Privacy

1. Who we are

This site, kwafair.com, belongs to Kwafair [legal form, e.g. SARL], a barbershop at , Cameroon, registered under RCCM [RCCM number], taxpayer number [taxpayer number (NIU)]. In this policy, "Kwafair", "we" and "us" mean the shop.

We decide what personal data we collect and what we do with it, so we are responsible for it under Cameroonian law, including Law No. 2024/017 of 23 December 2024 on the protection of personal data.

2. What this policy covers

This policy covers the personal data we handle when you visit this site, book or manage an appointment, create an account, pay a deposit, get our text messages or emails, send us a message, or sign up for our newsletter. It also covers the client record the shop keeps when you come in without booking online, or when it adds you from its own list of clients.

It does not cover sites we link to, such as Instagram, Facebook, TikTok, WhatsApp or Google Maps. Those companies have their own policies.

3. What we collect

When you book, or when the shop books you in:

• Your name and phone number.
• Your email address, if you give one.
• Your preferred language.
• The services, barber, date and time you chose.
• The booking history: bookings, changes, cancellations, visits and missed appointments.
• What you paid and how: cash, MTN MoMo or Orange Money.
• Notes your barber adds about your cut, such as "skin fade, #1 on the sides".

When you pay a deposit, our payment provider sends us the mobile money number used, the amount, the status of the payment and its reference. We never see your mobile money PIN or your account balance.

When you send us a message: your name, phone number, email if you give one, the topic and your message.

When you sign up for the newsletter: your email address and the date you signed up.

When you create an account: your email address, the date you confirmed it through a sign-in link, and when you last signed in. We keep only a scrambled copy of each link.

When we send you a text or an email: the number or address, the message, and whether it arrived. We delete the text of the message once it arrives or fails.

When you use the site: technical data such as your IP address, browser and device type, the pages you open and the time of each request. We use this to keep the site working and safe, to block a connection that sends too many requests, and to count visits.

Please do not put health details or other sensitive information in booking notes or messages unless your barber needs them for your service, for example a scalp condition or an allergy.

4. How we use it and why

We use your data only for these purposes:

• To take, confirm, change and cancel your bookings, and to hold your slot while you pay. We need this to provide the service you asked for.
• To send you confirmations, reminders and notices about your booking. Same reason.
• To take deposits, record payments and pay refunds. Same reason, and because the law requires us to keep accounting records.
• To remember how you like your cut and see your past visits, so your barber can do the same cut next time. This is in our legitimate interest and yours.
• To limit missed appointments, for example by capping how many open bookings one phone number can hold. This is in our legitimate interest.
• To run your account, if you create one, so you can see your bookings and book without typing your details again. You asked for it.
• To answer your messages. You asked us to.
• To send the newsletter, only if you signed up. You can withdraw your consent at any time.
• To keep the site secure, stop abuse and fix errors. This is in our legitimate interest.
• To count visits and see which pages people use, without identifying you. This is in our legitimate interest.
• To meet legal obligations, such as tax and accounting rules or a lawful request from an authority.

We do not sell your data. We do not use it for advertising and we do not build profiles of you for anyone else.

5. Messages we send

When you book, we send a text message, and an email if you gave one, to confirm the booking. We send a reminder 24 hours before your appointment and, if the shop turns it on, a text 2 hours before. We also write if the booking changes or is cancelled, or if your deposit payment fails or runs out of time. These messages are part of the service, so you cannot turn them off while you have a booking.

If a text cannot be delivered and you gave us an email address, we send the same message by email. The same goes for booking links. Account sign-in links go by email only. If the shop has used its monthly text budget, reminders go by email only.

Your barber gets a text with your name, the services and the time of your booking.

We send the newsletter only if you signed up for it. Every newsletter email has a link to unsubscribe.

The texts come from the shop's own phone number and the emails from Kwafair. Your phone number is never shown to other clients.

6. Who sees your data

Inside the shop, the owner sees all bookings and client records. Each barber sees only their own appointments and the clients they serve. A barber cannot see who else you book with. Notes about your cut are seen only by the person who wrote them.

We share data with the companies that run parts of the service for us, and only what each one needs:

• Campay, our payment provider, and your mobile money operator, MTN or Orange, to take deposits and pay refunds.
• SMS Gateway for Android, the app on the shop's phone that sends our texts through the shop's SIM card, and its online relay, which passes each text to that phone.
• Resend, our email provider, to send booking emails, account sign-in links and the newsletter.
• Our hosting provider, [hosting provider], which stores the site and the database.
• Our error monitoring service, which receives technical error reports. We do not put names, phone numbers or emails in these reports.
• Umami, which counts visits for us. It receives page views without your name, phone number or booking link.
• Google, Apple or another calendar app, only if your barber adds their bookings to their phone calendar. It receives your first name, the services and the time, never your phone number.

