Who we are

Fill the Chair is booking, membership, messaging and payment software for barber shops. It is operated by Thunder Spray (Andrew Johns), Windsor, Ontario, Canada. For a shop that uses the product, we are a service provider: the shop decides what it collects from its clients and why; we process it on the shop's instructions. For a shop owner or barber who signs up, we are the controller of the account details you give us.

What we collect, and why

• Shop staff: name, mobile number and role. Your mobile number is your login (we text a six-digit code; there is no password). We keep sign-in events, the device type and IP address of a sign-in, and an audit log of what was changed in the shop and by whom, so an owner can see who did what.
• Clients of a shop: the name and mobile number a client gives when booking, their appointments, notes the shop writes, photos the shop takes with the client's knowledge, membership and credit balances, payment records (we never see or store a full card number — Stripe does), and the client's texting consent and STOP status.
• Messages: the texts sent and received through the shop's number, so the shop has a two-way inbox and a record of reminders and receipts.
• Phone calls (only if a shop turns the AI receptionist on): the call is answered by an automated assistant, which says so at the start. We keep a transcript and a summary so the shop can check what was booked. Audio is processed by our voice vendor to produce that transcript and is not kept by us beyond what the vendor needs to deliver the call.
• Website visitors: which marketing pages were viewed and whether a sign-up or a booking completed, so we can tell whether the site works. We do not build advertising profiles and we do not sell data.

Texting consent

A client gets transactional texts about their own appointment (confirmation, reminder, receipt, a link to reschedule) because they booked. Marketing texts from a shop (rebook nudges, promotions) go only to clients who have opted in, and every text carries the shop's name. Replying STOP ends all texting from that shop; START resumes it. We honour both immediately and keep a record of when.

Where it lives and who touches it

Data is hosted with Supabase (Canada Central, Toronto region) for the database and files; Vercel for the application; Twilio for texting and calls; Stripe for payments; ElevenLabs and OpenAI for the optional AI assistant. Each of those vendors is bound to use the data only to provide their service to us. We use no other processors, and we do not sell or rent any of it.

Our own staff can see a shop's data only to support that shop, and only through a “log in as” path that is time-limited and written to the shop's own audit log, so the owner can see we were there and when.

How long we keep it

• While a shop is a customer: for as long as the shop keeps it. The shop can delete a client, an appointment or a photo at any time.
• When a shop closes its account: the shop's data is marked deleted immediately, is inaccessible from that moment, and is permanently purged after a short grace period so a mistaken closure can be reversed. The shop can export everything, free, before or during that period.
• Sign-in codes expire in ten minutes. Sessions expire on their own. Backups roll off on a fixed schedule and are never used to restore deleted client data for a shop that asked for deletion.

Your rights

If you are a client of a shop, ask the shop first: they hold your record and can show it to you, correct it or delete it in a few taps. If you cannot reach them, write to us and we will help. If you are a shop owner or barber, you can see and correct your own details in the app, and you can export the whole shop or close the account without asking us. Canadian users have rights under PIPEDA and provincial privacy law; residents of some U.S. states have similar rights. We answer requests within 30 days.

Security

Every shop's data is separated from every other shop's at the database level, not just in the app. Traffic is encrypted in transit and data is encrypted at rest. Card details go straight to Stripe and never pass through our servers. If a breach ever creates a real risk of harm to you, we will tell affected shops and people promptly and report it as the law requires.

Children

The product is for businesses. A shop may book appointments for a child, entered by a parent or guardian; we do not knowingly collect information from a child directly.

Changes

When this policy changes, the effective date at the top changes and shops are told inside the product. Nothing in a change reduces protection for data collected before it.

Contact

Thunder Spray (Andrew Johns), Windsor, Ontario, Canada. Email sales@thunderspray.ca. Our terms of service say what we promise and what we ask of a shop.