Privacy Policy
Last updated: May 24, 2026
ChairSense ("we," "our," or "us") respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, and safeguard your information when you use our service.
1. Information We Collect
We collect information that you provide directly to us and information automatically collected when you use our service.
Information you provide:
- Account information: name, email address, phone number
- Salon/business information: business name, address, services offered
- Staff information: stylist names, schedules, service assignments
- Appointment data: client names, phone numbers, appointment history, service types
- Payment information: processed through Stripe (we do not store card details)
- Communication data: SMS messages sent through our platform
Information collected automatically:
- Device information: browser type, operating system, device identifiers
- Usage data: pages visited, features used, time spent, click patterns
- Log data: IP address, access times, referring URLs
- Cookies and similar technologies: session cookies, analytics cookies
2. How We Use Your Information
We use the information we collect to:
- Provide, maintain, and improve our no-show prediction and waitlist management services
- Send appointment confirmations, reminders, and no-show notifications via SMS
- Process deposit payments and manage refunds
- Analyze appointment patterns to improve no-show prediction accuracy
- Communicate with you about your account, service updates, and support
- Detect and prevent fraud, abuse, or security issues
- Comply with legal obligations
3. Data Sharing and Disclosure
We do not sell your personal data. We may share your information only in the following circumstances:
- Service providers: We use third-party services that process data on our behalf — including Stripe (payment processing), Twilio (SMS delivery), Logto (authentication), and our cloud hosting provider. These providers are contractually obligated to protect your data.
- Bookings platform integrations: When you connect a third-party booking system (Vagaro, Meevo, MindBody, Square), we sync appointment data as you authorize. You control what data is shared and can disconnect at any time.
- Legal requirements: We may disclose information if required by law, subpoena, or other legal process.
- Business transfers: In connection with a merger, acquisition, or sale of assets, your data may be transferred.
4. Data Retention
We retain your account data for as long as your account is active. Appointment and prediction data is retained for the lifetime of your account to improve prediction accuracy. If you delete your account, we will delete your personal data within 30 days, except where retention is required by law.
5. Data Security
We implement industry-standard security measures to protect your data:
- All data is encrypted in transit (TLS/SSL) and at rest
- Authentication is handled via secure OAuth2 sessions
- Each salon's data is logically isolated (tenant isolation)
- Payment card data is never stored — processed entirely through Stripe's PCI-compliant systems
- Access controls limit data visibility to authorized personnel only
6. SMS Communications
6.1 Overview
ChairSense provides SMS messaging features that allow salon owners to send text messages to their clients for appointment confirmations, reminders, waitlist notifications, and deposit requests. All SMS messages are sent through Twilio, Inc., our messaging provider. By using our SMS features, you agree to this section and the corresponding terms in our Terms of Service.
6.2 Consent Requirements
You are solely responsible for obtaining proper consent from your clients before sending them SMS communications through ChairSense. This includes:
- Express written consent before sending any promotional or marketing messages, as required by the Telephone Consumer Protection Act (TCPA)
- Prior express consent for transactional messages (appointment confirmations, reminders, and waitlist notifications) — this consent may be obtained when the client books an appointment, provides their phone number to your salon, or initiates contact
- Ensuring that consent is documented and can be verified if requested
- Obtaining consent that is specific to the types of messages the client will receive (e.g., a client who consents to appointment reminders has not necessarily consented to marketing messages)
6.3 Types of Messages
ChairSense may send the following types of SMS messages on your behalf:
- Appointment confirmations — Sent when a client books an appointment
- Appointment reminders — Sent before upcoming appointments (typically 24 hours in advance)
- Waitlist notifications — Sent when a cancellation opens up a slot the client is waiting for
- Deposit requests — Sent to high no-show risk clients to secure their appointment with a deposit
- Service messages — Account-related messages such as reservation confirmations or cancellation notices
6.4 Opt-Out Instructions
Clients may opt out of receiving SMS messages from ChairSense at any time by:
- Replying STOP to any SMS message from ChairSense — this will immediately stop all further messages
- Replying HELP to any SMS message from ChairSense — this will display available commands including opt-out instructions
- Contacting the salon directly — salon staff can remove a client's phone number from their records
- Contacting ChairSense support at admin@trychairsense.com — we will process opt-out requests within 24 hours
All outgoing SMS messages from ChairSense include the opt-out instruction "Reply STOP to opt out" as required by the TCPA and carrier guidelines.
After opting out, the client will receive one final confirmation message stating that no further messages will be sent. Opt-out status is applied immediately and is permanent until the client re-subscribes by texting START to the same number or consenting again through the salon.
6.5 Message Frequency
Typical message frequency depends on the client's interaction with the salon:
- Appointment confirmation: 1 message per booking
- Appointment reminder: 1 message per upcoming appointment
- Waitlist notification: 1–2 messages per waitlist offer (initial notification + optional reminder)
- Deposit request: 1 message per high-risk booking
Clients will not receive more than 6 messages per week under normal circumstances. Message frequency may vary during peak booking periods or if the client has multiple upcoming appointments.
6.6 SMS Data
SMS messages sent through ChairSense are logged for service quality, dispute resolution, and TCPA compliance purposes. These logs include the recipient phone number, message content, timestamp, and delivery status. We retain SMS logs for the duration of your active account plus 12 months. You may request deletion of SMS logs by contacting us, subject to legal retention requirements.
6.7 Carrier Compliance
ChairSense operates in compliance with mobile carrier requirements, including the A2P 10DLC (Application-to-Person 10-Digit Long Code) registration framework. Messages are sent from a registered phone number (+1 area code) with appropriate campaign registration. Carrier-mandated processing and delivery fees may apply. Message delivery is not guaranteed and may be affected by carrier filtering, recipient phone status, or other factors beyond our control.
7. Your Rights
Depending on your location, you may have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate data
- Request deletion of your data
- Object to or restrict processing of your data
- Data portability — receive your data in a structured, machine-readable format
To exercise any of these rights, contact us at the information below.
8. Cookies
We use essential cookies to maintain your authenticated session and analytics cookies to understand how our service is used. You can manage cookie preferences through your browser settings. Disabling essential cookies may affect functionality.
9. Third-Party Links
Our service may contain links to third-party websites or integrations. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies.
10. Children's Privacy
Our service is not directed to individuals under the age of 16. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us and we will delete it promptly.
11. International Data Transfers
Your data may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place, including standard contractual clauses approved by relevant authorities.
12. Changes to This Policy
We may update this privacy policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the "Last updated" date. Your continued use of our service after any changes constitutes acceptance of the updated policy.