Privacy — Assort Vancouver
1. Who we are
Assort Vancouver, 110-1228 Homer Street, Vancouver, BC V6B 2Y5, is run by Assort Hair Ltd., a British Columbia company (incorporation number BC1584087) (“we”, “us”). We are part of the Assort group of hair salons. Our sister company in Tokyo, 株式会社assort, runs the group’s shared systems for us.
This note explains what personal information we collect about our guests, the people who sign up for our news and the visitors to ca.assort-hair.com, why we collect it, and the choices you have. We follow British Columbia’s Personal Information Protection Act (PIPA) and, where your information crosses a border, Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA).
2. Our privacy officer
The President of Assort Hair Ltd. is our privacy officer. The President has asked our Workforce Manager to handle privacy questions and requests day to day. You can reach both at customers@assort-hair.com.
On request, we will tell you about our privacy policies and practices and how our complaint process works.
3. What we collect and why
We tell you here, before we collect it, what we collect and why.
- Booking details — your name, phone number, email, the appointments you book, the services you choose and notes about your booking.
Why: to book, confirm and remind you of your appointments, and to contact you about them. - Your service record — your hair history, the services, colours and products we used, and photos of your hair.
Why: to give you a safe and consistent service and to keep a record of it. Unless you tell us not to, we also use service photos inside the Assort group to train our stylists. We publish a photo of you (for example on our website or social media) only if you agree. - Health-related notes — allergies, patch-test results, scalp or skin conditions, and other health points you choose to tell us.
Why: to keep you safe during colour, perm, straightening and other treatments. We write these notes only after you agree by ticking the consent box at your consultation. We keep them in our client-record system, not in our booking system. - Purchases and payments — the services and products you buy, the amounts, and how and when you paid.
Why: to take payment, give receipts, handle refunds, and keep the accounting records that tax law requires. - Messages and reviews — emails, messages and comments you send us on Instagram or Facebook, messages through our booking system, and reviews you post about us on Google.
Why: to answer you and look after your feedback. - Opening sign-up — your email address and the date you signed up.
Why: to send you our opening announcement and one booking invitation — nothing more. - Our website — your device’s IP address, browser details, the pages you visit and cookies (Google Analytics).
Why: to count and understand visits and keep the site working. Google’s Signals feature is switched off on ca.assort-hair.com. The map on our site is loaded from Google Maps.
We collect only what we need for these purposes. We never sell your personal information.
4. Your consent
When you book with us or give us information for a purpose described above, you consent to our using it for that purpose. We ask for your express consent before we write down health-related notes, before we publish a photo of you, and before we send you marketing that the law does not otherwise allow (see section 8). You do not have to agree to marketing or to publishing photos to be our guest.
If you book for a child, you give us the child’s information and any consent on the child’s behalf.
You can withdraw your consent at any time by writing to customers@assort-hair.com. We will tell you what it means for your service — for example, without your health-related notes we may not be able to offer some colour or chemical treatments. You cannot withdraw consent for records that the law requires us to keep.
5. Who handles your information, and where it is stored
These companies handle your information for us, only to provide their service to us:
- Fresha — our booking system. Fresha is a UK company; it stores bookings on Amazon Web Services servers in the United States.
- 株式会社assort — our sister company in Tokyo, Japan, which runs the Assort group’s shared systems for us: your service record, messages, sales and our staff systems. A small central team of the Assort group, in Japan and at the group’s London office, can see Vancouver records to help run bookings, customer care, accounts and these systems.
- Google — our cloud servers and database (in Japan and the United States), email, Google Analytics and Google Maps.
- Anthropic (Claude) — our AI assistant, which helps us sort messages and draft replies (United States).
- Resend — sends email from our systems (a US company, sending from servers in Japan).
- Meta (Instagram, Facebook) — when you message or comment on our accounts there.
- Slack — our team’s internal messages, which can include your name when we are handling something for you.
We use contracts to give your information a comparable level of protection while these companies process it. We also share information when the law requires it, and with our accountants and payment providers only as far as they need it.
Your information is stored and processed outside Canada — in the United States, Japan and the United Kingdom. While it is in another country, it may be accessed by the courts, law enforcement and national security authorities of that country.
6. How long we keep it
We keep your guest record while you are our guest. If you have not visited any Assort salon for 7 years, we delete it (sales records we must keep for tax lose your name). You can ask us to delete it sooner at any time.
If we used your information to make a decision about you — for example, not to go ahead with a treatment after a patch test — the law requires us to keep that information for at least one year after the decision, so that you can ask to see it. We delete it after that year if you have asked us to.
Your opening sign-up is deleted once we have sent the opening announcement and the booking invitation.
7. Seeing and correcting your information
You can ask us for the personal information we hold about you, how we have used it, and who we have given it to. You can also ask us to correct it. Write to customers@assort-hair.com. We may ask you to confirm who you are. We answer within 30 business days. If we need more time (up to 30 more business days), we will tell you why and when to expect our answer.
8. Marketing messages
We send you news and offers by email or text only if you have agreed, or if the law lets us assume you agree: because you bought a service or product from us in the last two years, or asked us about our services in the last six months. Every marketing message names Assort Vancouver (Assort Hair Ltd.), gives our mailing address and a way to contact us, and has an unsubscribe link. Unsubscribing is free, and we act on it within 10 business days. Appointment confirmations and reminders are not marketing.
9. How we protect it
We protect your information with reasonable security: only the people who need it can see it, sign-in to our systems is controlled, and it is kept on the secure systems of the companies listed above.
10. Questions and complaints
If you have a question or a complaint about how we handle your information, write to our privacy officer at customers@assort-hair.com. We will look into it and reply in writing within 30 business days.
If you are not satisfied, you can complain to the Office of the Information and Privacy Commissioner for British Columbia — oipc.bc.ca · info@oipc.bc.ca. For information handled across a border, you can also contact the Office of the Privacy Commissioner of Canada — priv.gc.ca.
11. Changes to this note
If we change this note, we post the new version on this page with a new date.
Assort Hair Ltd. · 110-1228 Homer Street, Vancouver, BC V6B 2Y5 · customers@assort-hair.com