and reconciliation records.

The relevant salon decides what it enters, its lawful basis, how long it needs the data, and which staff may access it.

3.3 Device, usage, and security data

• IP address, device and browser information, operating system, and approximate location derived from network data;
• pages and features used, timestamps, diagnostic events, audit logs, and error information;
• security signals used to authenticate users, investigate incidents, prevent fraud, and protect the Services.

4. How we use personal data and our lawful bases

• Contract: to create accounts, provide trials and paid Services, process billing, deliver support, and administer the customer relationship.
• Legitimate interests: to secure, operate, diagnose, and improve UVION; respond to business enquiries; maintain records; prevent misuse; and understand service performance, where those interests are not overridden by individual rights.
• Legal obligation: to meet tax, accounting, regulatory, law-enforcement, and data-protection duties.
• Consent: where required for optional marketing, non-essential cookies, or another specific use. Consent can be withdrawn at any time.

When UVION acts as processor, the salon determines the lawful basis and UVION processes personal data under the salon’s instructions and applicable data-processing terms.

5. Payments

Payments may be handled by an independent payment provider. UVION may receive payment status, transaction identifiers, billing contact details, and limited card information such as brand and last digits, but we do not need to store complete card numbers or card security codes in our application. The payment provider’s own privacy notice also applies to its processing.

6. Who receives personal data

We do not sell personal data. We may disclose it where necessary to:

• cloud hosting, database, storage, backup, content-delivery, security, authentication, and monitoring providers;
• payment, email, messaging, demonstration-booking, customer-support, and notification providers;
• professional advisers, insurers, auditors, and prospective purchasers or investors subject to appropriate confidentiality;
• courts, regulators, law enforcement, or other parties where disclosure is required by law or needed to protect legal rights and security.

Our key infrastructure and service providers may include AWS, Cloudflare, Stripe, Firebase, Calendly, and WhatsApp, depending on the feature used and the current service configuration. Some providers act as processors; others may act as separate controllers for parts of their service.

7. International transfers

Some suppliers may process personal data outside the United Kingdom. Where UK data-protection law requires a transfer safeguard, we use an applicable adequacy regulation, the UK International Data Transfer Agreement or UK Addendum to approved standard contractual clauses, or another lawful safeguard. You may contact us for information about the safeguard relevant to a particular transfer.

8. Data retention

We retain personal data only for as long as needed for the purpose for which it was collected, including providing the Services, responding to requests, maintaining security and audit records, enforcing agreements, and meeting tax, accounting, and legal requirements.

Retention periods depend on the type of record, account status, salon instructions where UVION is processor, legal limitation periods, security needs, and backup cycles. When data is no longer required, we delete or anonymise it, or isolate it until deletion from backup systems in the ordinary backup lifecycle.

9. Security

UVION uses technical and organisational safeguards designed to protect personal data, including encrypted connections, encryption of stored personal data, access controls, separated environments, security logging, Cloudflare edge protections, AWS serverless infrastructure, and backups. No system can eliminate every risk. More detail is available on our Security page.

10. Cookies and similar technologies

We may use cookies or local storage that are necessary for security, authentication, preferences, and operation of the Services. If we introduce analytics, advertising, or other non-essential technologies that require consent, we will provide an appropriate choice before using them. You can also manage cookies through your browser, although blocking necessary storage may prevent parts of the Services from working.

11. Marketing

We may send relevant business communications where you have asked for them, consented, or where law permits us to rely on an existing business relationship and legitimate interests. You may opt out at any time using an unsubscribe mechanism or by contacting us. Service and security messages are not marketing and may still be sent where necessary.

12. Your rights

Subject to applicable law and exemptions, you may have the right to:

• request access to your personal data and information about its use;
• correct inaccurate or incomplete data;
• request deletion or restriction of processing;
• object to processing based on legitimate interests and object at any time to direct marketing;
• receive certain data in a portable format;
• withdraw consent without affecting earlier lawful processing;
• challenge a qualifying decision made solely by automated means.

To exercise a right regarding data controlled by UVION, contact hello@uvion.uk. We may need to verify your identity. If the data is controlled by a salon, we may direct the request to that salon or assist it in responding.

13. Complaints

Please contact us first so we can try to resolve your concern. You also have the right to complain to the UK Information Commissioner’s Office. Visit the ICO complaints page for current contact and complaint information.

14. Children and age-related data

UVION’s website and business account services are not directed at children. Salons may use age-related information within UVION where required for lawful age checks and service administration. In those circumstances, the salon is responsible for ensuring that collection and use are lawful, fair, proportionate, and appropriately communicated.

15. Changes to this policy

We may update this policy as our Services, suppliers, or legal obligations change. We will publish the revised version and update the effective date. Where a change materially affects how we use personal data, we will take reasonable steps to provide additional notice.

16. Contact us

UVION LIMITED
Company number 17103178
177 Station Street, Burton-On-Trent, England, DE14 1BN
hello@uvion.uk
+44 7858 489924