Privacy Policy

NailFlowApp is salon management software (online booking, appointment texts, check-in, turns, checkout, reports and payroll) operated by American Nails and Spa LLC (“NailFlowApp”, “we”, “us”), 4800 Maple Dr, Pleasant Hill, Iowa, USA. This Privacy Policy explains what information NailFlowApp handles, why, who it is shared with, how long it is kept, and the choices you have. It covers the website hair.nailflowapp.com, the NailFlowApp web app, the NailFlowApp mobile app, and the booking and check-in pages of salons that use NailFlowApp.

1. Who is responsible for your information

Each salon that uses NailFlowApp decides how its clients’ and staff’s information is used – the salon is responsible for that information. NailFlowApp stores and processes it on the salon’s behalf, only to provide the service to that salon. Each salon has its own separate database, and a salon’s owner, staff and front desk can see only that salon’s information. If you are a salon client, your salon’s own policies also apply.

2. Information we handle

• Salon clients: name and mobile phone number; appointments (services, date, time, stylist and notes); visit history and receipts (services, prices, discounts, tips, sales tax and how the visit was paid); gift card, reward and offer balances; referral credits; birthday (month and day only) if the client gives it; whether the client agreed to offer texts; and whether the client replied STOP. We do not ask salon clients for an email address or home address.
• Text messages sent to and from the salon’s texting number, kept in the salon’s message history.
• Salon owners, managers and stylists: names, phone numbers, the owner’s email address, an optional staff photo, work hours, clock-in and clock-out times, turns, services and pay records. Passwords and PINs are stored only as one-way hashes.
• Salon content: the salon’s services, prices, hours and any gallery photos the salon uploads.
• Devices: if notifications are turned on in the NailFlowApp app, a push token for that device.
• Security and activity logs: sign-in attempts (with IP address), an activity log of who booked, changed or cancelled appointments, a log of price changes, voids, refunds and payroll changes, and standard web server logs (IP address, browser type and pages requested).
• People who contact us: if you email hello@ or support@nailflowapp.com, we receive your email address and your message.

3. How we use information

• To book, confirm, remind, change and cancel appointments, and to run check-in, turns, checkout, receipts, gift cards, rewards and offers for the salon.
• To send text messages as described in section 4, and app notifications to the salon’s staff.
• To produce reports, payroll and tax summaries for the salon.
• To keep the service secure, make backups, prevent fraud and abuse, and fix problems.
• To answer questions and support requests. NailFlowApp support signs in to a salon’s account only when the salon owner provides a one-time support code sent to the owner’s phone; each support session ends automatically after 2 hours and is recorded in the salon’s log.

We do not sell personal information, we do not share it for others’ marketing, and we do not use it for advertising.

4. Text messages (SMS)

• Appointment texts (confirmations, reminders, changes, cancellations and replies about an appointment) are sent to clients who book online – the booking page tells them they agree to appointment texts by booking – or who ask the salon to book for them.
• Offer texts (for example birthday, win-back and review requests) are sent only to clients who said yes to offer texts when booking or checking in.
• Message frequency varies. Message and data rates may apply. Reply STOP to stop texts and START to receive them again. Reply HELP for help. You can also contact the salon, or email support@nailflowapp.com.
• How texts are sent: automatic texts are sent from a salon texting phone number managed by NailFlowApp. The number is an Android phone connected to an SMS gateway service; messages go through that service and the mobile carrier. A copy of each text also stays in the phone’s message history.
• Shared texting number: one texting number may serve more than one salon that uses NailFlowApp. When a client replies, the reply is delivered to the salon that client has an appointment with. A STOP sent to a shared number applies to every salon using that number, so the number and the time of the STOP are recorded in the database of each of those salons.
• Mobile phone numbers and text consent are never shared with third parties for their own marketing.

5. Payment cards

NailFlowApp is not a payment processor and is not connected to any payment processor today. Salons take card payments on their own card terminal, and NailFlowApp records the amount, how the visit was paid and, if the front desk types it, the last 4 digits of the card. NailFlowApp does not receive or store full card numbers, expiration dates or card security codes. If NailFlowApp later offers card payments through a payment processing partner, card data will be handled by that processor under its own terms and privacy policy, and we will update this policy before that feature is turned on.

6. Service providers and sharing

We share information only as needed to run the service, with providers that work on our behalf:

• Hosting: GoDaddy – the server and databases, located in the United States.
• Text messaging: an SMS gateway service (SMS Gateway for Android) and the mobile carrier of the salon texting phone, to deliver texts (they receive the phone number and the message).
• App notifications: Google Firebase Cloud Messaging and Apple Push Notification service (they receive the device token and the notification text).
• Email: our hosting provider’s email service and Google (Gmail), to send and receive email such as password resets, encrypted backup copies to the salon owner, and support messages.
• Fonts: hair.nailflowapp.com and the salon check-in screen load fonts from Google Fonts, which receives the visitor’s IP address when the page loads.
• In-salon voice calls: the optional call button between the owner’s phone and the check-in iPad connects the two devices directly with the help of Google’s public connection (STUN) server. The audio is not recorded or stored.

We may also disclose information if required by law, to protect the rights and safety of NailFlowApp, salons or others, or as part of a merger or sale of the business (with notice where required).

7. Cookies and analytics

NailFlowApp uses only functional cookies: to keep users signed in, to remember a trusted device or a stylist’s phone, and to recognize the NailFlowApp app. We do not use advertising cookies, and neither hair.nailflowapp.com nor the salon booking and check-in pages use analytics or tracking tools.

8. How long we keep information

• A salon’s clients, appointments, receipts, messages and payroll records are kept for as long as the salon uses NailFlowApp, so the salon keeps its history and tax records.
• Nightly backups are kept on the server for 14 days; encrypted backup copies may also be emailed to the salon owner.
• Records of sent texts are removed after about 180 days, notification logs after about 60 days, and short-lived events after about 14 days.
• When a salon stops using NailFlowApp, it can ask for an export, and we delete its data on request unless the law requires us to keep it.

9. Security

NailFlowApp uses HTTPS encryption, hashed passwords and PINs, two-step sign-in available for salon owners, limits on failed sign-in attempts, separate access levels for owners, managers, front desk and stylists, logs of sensitive changes, and encrypted backup copies off the server. No system is perfectly secure, but we work hard to protect your information and will notify affected salons of a security incident as required by law.

10. Your choices and rights

You can ask to access, correct or delete your information. Salon clients should contact their salon first; you may also email us and we will work with the salon. Depending on the state where you live, you may have additional privacy rights; we will honor requests as required by applicable law. You can stop texts at any time by replying STOP, and turn off app notifications in your phone’s settings.

11. Children

NailFlowApp is not directed to children under 13, and we do not knowingly collect personal information from children under 13.

12. Changes to this policy

If we change this policy, we will update this page and the dates above. If a change is significant, we will notify salons in the app or by email.

13. Contact us

American Nails and Spa LLC (NailFlowApp)
4800 Maple Dr, Pleasant Hill, IA 50327, USA
Email: hello@nailflowapp.com · Support: support@nailflowapp.com