Effective date: October 21, 2026
NailFlow is salon management software (online booking, appointment texts, check-in, turns, checkout and reports) made and run by American Nails and Spa LLC ("NailFlow", "we", "us"). This policy explains what information NailFlow handles, why, and who it is shared with. It covers the NailFlow web app, the NailFlow app for iPhone and Android, and the booking and check-in pages of salons that use NailFlow.
Who is responsible for your data
Each salon that uses NailFlow decides what to do with its customers' and staff's information – the salon is the "controller" of that data. NailFlow stores and processes it on the salon's behalf, only to run the service for that salon. Each salon's data is kept in its own database; one salon cannot see another salon's customers. If you are a salon customer, the salon's own Privacy Policy (linked on its booking page) also applies.
Information we handle
- Salon customers: name and mobile phone number; appointments (services, date, time, nail tech, notes the customer or the salon adds); visit history, receipts (services, prices, discounts, tips, how it was paid), gift cards and rewards; birthday (month and day only) if the customer gives it; whether the customer agreed to texts, or replied STOP. We do not ask salon customers for an email address.
- Text messages sent to and from the salon's texting number (shown in the salon's Inbox).
- Salon owners, managers and nail techs: names, phone numbers, the owner's email address (for password reset and backups), work hours, clock-in and clock-out times, turns, services and pay records. Passwords and PINs are stored only as one-way hashes.
- Devices: if you turn on notifications in the NailFlow app or a browser, a push token for that device and its label (for example "NailFlow app (iPhone)").
- Security logs: sign-in attempts, an activity log (who booked, changed or cancelled an appointment) and a money & security log (price changes, voids, refunds, payroll), and standard web server logs (IP address, browser, pages). NailFlow does not use advertising or tracking cookies; it uses only the cookies needed to keep you signed in.
- Payment cards: NailFlow never receives or stores full card numbers or card security codes. A salon may type the last 4 digits of a card on a receipt.
How we use it
- To book, confirm, remind, change and cancel appointments, and to run check-in, turns, checkout, receipts, gift cards and rewards.
- To send appointment texts and the salon's offers only to customers who agreed to receive texts, and to send app notifications to the salon's staff.
- To make reports, payroll and tax summaries for the salon.
- To keep the service secure, make backups, and fix problems. When the salon asks for help, NailFlow support may open the salon's admin with the owner's one-time code; that visit is shown in the salon's own log.
We do not sell personal information, and we do not use it for advertising.
Text messages (SMS)
Customers get appointment texts (confirmation, reminder, changes) only after agreeing to them when booking or checking in. Message frequency varies. Message and data rates may apply. Reply STOP to stop texts, START to get them again, HELP for help. Texts are sent from a phone number NailFlow or the salon controls, through a text messaging provider.
Service providers we use
- Cloud server provider – secure web hosting and database servers located in the United States.
- Google Firebase Cloud Messaging and Apple Push Notification service – to deliver app notifications (they receive the device token and the notification text).
- Text messaging providers – to deliver text messages (they receive the phone number and the text).
- PayPal – when a salon takes an online deposit or sells a gift card online; PayPal handles the card and tells NailFlow only the amount and whether it was paid.
- Your payment processor – when a salon takes card payments, the card is processed by the salon's own payment processing company under that company's terms and privacy policy; NailFlow does not store card numbers.
- Email – the hosting provider's email service sends password-reset emails and the salon's encrypted backup copies to the salon owner's address.
How long we keep it
We keep a salon's data for as long as the salon uses NailFlow, so the salon has its customer history, receipts and payroll records. Nightly backups are kept for 14 days on the server; an encrypted copy can be emailed to the salon owner. Short-lived records (for example notification events) are removed after about 14 days. When a salon stops using NailFlow, it can ask for an export, and we delete its data on request unless the law requires us to keep it.
Security
NailFlow uses HTTPS, hashed passwords and PINs, two-step sign-in (Authenticator code) for salon owners, limits on wrong sign-in tries, separate access for owners, managers and techs, and encrypted backup copies. No system is perfectly secure, but we work to protect your information.
Your choices and rights
You can ask to see, correct or delete your information. Salon customers should contact the salon first; you can also contact NailFlow below and we will work with the salon. You can stop texts at any time by replying STOP, and turn off app notifications in your phone's settings.
Children
NailFlow is not meant for children under 13, and we do not knowingly collect information from children under 13 online.
Changes to this policy
If we change this policy, we will update this page and the effective date above.
Contact us
American Nails and Spa LLC (NailFlow)
4800 Maple Dr, Pleasant Hill, IA 50327
Email: Audoralo0505@gmail.com