lucasonlooks — Customer Privacy Notice
This privacy notice tells you what to expect us to do with your personal information.
Contents
Contact details
What information we collect, use, and why
Lawful bases and data protection rights
Where we get personal information from
How long we keep information
Who we share information with
Sharing information outside the UK
How to complain
Contact details
Controller: Lucas Michalopoulos, trading as lucasonlooks.
Email: consult[at]lucasonlooks.com
What information we collect, use, and why
We collect or use the following information to provide our services:
your name and email address
your country of residence (this determines which products are available to recommend to you)
your age, height, weight, activity level, training history and preferences, past injuries, and an outline of your typical diet
your current hair and skin care, including any treatments you use, and family history of hair loss
any medications, allergies, or recent surgeries you tell us about (a safety check used when preparing your documents)
the photographs you submit for your analysis
records of consultations, decisions, and correspondence with you
call recordings, only where you have agreed to recording announced at the start of a call
purchase and transaction records (we do not hold card details — see Stripe, below)
information relating to compliments or complaints
We also collect or use the following special category information to provide our services. This information is subject to additional protection due to its sensitive nature:
health information — the health-related answers listed above, and the photographs you submit, from which our analysis reads characteristics of your skin, hair, and body composition
We collect or use the following information to understand who our service reaches:
your occupation and how you found us
We collect or use the following information for service updates or marketing purposes:
names and contact details
marketing preferences
records of consent, where appropriate
If you contact us through the enquiry form on our website, we collect the details you enter there (your name, email address, and your answers to the form's questions).
Lawful bases and data protection rights
Under UK data protection law, we must have a "lawful basis" for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO's website.
Which lawful basis we rely on may affect your data protection rights, which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO's website:
Your right of access — You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions, which means you may not receive all the information you ask for.
Your right to rectification — You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
Your right to erasure — You have the right to ask us to delete your personal information.
Your right to restriction of processing — You have the right to ask us to limit how we can use your personal information.
Your right to object to processing — You have the right to object to the processing of your personal data.
Your right to data portability — You have the right to ask that we transfer the personal information you gave us to another organization, or to you.
Your right to withdraw consent — When we use consent as our lawful basis, you have the right to withdraw your consent at any time.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide our services are:
Contract — we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply, except the right to object.
Consent — for the special category health information described above (including your photographs), we rely on your explicit consent, which we ask for before you submit it. All of your data protection rights may apply, and you may withdraw consent at any time.
Our lawful bases for collecting or using transaction and purchase records are:
Legal obligation — we have to collect or use your information so we can comply with the law (tax and accounting requirements). All of your data protection rights may apply, except the right to erasure, the right to object, and the right to data portability.
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
Consent — we will only send you marketing where you have agreed to receive it, and you can withdraw that consent at any time. All of your data protection rights may apply.
Where we get personal information from
How long we keep information
Principle
We keep personal information only as long as we need it for the purpose it was collected, then delete it. Because any photos needed for later work are uploaded fresh by the client, we do not retain original photos beyond the service window.
Schedule
Client photos & images (special category): held during the active engagement; deleted 6 months after document delivery. Basis: service delivery + optional re-analysis window. Folder cleared from Proton Drive at the deletion point.
Intake questionnaire answers: same window as photos; deleted alongside them. Basis: needed to produce the documents; no longer needed after the service + re-analysis window.
Analysis working notes / drafts: deleted on, or shortly after, delivery. Basis: internal working material; not retained long-term.
Delivered documents (Appearance Analysis + Appearance Plan): one copy kept for 12 months after delivery, or for as long as you hold an active plan-update subscription with us, whichever is longer; then deleted. Basis: supports re-issues of your Appearance Plan and the optional 6-month re-analysis. [RECOMMENDED RESOLUTION of the previous "[confirm period]" placeholder — confirm or adjust before publishing.]
Lead / enquiry data (non-converting leads: name, email, qualifying answers): deleted 6 months after last contact if no booking. Basis: held only while the enquiry is live. [Resolves the previous "[6–12 months, confirm]" placeholder at 6 months, matching the drafted retention schedule.]
Client contact details (name, email): kept while the person is an active or returning client; deleted after the last engagement unless on the marketing list. Basis: service relationship; separate from marketing.
Transaction / purchase records (Stripe-linked: name, amount, payment reference — not card details, which Stripe holds): ~6 years. Basis: legal obligation — tax / accounting retention.
Marketing contacts & consent records: kept until the person opts out; proof-of-consent record kept after opt-out. Basis: consent — must be able to evidence the opt-in.
Marketing-release / image-consent forms (for clients who agree to be featured): kept while the content is in use and after it is taken down. Basis: evidence of consent for featured content.
For more information on how long we store your personal information or the criteria we use to determine this, please contact us using the details provided above.
Who we share information with
Data processors
Stripe
Processes payments. When a client pays, their card details are provided directly to Stripe; we do not store card details. We retain only a transaction record (name, amount, payment reference).
Proton (Proton AG)
Provides encrypted cloud storage. We use Proton Drive to receive and store client photographs and uploaded files securely (end-to-end encrypted).
Zoho (Zoho Corporation B.V.)
Provides our business email service, used to communicate with clients and enquirers.
Calendly (Calendly LLC)
Manages appointment booking and scheduling for client calls.
Typeform (TypeForm S.L.)
Hosts our intake questionnaire, through which clients provide the information needed to produce their documents.
Notion (Notion Labs, Inc.)
Used internally to organize and track client enquiries and our workflow.
Others we share personal information with
Professional or legal advisors
Organizations we're legally obliged to share personal information with
Sharing information outside the UK
Where necessary, we will transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.
Proton AG — encrypted cloud storage provider — Switzerland. Complies via: the country or sector has been assessed as providing adequate protection to data subjects (Adequacy Regulations / UK data bridge).
Stripe, Inc. — payment processor — United States. Complies via: the country or sector has been assessed as providing adequate protection to data subjects (Adequacy Regulations / UK data bridge).
Zoho Corporation — business email provider — Netherlands. Complies via: the country or sector has been assessed as providing adequate protection to data subjects (Adequacy Regulations / UK data bridge).
Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.
Sub-processors engaged by our service providers — IT, cloud hosting and infrastructure providers — United States. Complies via: Addendum to the EU Standard Contractual Clauses (SCCs).
How to complain
If you have any concerns about our use of your personal information, you can make a data protection complaint to us at: consult[at]lucasonlooks.com
You can also complain to the ICO if you are unhappy with how we have used your data. The ICO's address, helpline and website are available at ico.org.uk.
Last updated: 10/06/2026