Privacy Policy

1. Who we are

Bookchair is a software-as-a-service platform for salon and clinic businesses. We are the data controller for personal data we collect from visitors to bookchair.co.uk and users of the Bookchair platform.

2. Data we collect

We collect the following types of personal data:

• Account data: name, email address, business name, and billing information when you sign up.
• Usage data: how you use the platform, pages visited, features used, and technical information such as IP address and browser type.
• Communications: messages you send to us via email or support channels.
• End-customer data (via salon operators): Bookchair processes personal data about clients of salons and clinics that use our platform. In this context we act as a data processor on behalf of the salon or clinic (the data controller).

3. How we use your data

We use your personal data to:

• Provide and maintain the Bookchair platform
• Process your subscription and billing
• Send you important account and service information
• Respond to support requests
• Improve our platform based on usage patterns
• Comply with legal obligations

4. Legal basis for processing

We process your personal data on the following legal bases:

• Contract: to provide the service you have signed up for.
• Legitimate interests: to improve our platform, prevent fraud, and maintain the security of our service.
• Legal obligation: where required by UK law.
• Consent: for any marketing communications (you can withdraw consent at any time).

5. Data sharing

We do not sell your personal data. We share data only with:

• Hosting and infrastructure providers (under data processing agreements)
• Payment processors (for billing)
• SMS gateway providers (for reminder messages)
• Where required by law or court order

6. Data retention

We retain account data for as long as you have an active subscription, and for up to 2 years after account closure for legal and administrative purposes. Billing records are retained for 7 years as required by UK tax law. You can request deletion of your data at any time (subject to legal obligations).

7. Salon operators: your responsibilities as data controller

If you are a salon or clinic using Bookchair, you are the data controller for your clients’ personal data. You are responsible for:

• Providing a compliant privacy notice to your clients
• Obtaining appropriate consent where required
• Responding to data subject access requests from your clients
• Ensuring your use of Bookchair is compatible with your own privacy obligations

Bookchair processes your clients’ data on your behalf as a data processor. Our Data Processing Agreement is available on request.

8. Your rights

Under UK GDPR you have the right to:

• Access the personal data we hold about you
• Correct inaccurate data
• Request erasure of your data (right to be forgotten)
• Restrict or object to processing
• Data portability
• Withdraw consent at any time where consent is the legal basis

To exercise any of these rights, contact us at the address below.

9. Cookies

We use essential cookies to operate the platform (session management, authentication). We do not use advertising or tracking cookies without your explicit consent. Our cookie policy is incorporated into this privacy policy.

10. Security

We use industry-standard security measures including encryption in transit (TLS), encryption at rest, access controls, and regular security reviews. In the event of a data breach that is likely to result in risk to your rights and freedoms, we will notify the ICO within 72 hours and affected users without undue delay.

11. International transfers

We process and store data within the United Kingdom and the European Economic Area. Where data is transferred outside these areas, we ensure appropriate safeguards are in place (such as UK adequacy decisions or standard contractual clauses).

12. Complaints

If you have a complaint about how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk. We would appreciate the opportunity to resolve any concern directly first.

13. Contact us

For any privacy-related queries or to exercise your rights, contact us at:

Bookchair
Email: admin@bookchair.co.uk

14. Changes to this policy

We may update this privacy policy from time to time. We will notify you of significant changes by email or by displaying a notice within the platform. The date at the top of this page shows when it was last updated.