Privacy Policy

1. Who we are

Salonifix is salon and spa management software made by Exelogy ("Exelogy", "we", "our", or "us"). This Privacy Policy explains what information we collect, how we use it, and the choices you have when you use the Salonifix website, the Salonifix app, booking pages, mobile apps, and related services (together, the "Services").

By using the Services, you agree to the collection and use of information as described here.

2. Our role: your data and your clients’ data

Salonifix handles two different kinds of information, and our responsibilities differ for each:

• Information about salon owners, staff, and website visitors, such as your trial sign-up, account, and billing details. For this information Exelogy decides how it is used and is responsible for it (the "controller").
• Information your salon enters or collects about its own clients, such as client profiles, appointments, colour formulas, notes, photos, and forms. Your salon decides what it collects and why. Exelogy stores and processes it only to provide Salonifix to your salon, on your salon’s instructions (as a "processor" or "service provider").

If you are a client of a salon that uses Salonifix and have a question about your information, please contact that salon first. We will help the salon respond to your request.

3. Information we collect

We collect the following information:

• Information you give us: your name, salon name, email address, and phone number when you start a free trial, contact us, or book a demo; account and login details; billing details; and anything you tell us in a support conversation.
• Information your salon adds to Salonifix: staff details, services and prices, schedules, appointments, client records, notes, colour formulas, photos, and completed forms.
• Information clients give when they book: name, contact details, appointment choices, messages to the salon, signed forms, and payment details (handled by our payment processor, see section 5).
• Calls and messages: when a salon uses the Salonifix business number, call details and the text messages sent and received are stored on the client’s profile so the salon can see the conversation.
• Information collected automatically: device and browser type, IP address, pages viewed, and how the Services are used, collected through cookies and similar technologies (see section 9).

4. Health and treatment notes

Salons can record allergies, patch-test results, skin conditions, and treatment charting in Salonifix, because those notes keep clients safe. This can be sensitive information. We process it only to provide the Services to the salon, restrict access to it through staff permissions, and never use it for advertising.

Salons are responsible for having a lawful basis, including any consent required in their location, before recording this kind of information about their clients.

5. Payments

Card payments, deposits, and cards on file are handled by a PCI-compliant payment processor. Full card numbers go directly to the processor; they are never stored on Salonifix servers or on the salon’s computers. We receive limited details, such as the card brand, the last four digits, and the payment status, so we can show the transaction on the ticket and the payout.

6. How we use information

We use information to:

• provide, maintain, and improve the Services, including bookings, reminders, checkout, payouts, and reports;
• send appointment confirmations, reminders, and other messages on a salon’s behalf;
• set up your trial, respond to questions, and provide support and onboarding;
• bill for subscriptions and send service and account notices;
• send product news and offers to salon owners, which you can opt out of at any time;
• monitor usage trends, using aggregated or de-identified data wherever we can;
• detect, investigate, and prevent fraud, abuse, and security incidents; and
• comply with legal obligations.

We do not use the client records a salon keeps in Salonifix to market to those clients ourselves, and we never list a salon next to its competitors.

7. Texts and emails

Salons use Salonifix to send appointment reminders, booking links, and marketing campaigns to their clients. These messages are sent on the salon’s behalf and in its name.

Clients can reply STOP to any text to stop receiving texts from that salon, or use the unsubscribe link in any email. Message and data rates may apply. Salons are responsible for getting any consent the law requires before sending marketing messages.

8. How we share information

We do not sell personal information, and we do not share it for cross-context behavioural advertising. We share information only:

• with the salon a client books with, so it can provide the appointment;
• with service providers who work for us, such as hosting, email delivery, text and phone carriers, payment processing, and analytics, under contracts that limit their use of it;
• with professional advisers such as auditors and lawyers;
• in connection with a merger, acquisition, or sale of assets, in which case this policy continues to apply; and
• where required by law, regulation, or legal process, or to protect the rights and safety of our users and the public.

9. Cookies and analytics

Our website uses a small number of cookies and similar technologies. Some are needed for the site to work, for example to remember whether you chose the light or dark theme. Others help us understand how the site is used: we use Google Tag Manager to load analytics, and to count free-trial sign-ups. To show prices in the right currency, the site sends your IP address to country.is, which returns only the country it is in; we keep that country code in your browser for the visit.

You can block or delete cookies in your browser settings. Blocking analytics cookies does not stop the site from working.

10. How long we keep information

We keep account information and the data your salon stores in Salonifix for as long as your subscription is active. If you cancel, you can export your data, and after a limited period we delete or anonymise it, except for records we must keep by law, such as invoices and tax records.

Trial sign-up and contact-form details are kept for as long as we need them to follow up with you, and then deleted.

11. Security

Information is encrypted in transit and at rest, card details are handled by a PCI-compliant processor, and staff permissions control who in a salon can see what. No method of transmission or storage is completely secure, so we cannot guarantee absolute security, but we work to protect your information and will notify you of a breach where the law requires it.

12. Your rights and choices

Depending on where you live, you may have the right to access, correct, delete, or receive a copy of your personal information, and to object to or restrict certain processing. Residents of California and other US states have the right to know what we collect and to ask us to delete it, and we will not treat you differently for exercising these rights.

To make a request, email privacy@exelogy.com. Salon owners can also export their salon’s data at any time from inside Salonifix. If you are a salon’s client, please contact the salon, and we will help it respond.

You can opt out of our marketing emails at any time with the unsubscribe link in each email.

13. International transfers

Exelogy is a remote-first company, and information may be transferred to, stored, and processed in countries other than your own. Where required, we use appropriate legal safeguards for those transfers.

14. Children

Salonifix is a business tool and is not directed to people under 16. We do not knowingly collect personal information from children for our own purposes. A salon may hold a record for a client under 16, for example a child booked in by a parent, as part of its own client records.

15. Changes to this policy

We may update this Privacy Policy from time to time. If we make material changes, we will post the updated policy here, update the date at the top, and tell salon owners by email or in the app.

16. Contact us

Questions or concerns about this policy or how we handle data: email privacy@exelogy.com, or use our contact form.