Scope
This policy covers information collected through this website and through the spa management platform, including scheduling, rebooking outreach, inventory, performance and client profile features.
Spa businesses that use the platform decide what client information they record. For that client data, the spa business is responsible for how it is collected and used, and we process it on their behalf and on their instructions.
Information we collect
- Account and business details: name, work email, role, business name, business type, number of locations and therapists, provided at signup or through the contact form.
- Team member data: names, roles, working hours, skills and login details for staff added by the spa.
- Spa client data: contact details, visit history, service preferences, session notes, package balances and recorded consent, as entered by the spa.
- Operational data: bookings, room and therapist schedules, supply levels and service consumption recipes.
- Technical data: basic logs such as browser type and IP address, used to keep the service secure and working.
How information is used
- To run scheduling, gap detection and filler suggestions.
- To learn each client's visit cadence and prepare rebooking reminders for the spa to approve.
- To track supply consumption and forecast restock dates.
- To produce utilization, revenue and satisfaction reports for the spa.
- To create accounts, send login credentials, provide support and respond to enquiries.
- To secure the service and prevent misuse.
Client outreach and consent
Reminders and offers are only sent on channels the spa has enabled and the client has consented to, and only after the spa has approved the message template. Clients can opt out at any time, and opt-outs are applied across every channel immediately.
Automated actions always operate within the settings the spa approves. The platform does not contact clients on channels that have not been approved.
Sharing
We do not sell personal information. We do not use a spa's client data to market other businesses to those clients.
We share information only with service providers that help us operate the platform, such as hosting and email delivery, under obligations to protect it, or where required by law.
Security
Connections are encrypted in transit, stored data is encrypted at rest, and access is limited by role. Spa account owners control which team members can see client health notes and financial figures. More detail is on our Data & Security page.
Retention
Data is kept while the spa's account is active. When an account closes, the spa can export its data, after which it is deleted within a reasonable period, except where we must keep limited records for legal or accounting reasons.
Your choices and rights
You can ask to access, correct, export or delete your personal information. Spa clients should contact the spa they visit first, as the spa controls their profile. We will support the spa in responding.
To make a request about your own account, use our contact page.
Changes to this policy
If we make material changes to how information is handled, spa account owners will be informed through the platform or by email before the changes take effect.