Who this agreement is between
This agreement is between POS4Nails (“we”, “us”), which runs the POS4Nails service, and the salon business that creates a POS4Nails account (“you”, “your salon”). It covers everyone who uses the account for your salon: owners, managers, front desk staff and technicians.
The person who creates the account accepts this agreement for the salon by ticking the box to agree when signing up, and confirms they're allowed to do so. Your plan and its price are shown in the app, under Plan & billing.
Your salon's data belongs to you
Everything your salon puts into POS4Nails — customers, appointments, sales, tips, gift cards, staff, pay and settings — is your salon's data. We use it only to provide the service to you: to store it, show it to the people you allow, keep it safe and backed up, answer your team's questions in Ask Me Anything (our AI chat), and help when you ask for support.
We never sell your data or your customers' data, and we never use it for advertising.
What we keep, and why
To run the service, POS4Nails keeps:
- Account details: the names, email addresses and phone numbers of owners and staff. Passwords are kept only as one-way hashes, never as readable text.
- Your salon's records: the customers, visits, tickets, payments, tips, gift cards, schedules and pay your team enters.
- Sign-in records: when and where each person signed in — the time, IP address, an approximate location when available, and the device — so you can see who used your account (Store settings → Security).
- Card payments: the POS sends the amount to your card terminal. A card's full number never reaches POS4Nails; only the card brand, its last 4 digits and the approval code come back to the ticket.
- Messages: the texts and emails POS4Nails sends for you — sign-in codes, appointment confirmations and reminders, receipts, and the promotions you choose to send.
- Ask Me Anything (the AI chat): the questions your team asks it and its answers. In the app, only the person who asked can see them, and they can delete them at any time. Your salon's backups include them too.
How we protect it
Your salon's data is protected by:
- Encrypted connections (HTTPS) between every device and POS4Nails.
- Separation between salons: each salon's records are kept apart from every other salon's, and the database itself refuses to show one salon another salon's data.
- Hashing and encryption: passwords and sign-in codes are stored only as hashes, gift card numbers only as hashes with their last 4 digits, and card processors' access tokens are encrypted.
- Access by role: you decide who can see and do what. Owners, managers, front desk staff and technicians each see only what their role allows, and from Store settings → Store devices and Security you can approve the store's own devices and sign anyone out.
- A record of changes: important actions — sales, refunds, voids, and changes to prices and pay — are written to an audit log that can't be edited afterwards.
- Backups: the database is backed up every night, and backups are kept for a limited time.
- Limited access on our side: only the people who run POS4Nails can reach its servers, and only to keep the service running or to help when you ask.
What your salon is responsible for
Security works best when we both do our part. Your salon agrees to:
- Keep passwords and PINs private, give each person their own sign-in, and remove access as soon as someone leaves.
- Use devices you trust, keep them updated, and approve only your salon's own devices for the POS.
- Text or email only customers who agreed to hear from your salon, and honor every request to stop (such as a STOP reply). Following the laws on marketing messages is your salon's responsibility.
- Keep only the customer information your salon needs. Never type full card numbers, Social Security numbers or health details into notes, Ask Me Anything or other fields.
- Follow the laws that apply to your salon, including tax, labor and pay-record rules.
- Tell us right away if you think someone got into your account without permission.
Your customers' privacy
Your salon decides which customer information to keep and how to use it; POS4Nails stores and processes it for you. If a customer asks to see, correct or delete their information, the request is your salon's to answer — and we'll help with anything you can't do yourself in the app.
Service providers we use
To run POS4Nails we use a small number of trusted providers — for example for hosting, storing pictures, delivering emails and text messages, and AI. They receive only what they need for that job and must keep it safe and confidential.
Card payments are handled by your payment processor (for example through your PAX or Clover terminal), under your own agreement with them.
Ask Me Anything (the AI chat) and the reading of scanned receipts use Claude, from Anthropic. When someone on your team asks it a question, the chat and the records needed to answer it go to Anthropic — for example sales, pay, appointments, schedules, products, staff names, and customers' names and visits. Customers' phone numbers, email addresses, birthdays and notes are left out, unless someone types them in. When Claude reads a scanned receipt, the picture goes to Anthropic too. Under its commercial terms, Anthropic must keep all of this confidential and may not use it to train its AI models.
If something goes wrong
If we learn that your salon's data was seen or taken by someone who shouldn't have it, we'll tell you without undue delay, explain what happened and what we're doing about it, and help with any notices your salon has to send.
Keeping and deleting data
We keep your salon's data while your account is open, and you can ask us for a copy of it at any time.
If your account is closed, you can ask for a copy of your data within 30 days. After that we delete it within 90 days, except records the law requires us to keep, such as invoices. Copies in backups disappear as those backups expire.
Keep your own records and backups
Your salon must keep its own records and backups of its data: print or save your daily reports, pay and sales records regularly, and keep the copies somewhere safe.
Our nightly backups are there to keep the service running. They don't replace your salon's own records.
Limits of our responsibility
POS4Nails is provided “as is”. We work hard to keep it accurate and running, but we can't promise it always will be. To the fullest extent the law allows, POS4Nails is not responsible for:
- Lost or damaged data, for any reason — including mistakes, a device or server failure, or someone else getting into your account.
- Wrong calculations, such as totals, tax, tips, commissions, pay or reports. Check the numbers before you rely on them, especially before paying your staff or filing taxes.
- Wrong answers from Ask Me Anything (the AI chat), or receipts the AI misreads. AI can make mistakes, so check important figures in the app before you rely on them.
- The service being down, slow or unreachable, including during maintenance, a problem at one of our providers, or a problem with your internet.
- Any loss that results from the above, such as lost sales, lost profits or lost customers.
Changes to this agreement
If we change this agreement, we'll publish the new version on this page with a new date and let account owners know before it takes effect. Using POS4Nails after that date means your salon accepts the new version.