This Privacy Notice explains how Diemly uses personal information when you use the Diemly website, create an account, book with a barber, operate a barber account, contact us, or otherwise use our services.
We want this notice to be understandable rather than full of legal language. If you have any questions about how your information is used, you can contact us using the details below.
1. Who we are
Diemly is an online booking platform that helps barbers manage their diary and allows clients to book appointments with participating barbers.
Diemly is operated by:
Ethan Williams trading as Diemly
Trading as: Diemly
Contact email:
diemlyapp@gmail.com
Postal/business address:
[BUSINESS CORRESPONDENCE ADDRESS TO BE ADDED]
For some uses of personal information, Diemly decides why and how that information is used and acts as a data controller.
For information that a barber collects about their own clients through Diemly, the barber will generally be the data controller and Diemly processes that information on the barber's behalf.
This means the exact data-protection role can depend on what information is being used and why.
2. Information we collect
The information we collect depends on how you use Diemly.
If you are a client
We may process information including:
- your name;
- email address;
- phone number;
- Diemly account details;
- your preferred barber;
- appointments you make;
- appointment dates and times;
- services booked;
- service prices and durations;
- appointment status, including cancelled, completed or no-show appointments;
- usual or recurring appointment information;
- slot-alert preferences;
- information connected with email and SMS appointment notifications.
You can also make some bookings without creating a Diemly account.
In that case, the contact and appointment information you provide is still stored so that the barber can manage your appointment.
A barber may also create an appointment or client record for you directly using their Diemly dashboard.
If you are a barber
We may process information including:
- your name;
- account email;
- notification/contact email;
- business or shop name;
- business address and postcode;
- profile and branding information;
- logo;
- services, prices and durations;
- working hours;
- breaks;
- walk-in hours;
- time off;
- client and appointment information;
- trial and subscription status;
- signup or early-access application information;
- support communications;
- account and security identifiers;
- administrative and audit information relating to your Diemly account.
Diemly does not currently process card payments for barber subscriptions through the platform.
3. How we use personal information
We use personal information to operate Diemly and provide the services requested by clients and barbers.
This includes:
- creating and managing Diemly accounts;
- allowing clients to book appointments;
- allowing barbers to manage their diary;
- displaying bookings to the relevant barber and client;
- managing usual or recurring appointments;
- sending booking confirmations;
- sending transactional appointment reminders by email or SMS;
- notifying barbers about bookings;
- notifying clients when relevant appointment slots become available;
- operating barber availability, walk-in hours and time off;
- operating barber trials and subscription administration;
- providing customer support;
- preventing misuse and protecting account and platform security;
- investigating technical problems;
- complying with legal or regulatory requirements;
- maintaining appropriate records of our business relationship with users.
We do not sell personal information to advertisers.
We do not use client booking information for unrelated advertising.
4. Our lawful bases
UK data-protection law requires us to have a lawful basis when Diemly acts as a controller.
Depending on the activity, we may rely on the following.
Contract
We use information where it is necessary to provide a service you have requested or to take steps at your request before entering into an agreement.
For example, this may apply to:
- creating a Diemly account;
- providing account functionality;
- administering a barber's Diemly service;
- handling service-related requests.
Legitimate interests
We may use information where this is necessary for a legitimate business purpose and where those interests are not overridden by your rights and interests.
These purposes may include:
- operating and improving the reliability of Diemly;
- providing customer support;
- maintaining platform security;
- preventing misuse;
- administering our relationship with barbers;
- keeping appropriate operational records.
Where we rely on legitimate interests, we consider whether the use of personal information is necessary and proportionate.
Legal obligation
We may use or retain information where we need to comply with a legal obligation.
Consent
Where we specifically rely on your consent, you can withdraw that consent at any time.
Not every use of personal information by Diemly relies on consent.
For example, transactional messages that are necessary to operate an appointment or account are different from optional marketing communications.
5. When you book with a barber
Diemly provides the technology used to make and manage the appointment.
The barber provides the actual barbering service.
When you provide your name, contact details and booking information for an appointment, that information is made available to the barber you are booking with.
The barber generally determines how they use information about their own clients for providing and managing their services.
For this type of processing, Diemly generally processes the information on the barber's behalf.
You may therefore also wish to contact your barber if you have a question about how they use information relating to your appointments.
Diemly remains responsible for information we use for our own purposes, such as operating a Diemly account, platform security and administration.
6. Emails and SMS messages
Diemly may send transactional communications connected with appointments or use of the service.
These can include:
- booking confirmations;
- appointment reminders;
- booking-related updates;
- slot alerts;
- barber notifications;
- account verification and password-reset messages;
- trial and subscription-related communications for barbers.
