Privacy Policy

ChairFill LLC ("ChairFill," "we," "our," or "us") operates an AI-powered platform built for independent barbers and barbershops. This Privacy Policy explains how we collect, use, disclose, and protect information when you use our platform, website, and related services (collectively, the "Services").

By using ChairFill, you agree to the practices described in this policy. If you do not agree, please discontinue use of our Services.

We collect information in several ways depending on how you interact with our Services:

Information You Provide Directly

• Account registration details (name, email address, phone number, business name)
• Billing and payment information (processed securely via third-party payment processors)
• Business information including shop name, location, and contact details
• Communications and support requests submitted to our team

Information Collected Automatically

• Usage data including features accessed, session duration, and interaction patterns
• Device and browser information (IP address, operating system, browser type)
• Log data and performance analytics

Client Contact Data (Barbershop Operators)

• Client phone numbers and contact lists imported by barbershop subscribers
• Content generated through platform services on behalf of subscribers
• Opt-out and consent status records for client contacts

ChairFill facilitates automated outreach to barbershop clients on behalf of our subscribers. Subscribers are responsible for ensuring they have appropriate consent from their clients before importing contact lists into the platform.

• All opt-out requests received through the platform are honored immediately and permanently
• ChairFill enforces hard stops on messaging for any contact that has opted out
• Client contact data imported by subscribers is used solely to deliver platform services
• We do not use client contact data for our own marketing purposes

ChairFill uses artificial intelligence to assist in generating outbound messages sent to barbershop clients on behalf of our barber subscribers. The following disclosures apply:

Nature of AI messaging. Messages delivered through ChairFill are generated or assisted by AI and sent on behalf of the barber subscriber. Recipients may be communicating with an AI system acting on behalf of their barber.

Consent and opt-in. ChairFill captures affirmative consent before delivering ongoing communications through platform services. Clients who do not consent or who do not respond to an initial outreach will not receive follow-up messages.

Opt-out. Any client who replies with STOP, UNSUBSCRIBE, NO, or any similar opt-out signal will be immediately and permanently removed from all future messaging for that barber's account. A single confirmation message will be sent, and no further messages will follow. Opt-out status is retained indefinitely, including after account cancellation.

AI and third-party data processing. Message content may be processed by third-party AI providers to generate responses. We do not permit these providers to use client contact data or message content to train their models. Contact admin@chairfill.co with questions about third-party AI data practices.

Time-of-day restrictions. Platform services operate within legally required delivery windows in the recipient's local time zone.

ChairFill scrubs all client phone numbers against the National Do Not Call Registry and applicable state DNC registries before any outbound message is sent. This process is automatic and occurs as part of our standard message pipeline.

• Numbers listed on the National DNC Registry are suppressed from all outbound campaigns
• Numbers listed on applicable state DNC registries are suppressed where required
• Barber subscribers may not direct ChairFill to contact numbers flagged through this process
• DNC scrubbing records are retained as part of our compliance logs

Barbershop operators remain responsible for ensuring their client lists comply with all applicable telemarketing and messaging laws in their jurisdiction.

• Provision and delivery of the ChairFill platform and features
• Processing payments and managing your subscription
• Sending transactional communications (receipts, service updates, alerts)
• Providing customer support and responding to inquiries
• Improving platform performance and developing new features
• Complying with legal obligations and enforcing our Terms of Service
• Detecting and preventing fraud, abuse, or unauthorized use

We do not sell your personal information or client contact data to third parties.

• Service Providers: Trusted vendors who assist in operating our platform (hosting, payments, analytics, AI providers), bound by confidentiality obligations
• Legal Requirements: When required by law, court order, or to protect the rights and safety of ChairFill or others
• Business Transfers: In connection with a merger, acquisition, or sale of assets, with prior notice to affected users
• With Your Consent: Any other sharing will only occur with your explicit permission

We retain your information for as long as your account is active or as needed to provide Services, comply with legal obligations, resolve disputes, and enforce our agreements.

Consent and opt-out records — including client consent status, opt-out history, and DNC scrubbing logs — are retained indefinitely for compliance purposes, even after account termination. These records are stored in an append-only audit log and are not subject to deletion requests where retention is legally required.

We implement industry-standard security measures including encrypted data transmission (TLS), access controls, and regular security reviews. No method of transmission over the internet is 100% secure.

Upon account termination or written request, we will delete or anonymize your personal data within 30 days, except where retention is required by law.

• Access and receive a copy of your personal information
• Correct inaccurate or incomplete data
• Request deletion of your personal information
• Opt out of non-essential communications
• Data portability where technically feasible

To exercise any of these rights, contact us at admin@chairfill.co. We will respond within 30 days.

If you are a California resident, the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA) provide you with additional rights regarding your personal information.

Right to know. You may request disclosure of the categories and specific pieces of personal information we have collected about you, the sources from which it was collected, the business purpose for collecting it, and the categories of third parties with whom we share it.

Right to delete. You may request deletion of personal information we have collected from you, subject to certain exceptions including where retention is required for legal compliance, fraud prevention, or completing a requested transaction.

Right to correct. You may request correction of inaccurate personal information we maintain about you.

Right to opt out of sharing. ChairFill does not sell personal information and does not share it for cross-context behavioral advertising. No opt-out action is required, but you may contact us to confirm.

Right to limit use of sensitive personal information. To the extent we process sensitive personal information as defined under CPRA, you may request that we limit its use to purposes permitted by law.

Automated decision-making. ChairFill uses AI to deliver platform services on behalf of barber subscribers. If you are a client of a barber using ChairFill, you may request information about how automated processing may affect you and opt out of AI-generated communications at any time by replying STOP to any message or contacting us at admin@chairfill.co.

Non-discrimination. We will not discriminate against you for exercising any CCPA/CPRA rights.

How to submit a request. Contact admin@chairfill.co. We will respond within 45 days and may need to verify your identity before processing your request.