Processing on your instructions

This agreement applies between the business holding a SalonWard account (the salon, as controller) and SalonWard, operator of salonward.com (SalonWard, as processor), for all personal data the salon stores in the product. It applies for as long as the account exists and covers nothing else.

Client records (contact details, visit history, notes, photos, consents), appointments and waitlist entries, staff records (profiles, schedules, hours), invoices and payments, messages the salon sends, and reviews, all processed solely so the salon can run its business in SalonWard: scheduling, point of sale, communication, reporting. The people concerned are the salon's clients, staff and contacts.

SalonWard processes the salon's data only to provide the product and its documented features, which are the salon's standing instructions, and never for purposes of its own. No selling, no profiling, no advertising, no training anything on it. If a legal obligation ever forces processing beyond this, SalonWard informs the salon first unless the law forbids it.

Everyone SalonWard authorises to touch personal data is bound to confidentiality, and access is limited to what operating the platform actually requires. Platform-operator actions on a salon's account are logged in that salon's own audit trail.

SalonWard implements the technical and organisational measures described on the privacy page, including encrypted transport, hashed credentials, database-row isolation per salon, two-factor authentication, revocable sessions, daily backups kept in the EU and encrypted before any copy leaves the server, and automatic retention enforcement, and keeps them current with the state of the art.

The salon gives general written authorisation for the sub-processors named on the privacy page: Hostinger International Ltd. (hosting in Frankfurt, Germany), TransIP B.V. (e-mail delivery, the Netherlands) and Twilio Ireland Limited (text messages). Each is bound by obligations equivalent to this agreement, and SalonWard remains fully responsible for their work. A new or replacing sub-processor is announced by e-mail to the account owner at least 30 days before it starts. The salon may object in that time, and a salon that objects may end its account and export its data first.

The salon's data is stored in the European Union. Text messages are the exception. Twilio processes the recipient's phone number and the message in the United States, under the EU-US Data Privacy Framework and the European Commission's standard contractual clauses. A salon that does not switch on text messages sends no data there.

SalonWard assists the salon with data-subject requests, since export, correction and erasure are product features rather than tickets. Where relevant it also assists with security, breach notification and data-protection impact assessments, taking into account what the platform can technically know.

SalonWard informs affected salons of a personal data breach without undue delay after becoming aware of it, with what is known about its nature, scope and mitigation, so the salon can meet its own notification duties toward the Autoriteit Persoonsgegevens and the people affected.

When the salon closes its account, it receives an export of its data, including its invoices, invoice lines and payments, so it can keep its own fiscal records. Thirty days after closure SalonWard deletes all of the salon's data, personal data included, and the rotating backups follow within fourteen days. After that SalonWard holds no copy.

SalonWard makes available the information reasonably needed to demonstrate compliance with this agreement, and contributes to audits the salon is legally entitled to conduct, starting with the documentation on the privacy page, which is kept truthful by design.

This agreement is part of the terms; where the two conflict on personal-data matters, this agreement wins. Liability follows the terms. Dutch law governs, and changes are announced like changes to the terms. The date above moves.