Privacy Policy

1. Who we are

Vitris Wireless, LLC (“Chairside,” “we,” or “us”) operates Chairside. Our business mailing address is 609 Gerritt St, Philadelphia, PA 19147, United States. For privacy questions or requests, email jack@tryvitris.com.

2. Who this policy covers

This policy covers website visitors, shop owners and staff, people booking or receiving services from participating shops, and people who contact Chairside or a connected business through messaging.

When a shop uses Chairside to manage its customers, we process that information to provide services to the shop. The shop decides how it uses customer information for its business and may have its own privacy notice. Contact the shop about its practices or appointment records; you can also contact us for help with a privacy request. For Chairside account administration, security, and our own brand communications, Vitris Wireless, LLC manages the information.

3. Information we collect

• Accounts and business operations: names, email addresses, phone numbers, password hashes, business details, staff roles, services, prices, availability, and account settings.
• Bookings and customers: customer contact details, appointment times, selected services and staff, booking status, notes, and information or files submitted through enabled forms.
• Payments: payment-provider identifiers, saved payment-method references, transaction amounts and status, and limited card information such as brand or last four digits where supplied by the provider. Payment providers handle full card details; Chairside does not store full card numbers or security codes.
• Communications: message content, contact or platform identifiers, timestamps, delivery status, staff replies, and support requests sent through enabled messaging channels.
• Website and security information: session cookies, page interactions, browser and device information, IP addresses, request timestamps, and error or security logs.
• Connected services: information and authorization credentials supplied by a service you connect, within the access you authorize. Instagram information is described below.

4. How we use information

• Provide accounts, permissions, bookings, availability, and customer records.
• Process payments and manage billing, refunds, and payment status.
• Deliver configured confirmations, reminders, follow-ups, and other business messages.
• Display conversations, send replies, and provide optional AI assistance.
• Manage authorized integrations and approved content publishing.
• Provide support, understand service usage, and improve reliability.
• Prevent abuse, enforce access controls, and investigate security incidents.
• Meet legal obligations and resolve disputes.

5. Instagram accounts, messages, and content

A business can choose to connect its professional Instagram account using Meta's authorization flow. Chairside requests permissions for the enabled features, such as account information, messaging, comment management, publishing, or insights. You enter your Instagram sign-in details with Instagram, rather than into a Chairside password form.

Depending on the permissions granted and features used, we receive account identifiers and usernames, permission and token information, incoming and outgoing message text, sender and recipient identifiers, message identifiers and timestamps, and message activity such as edits, deletions, or staff replies. Comment, media, publishing-status, and available insights information may be processed when those features are enabled. Unsupported message attachments may require staff to open the conversation in Instagram.

We use this information to display the business inbox, route conversations to staff, send permitted replies, maintain connection health, and operate authorized content and reporting features. Messages sent to Chairside's own Instagram account are used to answer product, sales, and support questions. A shop's account and Chairside's brand account have separate workspaces and access controls. We do not sell Instagram data or use it to train general-purpose AI models.

When you use the Instagram publishing library, uploaded images and videos are stored at publicly accessible media addresses so Meta can retrieve them. Draft media can be accessible before a post is published. Do not upload confidential information to that library. Publishing requires approval of the content revision in Chairside.

Authorized administrators can disconnect an account or delete its Chairside Instagram history through the integration controls. Disconnecting stops further authorized access and removes the stored access token; it does not by itself erase existing history. Deleting history is a separate action. You can also remove access in Instagram's Apps and Websites settings or email us to request deletion. Meta data-deletion requests are handled through our integration's deletion callback.

Deletion in Chairside does not delete messages or posts held by Instagram, another participant, or the connected business outside Chairside. Uploaded publishing assets may require a separate deletion request. Meta's handling of information is governed by its own privacy policy.

6. AI-assisted conversations

If a business enables AI assistance, relevant message text, conversation context, and approved business information may be sent to OpenAI through its API to generate a response. Chairside's Instagram receptionist uses public business information and booking links, with staff handoff for questions it cannot resolve. Staff can review conversations and take over replies. You can ask to speak with a person.

AI responses can be inaccurate. Avoid sending passwords, full payment card details, medical information, or other sensitive information through messages. AI processing does not change your ability to make a privacy request. Service providers' handling of information is also subject to their applicable terms and privacy policies.

7. SMS, email, and your choices

Businesses are responsible for obtaining any consent required for the messages they configure. You can opt out of SMS by replying STOP and request help by replying HELP. Our SMS terms explain messaging choices and frequency. Follow any unsubscribe option in a marketing email or contact us about email preferences. Necessary account, booking, or security communications may still be sent where permitted.

SMS opt-in information and consent are not sold or shared with third parties for their own marketing. We share information with messaging providers as needed to deliver messages and operate the service.

8. When we share information

We share information with the connected business and its authorized staff as needed to provide the service. We also use service providers for hosting, databases, file storage, delivery, payments, AI, and security. Depending on the features in use, these include Twilio for SMS, Resend for email, Stripe or Square for payments, OpenAI for AI assistance, and Meta for Instagram integration. Providers receive information needed for their role in delivering the service.

We may disclose information at your direction, when required by law, to protect rights or safety, or in connection with a business transaction such as a merger or acquisition, subject to applicable protections. We do not sell personal information or share it for third parties' cross-context behavioral advertising.

9. Cookies and website activity

We use essential cookies for sign-in, session security, and service preferences. We may record first-party usage information to understand how the service performs. You can control cookies through your browser; blocking essential cookies can prevent sign-in or other features from working. Third-party sites you follow through a link, including Instagram and payment providers, have their own practices.

10. Retention and deletion

We keep information for as long as reasonably needed to provide the service, support the business relationship, maintain security, resolve disputes, and meet applicable legal obligations. The period depends on the type of record and why it is needed.

The Instagram integration is configured to remove conversation history after 90 days without activity during scheduled maintenance. Authorized history deletion or a verified deletion request can remove information sooner. Limited connection, audit, billing, or security records may be retained where needed to honor revocation, prevent abuse, or satisfy legal obligations. Backup copies may remain until overwritten or expired under the applicable backup schedule.

11. Privacy requests

Depending on applicable law, you may have rights to access, correct, obtain a copy of, delete, or restrict certain uses of your personal information, or to appeal a decision about a request. Contact jack@tryvitris.com with the subject “Chairside privacy request” and enough information to identify the relevant account or conversation. Do not send passwords or full payment details. We may need to verify your identity or your authority to act for another person. We respond within the time required by applicable law and will explain any applicable exception or limitation.

For a shop's customer records, contacting the shop directly may be the fastest way to make a request. We can help route the request and assist the shop where appropriate. We do not discriminate against you for exercising applicable privacy rights.

12. Security and international processing

We use access controls, hashed account passwords, HTTPS, and encryption for stored Instagram access tokens. No system can guarantee complete security. If a breach requires notice under applicable law, we will provide that notice. Information may be processed in the United States and other countries where service providers operate, which may have different privacy laws.

13. Children

Chairside is intended for business users and their customers, not for children under 13 to create accounts independently. Parents or guardians should manage bookings for children. If you believe a child has submitted personal information inappropriately, contact us so we can investigate and take appropriate action.

14. Changes to this policy

We may update this policy as the service or our practices change. We will update the date above and provide additional notice when required by applicable law.

15. Contact

Vitris Wireless, LLC
609 Gerritt St
Philadelphia, PA 19147, United States
jack@tryvitris.com