Privacy Policy

HOLLY’S HAIRCARE SUPPORT PTY LTD (ABN 77 676 534 446), trading as The Salon Circle (“The Salon Circle”, “we”, “us” or “our”), is committed to protecting your privacy.

This Privacy Policy explains how we collect, use, store, disclose and protect personal information when you access or use the Your Salon Manager platform.

By using Your Salon Manager, you consent to the collection, use and disclosure of your information as described in this Privacy Policy.

1. Who We Are

Your Salon Manager is a business management and business intelligence platform operated by HOLLY’S HAIRCARE SUPPORT PTY LTD (ABN 77 676 534 446), trading as The Salon Circle.

For privacy enquiries, please contact:

Email: hello@thesaloncircle.com.au
Website: https://app.thesaloncircle.com.au

2. Information We Collect

We collect information that is reasonably necessary to provide and improve the platform.

Information collected may include:

Business Information

• Business name
• Business address
• Business email address
• Business phone number

User Information

• First name
• Last name
• Email address
• Role within the business

Employee Information

Where entered by a salon owner, we may collect:

• Employee names
• Employee email addresses
• Birthdays
• Work anniversaries
• Wage information
• Commission information
• KPI information
• Targets and goals
• Roster information
• Task information

Business Performance Information

Users may enter:

• Revenue data
• Cost data
• Profitability information
• Business performance metrics
• KPI data
• Forecasting inputs

3. Information We Do Not Collect

As at the effective date of this Privacy Policy, the platform does not intentionally collect or store:

• Client consultation records
• Client medical information
• Treatment records
• Health information
• TFNs
• Superannuation details
• Bank account details
• Credit card details
• Payroll processing information

Should platform functionality change in the future, this Privacy Policy may be updated accordingly.

4. How We Collect Information

Information may be collected when:

• Salon owners create an account when they sign up;
• Team members accept an invitation from their salon and set up their own login;
• Users sign in using Supabase Auth (email & password, with optional 2FA);
• Salon owners create employee profiles;
• Users enter business information;
• Users interact with AI features;
• Users contact support.

Information is generally provided directly by users.

5. How We Use Information

We use information to:

• Provide and operate the platform;
• Authenticate users;
• Generate dashboards and reports;
• Deliver AI-powered insights and responses;
• Provide forecasting and analytics;
• Improve platform functionality;
• Respond to support requests;
• Maintain platform security;
• Comply with legal obligations.

6. Artificial Intelligence Processing

Your Salon Manager uses a third-party artificial intelligence service provider to generate certain insights, summaries, forecasts and coaching suggestions. This is currently Anthropic’s Claude API.

Data minimisation

We take steps to limit the information sent to AI providers to what is reasonably required for the requested feature. Before information is sent, we replace employee names with pseudonymous labels(for example, “Stylist 1”), and we do not send direct identifiers such as email addresses, birthdays, phone numbers, wage amounts, commission amounts or account identifiers where they are not required.

The information that may be processed is generally limited to business metrics such as revenue, KPI and target figures. Where you upload a screenshot or report to an AI feature, the content of that image is processed and may contain names or figures that appear in the image — we recommend removing unnecessary personal details before uploading.

Overseas processing

This processing may occur outside Australia, including in the United States. See “Where Your Data Is Stored” below.

Training and retention

Based on the provider’s current API terms, information submitted through business or API-based AI services is not used to train the provider’s general-purpose models by default. This is subject to the provider’s applicable terms, account settings and retention practices, which may change over time, and which we review from time to time.

AI processing occurs server-to-server through secure backend systems. API credentials are not exposed to users and are not stored in client-side applications.

Limitations and human review

AI-generated content may be incomplete, inaccurate or unsuitable for a particular workplace decision. It is provided as a general support tool and is not a substitute for professional, legal, accounting, employment or human resources advice. Your Salon Manager does not intend AI-generated outputs to be the sole basis for decisions relating to an employee’s pay, employment, performance management, disciplinary action or termination. Users must independently review AI-generated recommendations.

