Privacy Policy
Effective date: August 5, 2026
1. Introduction
This Privacy Policy explains how Chairwarden ("Chairwarden," "we," "us," or "our") collects, uses, shares, and protects information when you use our website and salon-booking software (the "Service"). It applies to independent stylists who create a Chairwarden account (“Stylists”) and to their clients who book appointments through a Stylist's public booking page (“Clients”).
2. Information We Collect
We collect information in these ways: Information Stylists provide directly: name, email, phone number, password, business/booking-link name, service list and pricing, and payment details (handled by our payment processor, Stripe; see Section 5). Information Stylists enter about their Clients: name, phone number, email, appointment history, and any notes the Stylist chooses to add. Stylists are the data controller for this information; Chairwarden processes it on their behalf. Information collected automatically: log data, device and browser type, IP address, pages visited, and general usage patterns, collected via cookies and analytics tools to keep the Service secure and to understand how it's used. If you use the mobile app and allow notifications, we also store a device push token — an opaque identifier for that one app install, which we use only to deliver notifications and which we delete when you remove the app or delete your account. Information you give us for product updates: if you enter your email address in the “Get product updates” box on our website, we store that email address and which page it came from, and nothing else. We use it only to email occasional news about Chairwarden. We ask for it separately from signing up, we never add it from your account, and every email we send from it carries an unsubscribe link. You can also ask us to remove you at any time by emailing hello@chairwarden.com. Referral records: if you invite another stylist, or were invited by one, we store which stylist referred which, the invite code used, when it happened, and whether the reward has been earned. This applies only between Stylists using the optional referral program; we never record anything like this about Clients.
3. How We Use Information
We use the information we collect to: provide, operate, and maintain the Service; process bookings, reminders, and payments; authenticate accounts and prevent fraud or abuse; respond to support requests; send Service-related communications (e.g., booking confirmations, reminders, billing notices); and improve the Service through aggregated, anonymized usage analysis. If you separately subscribed to product updates, we also use that email address to send you occasional news about Chairwarden, and nothing else. We do not sell personal information.
3a. SMS Text Message Reminders
If a Client provides a phone number when booking an appointment through a Stylist's public booking page, Chairwarden may send that number a one-time SMS text message reminding them of their upcoming appointment. By providing your phone number at booking, you consent to receive this appointment-reminder text message from Chairwarden on behalf of the Stylist. Message frequency varies with how many appointments you book. Message and data rates may apply. Reply STOP to a reminder text to opt out of future SMS reminders, or reply HELP for assistance. We do not use your phone number for marketing text messages, and we do not sell or share it with third parties for their own marketing purposes. These messages are purely transactional (appointment time, stylist, and service only) and never carry promotional content, consistent with Canada's Anti-Spam Legislation (CASL).
4. Legal Basis for Processing (EEA/UK users)
Where the General Data Protection Regulation (GDPR) applies, we process personal data under one or more of the following legal bases: performance of a contract (providing the booking service you signed up for), legitimate interests (securing and improving the Service), consent (e.g., optional marketing communications), and legal obligation (e.g., tax and accounting records).
5. Third-Party Service Providers
We share information with a limited number of third-party providers who process it on our behalf, strictly to operate the Service: Stripe (payment processing; Chairwarden never stores full card numbers), a database/hosting provider (Supabase), Google (optional "Sign in with Google," and, only if you connect it, read-only free/busy access to your Google Calendar), a transactional email provider (Resend), an SMS provider (Twilio), a subscription billing provider (LemonSqueezy), analytics tools (PostHog and Google Analytics, only if you accept analytics cookies; see Section 8), and the two push-notification services that are the only way to reach a mobile app: Google’s Firebase Cloud Messaging on Android and Apple’s Push Notification service on iOS, which receive a device push token and the notification text. Each provider is contractually bound to use data only to provide their service to us, not for their own purposes. See our Subprocessors page for the full, current list and what each one sees.
6. Data Retention
We retain account and booking data for as long as an account is active, and for a limited period afterward to comply with legal, tax, and accounting obligations or to resolve disputes. Stylists can delete their own account and all associated data instantly, at any time, from Account → Delete account, no need to contact us. If you can't log in, email hello@chairwarden.com and we'll complete the deletion within 30 days. See our Delete Your Account page for details.
7. Your Rights
Depending on where you live, you may have the right to: access the personal data we hold about you; correct inaccurate data; request deletion; export your data in a portable format; object to or restrict certain processing; and withdraw consent at any time where processing is based on consent. California residents have similar rights under the CCPA/CPRA, including the right to know, delete, and opt out of the sale of personal information (which we do not engage in). Canadian residents have similar rights under the Personal Information Protection and Electronic Documents Act (PIPEDA), and Quebec residents additionally under Quebec's Law 25. To exercise any of these rights, email hello@chairwarden.com.
9. Data Security
We use industry-standard technical and organizational measures (including encryption in transit, access controls, and hosting with reputable infrastructure providers) to protect information against unauthorized access, alteration, or loss. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.
10. International Data Transfers
Chairwarden's infrastructure providers may process data in countries other than your own, including the United States. Where required, we rely on appropriate safeguards (such as Standard Contractual Clauses) to protect data transferred internationally.
11. Children's Privacy
The Service is intended for business use by adults and is not directed at children under 16. We do not knowingly collect personal information from children.
12. Changes to This Policy
We may update this Privacy Policy from time to time. We will post the updated version here with a new effective date, and for material changes we will make reasonable efforts to notify Stylists directly.
13. Contact Us
Questions about this Privacy Policy or your data can be sent to hello@chairwarden.com.
Questions? Email hello@chairwarden.com.