Terms of Service | MyChairHQ

These Terms of Service (the "Terms") are a binding agreement between MyChairHQ LLC, doing business as MyChairHQ ("MyChairHQ," "we," "us," or "our"), and the person or entity accessing or using the MyChairHQ platform ("you").

1. What MyChairHQ Is - Software Platform Only

MyChairHQ provides software tools that allow independent businesses and professionals to create booking pages, manage appointments, manage staff schedules, communicate with customers, process payments through third-party payment providers, host business content, and use related business-management features.

MyChairHQ does not provide barbering, grooming, salon, beauty, wellness, personal care, medical, therapeutic, retail, tax, employment, insurance, legal, or professional services to Customers. Professionals, not MyChairHQ, independently provide and control their services, pricing, premises, tools, equipment, staff, sanitation practices, licenses, policies, refunds, communications, products, and customer relationships.

A Customer may book through a MyChairHQ-powered page, but the appointment service is provided by the Professional. MyChairHQ does not inspect, supervise, endorse, guarantee, or control any Professional, Professional staff member, physical location, service, product, result, safety practice, licensing status, price, refund, cancellation, or customer dispute.

2. Agreement and Incorporated Policies

By accessing or using the Platform, creating an account, accepting an invitation, booking an appointment, or clicking to accept these Terms, you agree to these Terms and the policies incorporated by reference, including:

If you are accepting on behalf of a company, shop, salon, barber business, or other entity, you represent that you have authority to bind that entity. If you do not agree, you may not use the Platform.

3. Definitions

Platform means MyChairHQ websites, applications, APIs, booking pages, professional-branded pages, dashboards, features, integrations, communications tools, payment-related tools, and related services.

Professional means an individual, sole proprietor, company, shop, salon, barber, beauty professional, personal-care professional, or other business that creates or manages a MyChairHQ account or booking site.

Customer means a person who visits, books, pays for, receives, cancels, reschedules, or communicates about services through a Professional's MyChairHQ-powered booking site.

Authorized User means a Professional's owner, admin, staff member, employee, contractor, agent, representative, or other person who accesses the Platform through or on behalf of a Professional.

Professional Content means business names, logos, service descriptions, prices, policies, staff profiles, photos, images, videos, reviews, messages, notes, text, files, and other content uploaded, submitted, configured, or displayed by or for a Professional.

Customer Data means personal information, booking information, communication information, payment metadata, appointment history, and other data about Customers that is submitted to, stored in, or processed through the Platform for a Professional.

Sensitive Data means information that may be considered sensitive under applicable law, including health, medical, biometric, genetic, precise geolocation, government identification, children's data, financial account credentials, protected class information, and similar data.

4. Eligibility and Account Requirements

You must be at least 18 years old and able to enter a binding contract to use the Platform. You may not use the Platform if you are barred from doing so under applicable law, sanctions rules, export controls, or payment-provider requirements.

A Professional represents and warrants that it:

is legally authorized to operate its business;
maintains all required licenses, permits, registrations, certifications, approvals, and insurance;
complies with all federal, state, local, and industry-specific laws applicable to its services and operations;
has authority to use its business name, trade names, trademarks, photos, content, staff information, and customer information;
will ensure all Authorized Users comply with these Terms; and
will maintain accurate account, billing, business, service, policy, and contact information.

MyChairHQ may request identity, ownership, license, insurance, business, payment, messaging-consent, or compliance documentation. Failure to provide requested documentation may result in suspension or termination.

5. Professional Responsibility for Business Operations

Professional is solely responsible for all aspects of its business, including:

services, products, prices, taxes, tips, deposits, fees, cancellations, refunds, no-shows, late arrivals, rescheduling, discounts, promotions, and policies;
licenses, permits, insurance, employment, contractor classification, wage/hour obligations, tax reporting, and regulatory compliance;
staff, employees, contractors, agents, premises, chairs, tools, equipment, products, sanitation, health and safety, accessibility, and customer accommodations;
service outcomes, customer satisfaction, injuries, allergic reactions, infections, burns, cuts, rashes, hair damage, property damage, missed appointments, disputes, chargebacks, and complaints;
content, photos, customer images, staff images, reviews, descriptions, advertising, marketing claims, and intellectual-property compliance;
customer privacy notices, consent, messaging permissions, data retention, data deletion, and data security obligations; and
compliance with all laws that apply to the Professional's actual services, premises, products, communications, staff, and customers.

Professional may not imply that MyChairHQ provides, controls, endorses, verifies, supervises, franchises, employs, or guarantees Professional's services or staff.

6. Relationship of the Parties

Professionals are independent businesses. Nothing in these Terms creates an employment, agency, partnership, franchise, joint venture, fiduciary, representative, broker, marketplace-seller, or professional-services relationship between MyChairHQ and any Professional, Customer, staff member, or Authorized User.

Professional has no authority to bind MyChairHQ. MyChairHQ has no authority to bind Professional to any Customer service obligation except as expressly stated in the Platform features selected by Professional.

