Your data, handled calmly

SalonWard is scheduling and point-of-sale software for salons and barbershops. Two kinds of people trust us with data, and the roles differ:

• Salon teams (the businesses that sign up): for your account and business data, SalonWard decides how the platform stores and secures it.
• Salon clients (the people who book): your salon owns its client book and decides what happens with it. SalonWard processes that data on the salon's behalf and never uses it for anything else. Questions about your record start with your salon.

SalonWard, the operator of salonward.com, is the controller for the platform: accounts, subscriptions, billing, support and this website. For questions about privacy, or to exercise any of the rights below, one address reaches a human:

Contact: info@salonward.com

Only what the product needs to work: account details (name, email, a hashed password), the salon's business records (services, appointments, invoices, stock), the client records a salon keeps (contact details, visit history, notes, consents), and short-lived technical logs that keep the service healthy.

Card payments are handled by the payment provider on their own secure pages. Full card numbers never reach SalonWard's servers.

Every purpose rests on one of the AVG's legal bases, never on “because we can”:

• Running your account and the product itself, such as storing your salon's records, sending booking confirmations and processing subscriptions: necessary to perform our contract with you.
• Keeping invoices and administration: a legal (fiscal) obligation. Dutch law requires business records to be kept for seven years.
• Short-lived technical and security logs, such as sign-in attempts, rate limits and error traces: our legitimate interest in keeping the platform secure and working, and nothing beyond that interest.
• Anything consent-based, such as a salon's marketing emails to its clients, happens only with recorded consent, which can be withdrawn at any time and is honoured by an enforced unsubscribe link.

We don't sell data, we don't run advertising trackers, and we don't profile visitors across other websites. Marketing emails a salon sends through SalonWard always carry a working unsubscribe link, and client consents are recorded per person.

As few parties as the product allows, each bound by a processing agreement, and never for their own purposes:

• An EU hosting provider runs the infrastructure. The database, the backups and the application all live in the European Union.
• A transactional email service delivers the messages the product sends (confirmations, reminders, receipts).
• Payment providers (Stripe for platform subscriptions; Stripe or Mollie when your salon connects its own account for client payments) handle card details on their own secure pages. Full card numbers never reach SalonWard.

That is the whole list. No ad networks, no analytics vendors, no data brokers. Nobody buys or receives this data for their own use.

As short as the product allows, as long as the law requires, enforced by automatic retention jobs, not good intentions:

• Account and salon data: for the life of the account. Close it and the deletion process on this page follows.
• Invoices and billing administration: seven years, the Dutch fiscal retention duty. This is the one category an erasure request cannot shorten.
• Email delivery logs: 90 days. Message contents are stripped after 90 days and the remaining delivery records deleted after 13 months.
• Appointment change history: 13 months. The appointments themselves are the salon's records and follow the salon's own retention choices.
• Audit logs of sensitive changes: two years.
• Encrypted daily backups rotate automatically. The oldest is overwritten after fourteen days, so deleted data leaves the backup set within two weeks.

Functional only. Each one exists so something you asked for keeps working, which is why Dutch law requires no consent banner for them (and why there isn't one):

• a secure, encrypted sign-in cookie for salon teams (expires after 12 hours),
• a per-salon cookie for the client portal and payment flows (expires after 1 hour),
• your language choice (kept for a year; stores the two-letter language and nothing else),
• small in-app preferences for signed-in users, such as selected branch, collapsed sidebar and dismissed getting-started card (kept for a year),
• and your light/dark choice, which lives in your browser's own storage and is never transmitted to us.

There are no third-party, advertising or analytics cookies. Delete them any time via your browser's site-data settings. Signing in and your saved preferences simply start fresh.

All personal data is stored and processed within the European Union, including backups, and no transfer to countries outside the EU/EEA takes place. If that ever changes, this page changes first, and only with the safeguards the AVG requires (an adequacy decision or standard contractual clauses).

Export and erasure aren't a support ticket. They are built into the product:

• Salons can export a client's complete record and, on request, erase it. Personal identifiers are anonymized while the non-personal business records a salon must keep (like invoice totals) remain.
• Salon clients can see their own visits, packages and points through their salon's client portal, and can ask their salon for a copy or erasure of their record at any time.
• Salon account holders can correct their business data directly in the app, and cancelling a subscription stops renewals while access runs to the end of the paid period.

Under the AVG (GDPR) you can ask us, or your salon in the case of salon client records, for:

• Access: a copy of the personal data held about you.
• Rectification: correction of anything inaccurate or incomplete.
• Erasure: deletion of your data where no legal duty requires keeping it.
• Restriction: pausing processing while a dispute or check is resolved.
• Portability: your data in a structured, machine-readable format. The product's own exports already are.
• Objection: to processing based on legitimate interest, and always to direct marketing.
• Withdrawal of consent: at any time, for anything that runs on consent, without affecting what happened before.

Salon clients exercise these through their salon (the controller for their record), and salons find the export and erasure tools built into the product. Platform account holders write to us directly; we respond within a month.

None. SalonWard makes no automated decisions with legal or similarly significant effects about anyone, and builds no profiles across other websites.

Encrypted connections everywhere, passwords stored only as modern salted hashes, every salon's data isolated down to the database row, two-factor authentication available on every account, sessions you can revoke, and EU-resident encrypted backups. Security work is boring on purpose. This page only claims what the product verifiably does.

If a data breach ever creates a risk to people's rights, we notify the Autoriteit Persoonsgegevens within 72 hours and the people affected without undue delay, in plain language. For salon client data, we inform the affected salons without undue delay so they can meet their own duties.

For the client records a salon keeps in SalonWard, the salon is the controller and SalonWard is the processor. The processing agreement (verwerkersovereenkomst) is part of the terms for every salon account and describes exactly what that means, including instructions, confidentiality, security, sub-processors, assistance and deletion.

Tell us first. Most privacy questions are resolved in one reply. You also always have the right to lodge a complaint with the Dutch supervisory authority, the Autoriteit Persoonsgegevens which itself asks that you contact the organisation first.

If how we handle data changes, this page changes first and the date above moves. Substantial changes are announced to account holders inside the product.