Data processing agreement

1. Why this text exists

Article 28 of the GDPR requires a written agreement between a controller and its processor. Your salon is the controller of your customers’ data; we are the processor. Without such an agreement it is not only our house that is out of order, but yours as well.

That is why it is here, in public, rather than something you have to ask for.

2. Who decides what

You decide which data about your customers you keep, why, and what may go. We carry it out.

We use your customers’ data only to make the software work: showing the calendar, sending the confirmation, closing the receipt, keeping the colour history. Not to sell you something extra, not to analyse it for our own purposes, and never to sell it on.

What we keep about your salon as a business — your name, your VAT number, your invoices — falls outside this text. There we are the controller, and that is in the privacy statement.

3. Who it concerns, and what is processed

Your salon’s customers and your staff.

Exactly which data that is, is set out in the privacy statement of this site, in the table “What the software stores”. That list is the annex to this text. There is no second version of it here: two lists that are meant to say the same thing will drift apart.

4. Who we bring in

For your customers’ data: today, nobody you do not switch on yourself.

The connections — the payment terminal, the accounting package, the mail server — are switched on by you, with your own keys and your own contract. If nothing is switched on, no data about your customers leaves our server. Which party belongs to which connection, and what it sees, is in the privacy statement.

If we ever bring in a party ourselves that sees your customers’ data, it goes into that list and the date at the top moves with it.

5. Where the data sits

On one server that we manage ourselves, with the database on that same machine. No third-party storage service is connected.

6. How we secure it

The measures are listed in the privacy statement under “How it is secured”: every salon in its own walled-off space, no passwords in the customer portal but codes that expire, sign-in codes and session tokens stored only as a hash, uuids on the outside instead of incrementing numbers, a till journal that forms a chain, and an audit log that the database itself protects against change.

Those on our side who have access to your data use it only to help you or to fix a fault.

7. If one of your customers makes a request

If a customer asks for their data, they can download it themselves in the customer portal. If they ask for deletion, that request is recorded and you decide what can go, with the seven years on receipts as the limit.

If a request reaches us instead of you, we do not answer it ourselves: we point your customer to you and let you know that something has come in.

If you need our help answering a request, you can ask for it.

8. If something goes wrong

If we find that your customers’ data has leaked or been lost, we tell you without undue delay, with what we know at that point: what happened, which data is involved and what we are doing about it.

Notifying the supervisory authority is your job, because you are the controller. We supply what you need for it.

9. If you stop

If you cancel, you take your data with you. That is the same promise as in the terms and conditions and it does not expire on the day you cancel.

What happens afterwards to the data on our server is yours to decide: hand it back and erase it, or leave it in place for as long as you are legally required to keep it. We erase nothing of our own accord.

10. About this text

This agreement describes what actually happens to your customers’ data. It settles nothing that has not been agreed.

Would you rather have a signed copy or use your own template? That is possible. Let us know.