Diemly currently uses Resend to provide transactional email services and ClickSend for SMS appointment reminders.
Appointment SMS messages sent from Diemly are one-way transactional messages. Replies to those messages are not monitored and are not supported through Diemly.
We do not use client appointment reminders as advertising messages.
7. Who we share information with
We only share information where this is necessary to operate Diemly, provide the requested service, comply with the law, or protect the service and its users.
This may include:
Your barber
If you make an appointment, the barber receives the information needed to manage that appointment, such as your name, contact information, service, date and time.
Supabase
Diemly uses Supabase for database hosting, authentication and storage.
Vercel
Diemly uses Vercel to host and operate the web application and scheduled platform processes.
Resend
Diemly uses Resend to deliver transactional emails.
ClickSend
Diemly uses ClickSend to deliver transactional SMS appointment reminders.
Other authorities or parties where required by law
We may disclose information where we are legally required to do so, or where this is reasonably necessary to establish, exercise or defend legal rights.
Our suppliers may only process personal information for the purposes for which we use their services and subject to appropriate contractual and security arrangements.
8. International transfers
Some technology providers we use may process information in countries outside the United Kingdom.
Where UK data-protection law treats this as an international transfer of personal information, we take steps to ensure that an appropriate lawful transfer mechanism or safeguard is in place.
This may include relying on a UK adequacy regulation or appropriate contractual safeguards where applicable.
You can contact us if you would like more information about safeguards relevant to your personal information.
9. How long we keep information
We do not intend to keep personal information for longer than it is reasonably needed.
How long we retain information depends on factors including:
- how long an account remains active;
- how long a barber uses Diemly;
- whether information forms part of an appointment history;
- whether it is needed to provide support;
- whether it may be needed to resolve a complaint or dispute;
- security and fraud-prevention requirements;
- legal or regulatory obligations.
Historical appointments may need to remain available to the relevant barber and client after an appointment has taken place.
When a barber leaves Diemly or a client asks for their account to be deleted, some information may need to be retained where there is a lawful reason to do so.
We are developing more detailed internal retention and deletion procedures as Diemly grows.
You may contact us to ask about retention of a particular category of personal information.
10. Account deletion and deletion requests
Diemly does not currently provide automated self-service deletion for every category of account information.
You can contact us to request deletion of your Diemly account or personal information.
We will consider the request in accordance with applicable data-protection law.
Some information may need to be retained where:
- it forms part of records controlled by your barber;
- there is an ongoing contractual requirement;
- we have a legal obligation to retain it;
- it is necessary for the establishment, exercise or defence of legal claims.
If information is held by a barber as part of their own client records, we may need to involve that barber when responding to your request.
11. Your data-protection rights
Depending on the circumstances, UK data-protection law may give you rights including the right to:
- ask for access to personal information held about you;
- ask for inaccurate information to be corrected;
- ask for information to be deleted;
- ask for processing to be restricted;
- object to certain uses of your information;
- receive certain information in a portable format;
- withdraw consent where processing is based on consent.
These rights are not absolute and may depend on the circumstances.
To exercise a right, contact:
diemlyapp@gmail.com
We may need to verify your identity before dealing with a request.
12. Complaints
If you have a concern about how Diemly uses your personal information, please contact us first so that we can investigate it.
You also have the right to complain to the UK Information Commissioner's Office (ICO).
Information about making a complaint is available at the ICO website:
13. Security
We use technical and organisational measures intended to protect personal information.
These include:
- authenticated user accounts;
- role and ownership controls;
- server-side access controls;
- restricted administrative access;
- protected server credentials;
- HTTPS in production;
- trusted infrastructure providers.
No internet service can guarantee absolute security, but we take reasonable steps to protect information against unauthorised access, alteration, disclosure or loss.
14. Cookies and similar technology
Diemly uses technology that is necessary for functions such as authentication and maintaining signed-in sessions.
We do not currently use advertising or behavioural-tracking cookies.
More information is available in our Cookie Policy: /cookies
If we introduce optional analytics or other non-essential tracking in future, we will update our cookie information and obtain consent where required.
15. Automated decision-making
Diemly does not currently use personal information to make solely automated decisions about individuals that produce legal or similarly significant effects.
16. Changes to this Privacy Notice
We may update this Privacy Notice when Diemly changes, when our use of personal information changes, or where legal requirements change.
Where a change materially affects how we use personal information, we will take reasonable steps to bring the change to the attention of affected users before the new use begins where required.
The latest version will always be available on the Diemly website.
17. Contact us
For questions about this Privacy Notice or how Diemly uses personal information, contact:
Diemly
Ethan Williams trading as Diemly
diemlyapp@gmail.com
[BUSINESS CORRESPONDENCE ADDRESS TO BE ADDED]