Privacy

Graxholt Inc. operates ChairOps. The privacy contact is matthew@chairops.ca.

We are the organization for ChairOps accounts (your login, billing, support tickets). Each shop is the organization for its own client files. Under PIPEDA and Alberta PIPA, the shop is usually the one accountable to its clients. That split belongs in the order form.

Each account has its own appointment book. Client files, staff, calendars, and booking connections stay with that account. Notes, call transcripts, and booking connections are encrypted. Opening or changing a client file writes an audit record. We do not sell caller data.

We collect your account email, your business profile, and the client names, phone numbers, and email addresses you enter or that the public booking page collects. We also collect appointments, support notes, email consent, and payment details if card billing is on. We do not collect full card numbers.

Who else handles data

• Vercel hosts the app.
• Neon stores the database.
• Stripe takes card payments. We never see full card numbers.
• xAI runs the website scan, written summaries, and the AI phone assistant.
• Google handles sign-in with Google, and calendar sync if the shop connects Google Calendar. Our pages load fonts from Google Fonts, so your browser asks Google for them.
• Twilio carries phone calls and texts. Those calls are the shop's forwarded business number. Texts to a caller are a booking confirmation, one reply if they text the line, or one note if a call does not connect. Each one says to reply STOP to opt out.
• Resend sends account email, password resets, billing reminders, and shop follow-up mail.
• If you turn on desk alerts, your browser maker's push service (for example Google, Apple, or Mozilla) carries them to your device.
• Square Appointments, when a shop connects it, is read so the desk can follow that calendar.
• Ovatu, when a shop pastes a calendar feed, is read the same way. A write-back link, if the shop adds one, receives new visits.
• If a shop connects another booking or calendar system by pasting its web address, we call that address to check the connection and can send new visits there. Fresha and Vagaro can be noted on the desk. We do not pull those books.

Some of these companies operate outside Canada. That includes hosting, the database, payments, AI, Google, phone and text delivery, and email.

Cookies and browser storage

We only use cookies that the site needs to work. There are no analytics tools, ad trackers, or session replay on ChairOps.

• A sign-in cookie keeps you logged in, plus short-lived cookies while you sign in with Google.
• ChairOps staff have one more cookie. It remembers which shop they are helping.

Your browser also keeps a few small notes on your device: that you closed the cookie notice, form answers so you do not lose them, and, for this visit only, campaign tags in the link you arrived from (like utm_source). If you sign up or send us a note, those tags are saved with it so we know which ad or post brought you. You can clear all of this in your browser settings.

AI

ChairOps uses AI. xAI writes the website scan and short summaries. We do not send private client notes into those prompts. Keep client files to scheduling: names, phones, services, times. The voice that answers a forwarded business number is an AI assistant. It says so at the start of the call. It is not a person. In a crisis it tells the caller to call 911, or to call or text 988.

ChairOps may review call records and summaries to improve the service.

We only send commercial email or texts where you or the client agreed, or where the message is a follow-up they requested (a booking confirmation). You can withdraw that agreement by emailing the privacy contact at matthew@chairops.ca.

Access, correction, and deletion: signed-in shops can download their records from Security, and can delete the account and shop data there. If you delete the account, we delete the shop and client data then. That is within 30 days. Invoices and other billing records stay, because tax law requires us to keep them (generally six years in Canada). Deleting the account cancels a paid plan right away. The current period is not refunded. You can cancel at the end of the period from Billing and keep the account. Email the privacy contact at matthew@chairops.ca for anything the export misses.

Website scans are stored in the database with the shop. There is no public file folder. Those scans are deleted with the account.

If we learn of a breach that affects personal information a shop entrusted to us, we notify that shop and follow applicable Canadian law.

ChairOps is software for salons, barbers, and spas. Do not collect personal information about anyone under 13 without a parent or guardian. Client records are for adult clients of the shop.

Demo data is for illustration only.