Privacy Policy
Last updated: 30 September 2026
This policy explains how SPARE CHAIR LTD ("Spare Chair", "we", "us") uses personal data in the Spare Chair dashboard at app.sparechair.io. Our website at sparechair.io has its own privacy policy at sparechair.io/privacy.
1. Who we are
- Company: SPARE CHAIR LTD, trading as Spare Chair.
- Registered in Northern Ireland. Company number: NI715764.
- Registered office: 16 Green Road, Ardglass, Downpatrick, BT30 7UA.
- Privacy contact: team@sparechair.io.
We do not have a Data Protection Officer. We are not required to have one. Our privacy contact handles all data protection questions.
2. Two roles we play
We are a controller for data about:
- people who use our dashboard (salon owners, managers and staff with logins);
- the contact details of the salon businesses that use Spare Chair.
We are a processor for data about a salon's own clients and staff that we read from the salon's booking platform. The salon is the controller for that data. Our contract with the salon (the Data Processing Agreement) governs how we use it. If you are a client of a salon, please contact the salon first. We will help them answer you.
3. What we collect and why
| Who | What data | Where it comes from | Why we use it | Lawful basis |
|---|---|---|---|---|
| Dashboard users | Name, work email, phone, role, login and session data, settings you choose | You, your booking platform, our login provider | To give you an account and run the service | Contract; legitimate interests |
| Salon account contacts | Business name, owner or admin email, phone, address, website | You, or your booking platform when you install our app | To set up and support your account; to send service emails | Contract; legitimate interests |
| Error reports | Technical error data | The dashboard | To find and fix bugs | Legitimate interests |
We do not ask for special category data. Please do not put health or similar details in free-text fields.
4. Automated pricing
Our service sets prices for appointment slots. These decisions are about time slots, not about any person. We do not profile salon clients or make decisions about them that have legal or similarly significant effects. So Article 22 of the UK GDPR does not apply to the pricing. The salon controls the rules and limits.
5. Who we share data with
We use trusted providers to run the service. They act on our instructions.
| Provider | What they do | Location |
|---|---|---|
| Amazon Web Services | Hosting, database, storage, secrets | UK (London, eu-west-2) |
| Stytch | Login and sessions | USA |
| Resend | Sending service emails | USA |
| Sentry | Error monitoring | EU (Germany) |
| Datadog | Logs and monitoring | USA |
We also connect to your booking platform (for example Timify) when you ask us to. We may share data if the law requires it, or with a buyer if we sell the business. We never sell personal data.
6. International transfers
Some providers are in the USA. When data leaves the UK we use one of these safeguards:
- the UK Extension to the EU-US Data Privacy Framework, where the provider is certified;
- the ICO International Data Transfer Addendum to the EU Standard Contractual Clauses;
- the ICO International Data Transfer Agreement.
Ask us for a copy at team@sparechair.io.
7. How long we keep data
| Data | How long |
|---|---|
| Account data | While your account is open, then 90 days |
| Booking and pricing data for a salon | While the salon is a customer, then deleted or returned within 90 days |
| Invoices and tax records | 6 years |
| Logs | 30 days |
| Error reports | 90 days |
8. Your rights
You have the right to:
- see a copy of your data;
- correct it;
- delete it;
- limit how we use it;
- object to how we use it;
- move it to another provider;
- withdraw consent at any time, where we rely on consent.
Email team@sparechair.io. We will reply within one month. We may ask you to prove who you are.
9. Complaints
Please tell us first at team@sparechair.io. We will handle your complaint and reply within 30 days. You can also complain to the Information Commissioner's Office (ICO): ico.org.uk, 0303 123 1113.
10. Security
We use encryption in transit, access controls, secret storage and least-privilege access. We remove names and contact details from booking data we receive where we can.
11. Children
Our service is for businesses. We do not knowingly collect data from children.
12. US residents
If we serve US businesses, some US state laws may give you extra rights. Contact us at team@sparechair.io. We do not sell or share personal data for cross-context behavioural advertising.
13. Changes
We will post changes here and update the date at the top. We will tell account holders about big changes by email.