Anthropic’s privacy information is available at: https://privacy.anthropic.com

7. Where Your Data Is Stored

Your salon data and account information are stored in Australia, on Supabase infrastructure located in Sydney (AWS Asia Pacific, ap-southeast-2).

Some processing occurs overseas. Specifically, when you use the AI features (the in-app Chat and the reading of uploaded reports or screenshots), the relevant content is sent to Anthropic in the United States to be processed and is then returned. This content is processed transiently and is not stored by Anthropic, nor used to train its models. This is an overseas disclosure for the purpose of processing only; your data is not stored outside Australia.

By using the AI features, you acknowledge that the content you submit to them may be transferred to and processed in the United States as described above.

We take reasonable steps to ensure service providers handling personal information maintain appropriate security standards.

8. Authentication and Account Security

There are two kinds of account: salon owners and team members. A salon owner creates their account when they sign up. Team members (such as stylists) are invited by their salon owner and set up their own login with their own password.

All users sign in with an email address and password managed through Supabase Auth. Passwords are stored only in hashed, salted form by Supabase and are never accessible to us in plain text.

Two-factor authentication (2FA) and email-based sign-in links are also supported. Users may reset their password at any time via an email verification link.

Access is role-based. When a team member signs in, they see only their own information — such as their own targets, commission and tasks — while salon-wide business information remains visible to the salon owner. A salon owner may also view their own team members’ performance information as part of running the salon.

Each user is responsible for keeping their password confidential and for maintaining control of their email account. Salon owners are responsible for ensuring they have an appropriate basis to enter and manage information about their team members.

9. Cookies and Local Storage

The platform does not use advertising cookies, tracking cookies or third-party marketing cookies.

To maintain authenticated sessions, the platform uses essential browser storage provided through Supabase authentication technology.

These technologies are necessary for the operation and security of the platform.

If users disable essential browser storage, portions of the platform may not function correctly.

10. Disclosure of Information

We do not sell personal information.

We may disclose information to:

Service Providers

Including providers that assist with:

• Hosting and infrastructure;
• Authentication;
• Email delivery;
• AI processing;
• Technical support.

Current providers may include:

• Supabase
• Amazon Web Services (AWS)
• Anthropic
• Resend

Legal Requirements

We may disclose information where required by law, court order, regulatory authority or government agency.

Business Transfers

If The Salon Circle is sold, merged or reorganised, information may be transferred as part of the transaction.

11. Data Retention

We retain information only for as long as reasonably necessary to provide services and meet legal obligations.

Where an account is cancelled:

• Access may cease immediately or at the end of the billing period;
• Data may be retained for up to ninety (90) days;
• Users may request export of their information during this period;
• Information may then be permanently deleted.

Salon owners may request deletion of their account and associated data by contacting us, and may download a copy of their salon’s data at any time from Settings.

Certain records may be retained for longer where required by law or for legitimate business purposes.

12. Security

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification and disclosure.

Security measures may include:

• Secure authentication systems;
• Encrypted communications;
• Access controls;
• Role-based permissions;
• Secure hosting infrastructure.

No method of electronic transmission or storage is completely secure and we cannot guarantee absolute security.

13. Access and Correction

Users may request access to personal information held about them.

Users may also request correction of inaccurate or incomplete information.

Requests should be sent to: hello@thesaloncircle.com.au

We may require verification of identity before processing requests.

14. Changes to This Policy

We may update this Privacy Policy from time to time.

Updated versions will be published through the platform and will become effective upon publication unless otherwise stated.

Users should review this Privacy Policy periodically.

15. Contact

For privacy questions, requests or complaints:

HOLLY’S HAIRCARE SUPPORT PTY LTD
Trading as The Salon Circle

Email: hello@thesaloncircle.com.au
Website: https://app.thesaloncircle.com.au