These companies act on our instructions and may not use your data for their own purposes.

We may also share data when the law requires it, for example with a court, the police or the tax authority, or to defend the shop in a legal dispute. If the business is sold, client records may pass to the new owner, who must follow this policy.

7. Data outside Cameroon

Some of our providers store or process data outside Cameroon. When they do, we choose providers that protect personal data to a standard at least equal to Cameroonian law, and we use contracts that require them to keep it confidential and secure. For example, Resend, our email provider, is based in the United States.

8. Cookies and storage on your device

The site stores a few small items on your device. None of them is used for advertising.

• kw_locale, a cookie that remembers your language. It lasts one year.
• kw_account, a cookie set when you sign in to your account. It lasts 60 days, or until you sign out.
• kw_session and kw_refresh, cookies set only when a staff member signs in to the dashboard. They last 30 days, or until they sign out.
• kw_csrf, a security cookie set when you or a staff member sign in. It stops other sites from sending requests in your name.
• kw_google, a cookie set only while a staff member signs in with Google.
• Your light or dark display setting, kept in your browser.
• Your name, phone and email, kept in your browser only if you tick "Remember me on this device" when you book. Untick it on your next booking to remove them, or clear your browser data.
• The booking you are making, kept until you close the tab so a page reload does not lose it.
• For staff, a copy of dashboard data without any client or staff details, so the dashboard opens faster.

We count visits with Umami, which does not use cookies and does not track you across other sites. It respects your browser's "Do Not Track" setting, and we remove your private booking link from the addresses it records.

The map on our location page is loaded from Google Maps. When it loads, Google may set its own cookies under its own policy. You can use the directions link instead.

9. How long we keep it

• Client record and booking history: while you keep coming to the shop, and deleted 24 months after your last visit or booking.
• Account: until you ask us to close it. Your client record then follows the rule above.
• Payment and refund records: 10 years, as OHADA accounting rules require.
• Messages you send through the contact form: 6 months.
• Texts and emails we send you: the message text until it arrives or fails, and the record that we sent it for 90 days.
• Newsletter email: until you unsubscribe. Unsubscribing deletes it.
• Request counts used to block abuse: 1 day.
• Server and security logs: 90 days.
• Holds that were never paid: 30 days.

If you ask us to delete your data, we delete it sooner, except what the law requires us to keep.

10. How we protect it

The site uses an encrypted connection (HTTPS). Staff sign in with their own account, and each barber can open only their own clients. We store only a scrambled copy of staff passwords and of your booking link, so a copy of the database does not reveal them. We keep names, phone numbers and emails out of our logs. We limit how many requests one connection can make, which stops attempts to guess links.

Your booking link works like a key. Anyone who has it can see, change or cancel that booking until the appointment ends. Do not share it. If you think someone else has it, contact the shop.

Your account has no password. You sign in with a link we email you, so keep your email account secure.

If a breach puts your data at risk, we will tell you and the authorities as the law requires.

11. Your rights

You can ask us to:

• Tell you what data we hold about you and give you a copy.
• Correct data that is wrong or incomplete.
• Delete your data, except what the law requires us to keep.
• Stop using your data for a purpose you object to, such as the notes on your cut.
• Stop sending you the newsletter, or withdraw any other consent you gave.

To use these rights, contact us by one of the ways listed below. We will check that the request comes from you, usually by sending a code or a message to the phone number on your booking. We answer within 30 days, and it costs nothing. If you have an account, you can see your bookings there at any time.

If you are not satisfied with our answer, you can complain to the personal data protection authority set up under Law No. 2024/017.

12. Children

We cut children's hair, but children under 15 should not book or send messages themselves. A parent or guardian books for them, using their own name and phone number, and adds the child's first name in the booking if they want. If we learn that a child under 15 gave us their data directly, we delete it.

13. Changes to this policy

We may update this policy when the site or the law changes. The date at the top of the page shows the latest version. If a change affects how we use data you already gave us, we will tell you by text message or email before it applies.

14. Contact us

For any question about your data or this policy:

• WhatsApp or phone:
• Email: [contact email]
• In person or by post: , Cameroon