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Privacy Policy

Last updated: February 12, 2026

1. Introduction

Hairvana ("Company," "we," "us," or "our") operates the hairvana.io salon management platform (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

By accessing or using the Service, you consent to the practices described in this Privacy Policy. If you do not agree with our practices, please do not use the Service.

2. Information We Collect

2.1 Information You Provide

When you register for and use the Service, we collect information you directly provide, including:

  • Account Information: Name, email address, phone number, mailing address, password, cosmetology license number, and professional details (role, stylist type, salon affiliation, number of employees)
  • Business Data: Salon name, selected services, appointment records, inventory data, product catalogs, purchase orders, revenue data, and invoices
  • Client Records: Your clients' names, contact information, date of birth, gender, hair type, preferences, allergies, medical notes, appointment history, loyalty points, and communication preferences
  • Payment Information: Subscription plan selection and payment details processed through our third-party payment processor
  • Marketing Data: Email and SMS campaign content, recipient lists, and engagement metrics
  • Communications: Messages, feedback, and support requests you send to us

2.2 Information Collected Automatically

When you use the Service, we may automatically collect:

  • Usage Data: Pages visited, features used, actions taken, timestamps, and session duration
  • Device Information: Browser type, operating system, device type, screen resolution, and language preferences
  • Log Data: IP address, access times, referring URLs, and error logs
  • Cookies & Similar Technologies: Session cookies, authentication tokens, and similar technologies for maintaining your session and preferences

2.3 Information from Third Parties

When you connect third-party integrations, we may receive data from those services, including:

  • Payment transaction data from payment processors
  • Product and inventory data from e-commerce platforms (e.g., Shopify)
  • Financial data from accounting software (e.g., QuickBooks)
  • Shipping and tracking data from logistics providers

3. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve the Service
  • Process your registration, manage your account, and verify your identity
  • Process subscription payments and manage billing
  • Enable salon management features including appointment scheduling, client management, inventory tracking, analytics, and marketing campaigns
  • Send transactional notifications (appointment reminders, account updates, billing notices)
  • Facilitate third-party integrations you have authorized
  • Provide customer support and respond to your inquiries
  • Monitor usage patterns and analyze trends to improve the Service
  • Detect, prevent, and address fraud, security issues, and technical problems
  • Comply with legal obligations

4. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

  • Service Providers: With third-party vendors who perform services on our behalf, including payment processing, email delivery, SMS messaging, address verification, and cloud hosting
  • Third-Party Integrations: With services you explicitly connect (e.g., QuickBooks, Shopify, shipping providers), limited to the data necessary for the integration to function
  • Team Members: With other users within your salon organization based on role-based access permissions you have configured
  • Legal Compliance: When required by law, court order, governmental authority, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others
  • Business Transfers: In connection with a merger, acquisition, reorganization, or sale of assets, your information may be transferred as a business asset

5. Data Security

We implement appropriate technical and organizational measures to protect your information, including:

  • Encryption of passwords using industry-standard hashing algorithms
  • Encrypted storage of third-party API credentials and tokens
  • HTTPS encryption for all data transmitted between your browser and our servers
  • Role-based access controls to limit data access to authorized personnel
  • Regular security monitoring and vulnerability assessments

While we strive to protect your information, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security of your data.

6. Data Retention

We retain your information for as long as your account is active or as needed to provide the Service. If you terminate your account, we will retain your data for up to 30 days to allow for data export, after which it will be deleted from our active systems. Some data may be retained longer as required by law or for legitimate business purposes (e.g., billing records, dispute resolution).

7. Your Rights & Choices

Depending on your location, you may have the following rights regarding your personal information:

  • Access: Request a copy of the personal information we hold about you
  • Correction: Request correction of inaccurate or incomplete information
  • Deletion: Request deletion of your personal information, subject to legal retention requirements
  • Data Portability: Request export of your data in a machine-readable format
  • Opt-Out: Unsubscribe from marketing communications at any time
  • Restrict Processing: Request that we limit how we use your data in certain circumstances

To exercise any of these rights, please contact us at privacy@hairvana.io.

8. Client Data Responsibilities

As a salon professional using Hairvana, you act as a data controller for the personal information of your clients that you enter into the Service. You are responsible for:

  • Obtaining appropriate consent from your clients before entering their personal data
  • Informing your clients about how their data is stored and processed
  • Responding to your clients' data access, correction, and deletion requests
  • Complying with all applicable data protection laws in your jurisdiction

Hairvana acts as a data processor for client data you enter and processes it only as necessary to provide the Service to you.

9. Cookies & Tracking Technologies

We use essential cookies and similar technologies to operate the Service, maintain your authenticated session, and remember your preferences. These are strictly necessary for the Service to function and cannot be disabled.

We may also use analytics cookies to understand how the Service is used and to improve our offerings. You can manage cookie preferences through your browser settings.

10. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child under 18, we will take steps to delete that information promptly.

11. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from your jurisdiction. By using the Service, you consent to the transfer of your information to the United States and other countries where we or our service providers operate.

12. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to request deletion, and the right to opt out of the sale of personal information. We do not sell personal information.

To exercise your CCPA rights, contact us at privacy@hairvana.io.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date. We encourage you to review this Privacy Policy periodically. Your continued use of the Service after changes are posted constitutes acceptance of the revised policy.

14. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:

Hairvana
Email: privacy@hairvana.io
Website: hairvana.io