Chairside Client Privacy Notice
Last updated: October 15, 2026
How Shop Name handles your information when you call or text to book
Effective date: Effective date · Last updated: October 15, 2026 · Applies to: Shop Name, shop street address, Alberta
The short version
- When you call or text Shop Name, an AI assistant named Jordan answers. Jordan is not a person. Say “shop” at any time to reach a person.
- Calls are recorded and transcribed so Jordan can handle your booking and the shop can check what was said. Recordings and transcripts are deleted after 3 days.
- We use your name, number and booking details only to book, change, cancel and remind you about appointments. We don’t market to you.
- Some of our service providers store and process information in the United States (see section 6).
- You can see, correct or delete your information. Reply STOP to stop texts.
1. Who is responsible for your information
Shop Name (“the shop”, “we”) is responsible for your personal information. The shop uses Chairside, a service of Agentric Systems of Edmonton, Alberta, as its service provider to answer calls and texts and manage bookings. Chairside handles your information only for the shop and only to do that job. Chairside doesn’t sell it or use it for its own marketing.
Questions about your privacy, including about service providers outside Canada:
- The shop: name or title of the shop’s privacy contact, Shop Name, phone, email, mailing address
- Chairside (Agentric Systems): Riley Knoblauch, privacy contact, riley@agentric-systems.com, Edmonton, Alberta
2. What we collect
| Information | Where it comes from |
|---|---|
| Your name and phone number (including caller ID) | You, when you call or text |
| Booking details: barber, service, date and time, booking history | You, and the shop’s booking calendar |
| Call recordings and written transcripts | Your call with Jordan |
| Your texts to us, and the booking texts we send you | Your texts and our booking texts |
| A parent or guardian’s name and phone number, for clients under 18 | The parent, guardian or client |
That’s all. We don’t ask for payment cards, ID, health information or anything else. Please don’t share sensitive details on a call. If you do, they stay in the recording until it’s deleted.
3. Why we use it
- To book, move, cancel and confirm your appointments.
- To send a booking confirmation, a reminder before your appointment, and updates if your booking changes.
- To recognise returning clients by phone number, so Jordan can greet you and offer your usual barber and service. (On a shared or family phone, this means the next caller may hear the name and usual service on file for that number.)
- To pass your call or message to the shop when you need a person.
- To check what happened on a call if there’s a mix-up, and to fix problems with the service.
We don’t use your information for any other purpose without asking you first. We don’t sell it. LAWYER/CONFIRM IN WRITING WITH PROVIDER: “Your information is not used to train AI models.”
4. Your consent and choices
Calling or texting to book means you agree to us using your information for the purposes above. At the start of every call, Jordan says it’s an AI assistant, that the call is recorded to handle your booking, and that you can say “shop” to reach a person. If you’d rather not talk to an AI or be recorded, say “shop” or tell Jordan you don’t want to be recorded, and Jordan will put you through to the shop. You can also hang up and call the shop directly at shop number or visit in person. You can withdraw your consent at any time (see section 8). If you do, we may not be able to book through Jordan.
5. Texts from us
We only send texts about bookings you asked for: confirmations, a reminder, and changes to your booking. We never send marketing texts. Booking texts start with the shop’s name and end with “Sent by Chairside for Shop Name. Reply STOP to opt out. Privacy: link”. Reply STOP to stop texts. We stop right away, and always within 10 business days as the law requires. Message and data rates may apply.
6. Service providers and where your information goes
Chairside uses these service providers to run the service:
| What they do | Provider | Where the information is stored and processed |
|---|---|---|
| Answer and transcribe calls (voice AI) | Retell AI, and the speech and language-model providers it uses | United States |
| Carry calls and texts | Twilio | United States |
| Booking calendars and booking records | Google (Workspace: Calendar, Sheets) | United States (Google may also use other countries) |
| Workflow automation (the booking steps) | n8n, self-hosted by Chairside on DigitalOcean | Canada (Toronto). DigitalOcean is a US company LAWYER: does this count as “outside Canada”? |
| Backup workflow automation, during our move to the Canadian server | n8n Cloud | Germany (EU). Only while it’s kept as a fallback. Chairside plans to shut it down, and n8n then deletes its copies within about 90 days |
These providers may only use your information to provide their service. While your information is outside Canada, it’s covered by the law of that country and could be accessed by its courts, law enforcement or national security authorities. You can ask the shop’s or Chairside’s privacy contact (section 1) for a written copy of our policy on service providers outside Canada, or ask any question about it.
7. How long we keep it
| Information | How long |
|---|---|
| Call recordings and transcripts (Retell) | Deleted automatically after 3 days |
| Call summaries in our booking records | Blanked after 30 days |
| Booking history (name, number, barber, service, visits) and text history | Deleted 2 years after your last booking activity |
| Appointments on the shop’s calendar | These are the shop’s appointment book. They’re kept as the shop keeps its own records, and aren’t deleted automatically by Chairside. Ask the shop to remove them |
| A note that you texted STOP | Kept so we don’t text you again |
| System logs (our workflow server) | Deleted after 14 days |
| Server backups | Our server is backed up weekly, and each backup is kept for 4 weeks. So something deleted from the live system can stay in a backup for up to about 5 weeks before it’s gone |
| Spreadsheet version history (Google Sheets) | Google keeps earlier versions of our booking records. A deleted row can stay in version history LAWYER/TECH: disclose or fix |
If you ask us to delete your information, we delete it from the booking records, Retell and Twilio promptly (the shop’s owner sends a delete request that removes your rows, call recordings and text history). Copies in backups expire on the schedule above.
8. Your rights
- See the information we have about you. Send a written request (email or text is fine) to a contact in section 1. The shop will respond within 45 days, as Alberta law requires.
- Correct anything that’s wrong.
- Delete your information, or withdraw consent. We’ll do this promptly.
- Ask questions or complain to a contact in section 1 at any time.
Parents and guardians: a client under 18 who understands what they’re asking for can make these requests themselves. Otherwise the parent or guardian can make them. For young children, a parent or guardian should make the booking.
9. Keeping it safe
We use reasonable security: encrypted connections, access limited to the shop and the Chairside staff who need it, strong account protections, separate records for each shop, and automatic deletion. If a privacy breach creates a real risk of significant harm, the shop will report it to Alberta’s Information and Privacy Commissioner and notify you when required. Chairside tells the shop about any breach without delay.
10. Not happy? How to complain
Please contact the shop first (section 1) so we can fix it. If you’re still not satisfied, contact the Office of the Information and Privacy Commissioner of Alberta (OIPC): Suite 410, 9925 109 Street NW, Edmonton, AB T5K 2J8 · 780-422-6860 · toll-free 1-888-878-4044 · oipc.ab.ca · complaint_review@oipc.ab.ca If you want a review of the shop’s decision on an access or correction request, ask the OIPC within 30 days of that decision.
11. Changes
We’ll update this notice if our practices change, and change the date at the top. We’ll ask for your consent before using your information for any new purpose.