Privacy Policy

Who we are

CodingRoof Software Solutions Private Limited is the company behind SalonPro, salon management software for appointments, GST billing, CRM, inventory, and multi-branch operations.

For account registration data, billing contact details, and platform operation, CodingRoof acts as a data controller (or equivalent under applicable law). Contact: hello@codingroof.com.

Scope and roles

This policy covers personal data processed through our website, signup flow, signed-in workspace, and support channels.

When salon operators store client profiles, appointments, and invoices in the workspace, the salon typically acts as the data controller (or "data fiduciary" under India's Digital Personal Data Protection Act, 2023) for that Guest Data. CodingRoof processes Guest Data on the salon's instructions to provide the Service—generally as a data processor or data processor equivalent.

If you are a salon guest whose data appears in SalonPro, please contact the salon directly for most requests; we will assist the salon where required.

Categories of personal data

Depending on how you use SalonPro, we may process:

• Account data — name, email, password hash, organisation and branch details, phone numbers.
• User data — staff names, roles, RBAC permissions, login activity.
• Guest Data — client names, contact details, visit history, preferences, allergies or notes you choose to store, appointment records, invoices, loyalty points, membership status.
• Billing data — subscription plan, payment references, GST details on SalonPro invoices to you.
• Technical data — IP address, browser type, device identifiers, logs, cookies (see /legal/cookies).
• Support data — messages, attachments, and metadata from help requests.

How we collect data

We collect data when you register, configure your workspace, use product features, contact support, or browse our marketing site.

Guest Data is entered by you or your staff, imported during onboarding, or generated through normal use (appointments, POS transactions, CRM updates).

Purposes and legal bases

We process personal data to provide and secure the Service, authenticate users, bill subscriptions, improve product performance, comply with law, and respond to support requests.

Where the GDPR applies, our legal bases may include:

• Performance of a contract (Art. 6(1)(b)) — operating your workspace and Subscription.
• Legitimate interests (Art. 6(1)(f)) — security monitoring, fraud prevention, product analytics in aggregated form, and direct communication about the Service.
• Legal obligation (Art. 6(1)(c)) — tax, accounting, and regulatory requirements.
• Consent (Art. 6(1)(a)) — where required for optional marketing cookies or communications; you may withdraw consent at any time.

Health and sensitive information

Salons may optionally store notes such as allergies, skin sensitivities, or service preferences. Some of this information may be considered sensitive under applicable law.

You should only collect health-related notes that are necessary for safe service delivery and with appropriate guest notice and consent. CodingRoof does not require salons to store medical diagnoses or clinical records in SalonPro.

HIPAA-aligned practices

SalonPro is not a covered entity under the U.S. Health Insurance Portability and Accountability Act (HIPAA). We do not provide healthcare treatment, insurance, or clearinghouse services.

If a U.S. customer stores protected health information (PHI) in the workspace, that customer remains responsible for HIPAA compliance, including patient notices and minimum-necessary use.

We implement administrative, technical, and organisational safeguards appropriate to a B2B SaaS platform—access controls, role-based permissions, encryption in transit, audit logging where enabled, and secure development practices.

Enterprise customers who require a Business Associate Agreement (BAA) may contact us at hello@codingroof.com. Availability of a BAA may depend on plan and deployment terms.

Sharing and subprocessors

We do not sell personal data. We share data only as needed to operate the Service:

• Infrastructure and hosting providers that store encrypted data.
• Email and notification providers for account and support messages.
• Payment processors for Subscription billing (we do not store full card numbers on our servers where a processor is used).
• Professional advisers or authorities when required by law or to protect rights and safety.

International transfers

Data may be processed in India and other countries where our providers operate. Where GDPR requires safeguards for transfers outside the EEA/UK, we rely on appropriate mechanisms such as Standard Contractual Clauses or equivalent approved arrangements.

Retention

We retain account and workspace data for the life of your Subscription and for a reasonable period afterward to comply with law, resolve disputes, and maintain backups.

Guest Data retention is controlled by you within product settings; upon account deletion we will delete or anonymise data according to our retention schedule unless law requires longer storage.

Support tickets and logs may be retained for a limited period for quality and security purposes.

Security measures

We use industry-standard measures including TLS encryption in transit, access controls, authenticated sessions, staff RBAC within the product, and monitoring for abuse.

No system is completely secure. You must protect user credentials, configure roles appropriately, and report suspected incidents to hello@codingroof.com.

Your rights — India (DPDP)

Where the DPDP Act applies, data principals may have rights to access, correction, erasure, grievance redress, and nomination, subject to statutory exceptions.

Salon guests should contact their salon first. Account holders may contact us at hello@codingroof.com. We will respond within timelines required by applicable law.

Your rights — GDPR

If you are in the EEA, UK, or Switzerland, you may have the right to access, rectification, erasure, restriction, portability, objection, and to withdraw consent where processing is consent-based.

You may lodge a complaint with your local supervisory authority. We encourage you to contact us first so we can address your concern.

Requests may be sent to hello@codingroof.com. We may need to verify identity before fulfilling requests.

Cookies

We use cookies and similar technologies as described in our Cookie Policy at /legal/cookies. On the marketing site, choose Accept all or Accept necessary from the cookie banner; reopen Cookie choices in the footer anytime.

Children's privacy

SalonPro is a business product not directed at children under 18. We do not knowingly collect personal data from children. If you believe a child has provided us data, contact hello@codingroof.com.

Automated decision-making

We do not use automated decision-making that produces legal or similarly significant effects on individuals without human review. Analytics and reporting features display information you and your staff control.

Changes to this policy

We may update this Privacy Policy to reflect legal, technical, or product changes. We will post the revised policy with an updated date and provide additional notice for material changes where required.

Contact and grievance officer

Privacy questions, rights requests, and grievances: hello@codingroof.com

CodingRoof Software Solutions Private Limited · SalonPro

We will acknowledge grievances under the DPDP Act within applicable timelines and work in good faith to resolve them.