7. Professional Accounts, Authorized Users, and Staff

Professional is responsible for all activity under its account, including activity by Authorized Users. Professional must maintain secure credentials, use reasonable access controls, promptly remove inactive or former staff, and not share admin accounts.

Professional is responsible for obtaining all required consents before adding staff names, photos, bios, schedules, phone numbers, email addresses, services, availability, or other staff information to the Platform. Professional must remove or update staff information when it becomes inaccurate, unauthorized, or no longer necessary.

8. Subscriptions, Billing, Trials, and Add-Ons

Professional access to paid Platform features requires an active subscription or active trial. Subscription fees, add-on fees, SMS credits, AI feature fees, overage charges, taxes, and other charges are displayed at checkout, in the dashboard, or in an order form.

Professional authorizes MyChairHQ and its payment processor to charge the payment method on file for recurring fees, one-time charges, add-ons, usage charges, taxes, credits, and amounts owed. Subscription fees are charged in advance unless otherwise stated. Cancellations take effect at the end of the then-current billing period. Fees are non-refundable except where required by law or expressly stated in writing by MyChairHQ.

MyChairHQ may change pricing, plans, features, usage limits, credits, add-on availability, or billing rules by providing notice. Continued use after the effective date of a change constitutes acceptance of the change.

9. Customer Payments, Deposits, Tips, Refunds, and Chargebacks

Customer payments for Professional services are handled under the Payment, Refund, Chargeback, and Stripe Connect Terms. Professional is responsible for all service payments, prices, taxes, tips, deposits, refunds, chargebacks, disputes, payment errors, reversals, processor fees, negative balances, reserves, and customer claims related to Professional services.

MyChairHQ is not a bank, money transmitter, payment processor, escrow agent, fiduciary, collection agency, or financial institution. Payment processing is provided by third-party payment providers such as Stripe. Professional and Customer use of payment services may be subject to payment-provider terms.

10. Customer Bookings and Customer-Facing Policies

Professional must publish accurate customer-facing policies for cancellations, refunds, deposits, no-shows, late arrivals, rescheduling, prices, taxes, service duration, service limitations, and customer conduct. Professional is responsible for honoring those policies and for ensuring they are legally compliant.

Customer use of booking pages is governed by the Customer Booking Terms. Professional must not contradict the Customer Booking Terms or imply that MyChairHQ is responsible for Professional services.

11. Customer Data, Privacy, and Data Processing

Customer Data is subject to the Privacy Policy and Data Processing Addendum. As between MyChairHQ and Professional, Professional controls the purposes and lawful basis for Customer Data collected for Professional's business. MyChairHQ processes Customer Data to provide, secure, support, maintain, and improve the Platform as described in the Privacy Policy and DPA.

Professional is responsible for:

providing required privacy notices to Customers;
obtaining required consents and permissions;
responding to Customer privacy requests where Professional is the controller or business;
ensuring Customer Data is accurate, lawful, and appropriate for the Platform;
not uploading or collecting Sensitive Data unless legally permitted, necessary, and expressly allowed by these Terms;
protecting exported Customer Data; and
not selling, sharing, misusing, or disclosing Customer Data except as permitted by law and by the Customer.

Professional may not use the Platform as a medical record system, health record system, therapy record system, protected health information repository, or regulated health-data platform unless MyChairHQ expressly agrees in a separate signed written agreement.

12. Sensitive Data Restrictions

Professional must not collect, request, store, upload, transmit, or cause MyChairHQ to process Sensitive Data unless all of the following are true:

the data is necessary for a lawful Professional service;
Professional has provided required notices and obtained required consents;
Professional has authority to process and share the data through the Platform;
the data is not prohibited by the Acceptable Use Policy; and
Professional assumes all responsibility for the data and indemnifies MyChairHQ for related claims.

Customers and Professionals should not enter medical diagnoses, treatment records, protected health information, biometric identifiers, government IDs, financial account credentials, or highly sensitive notes into booking notes or messages unless expressly permitted by MyChairHQ and lawful for the Professional.

13. Communications, Email, SMS, and Marketing

Professional use of email, SMS, and campaign features is governed by the Messaging and SMS Terms. Professional is responsible for message content, recipient selection, consent, opt-in records, opt-outs, sender identification, physical-address disclosures, message timing, marketing claims, and compliance with all communications laws.

MyChairHQ may suspend or disable messaging features if it suspects spam, missing consent, high complaint rates, carrier rejection, A2P campaign issues, unlawful content, abuse, or violation of provider rules.

14. AI-Powered Features

MyChairHQ may provide AI-powered features, such as service-description generation, website copy, marketing copy, staff bios, FAQ content, business insights, customer insights, analytics summaries, retention indicators, pricing suggestions, forecasting, or chat-style business assistance.

AI outputs are informational only. They may be inaccurate, incomplete, inappropriate, biased, outdated, noncompliant, or unsuitable for Professional's business. Professional is solely responsible for reviewing, editing, approving, publishing, using, or acting on AI outputs. AI outputs are not legal, tax, medical, financial, employment, safety, licensing, insurance, accessibility, privacy, or professional advice.

Unless expressly enabled by Professional or disclosed in the Privacy Policy, MyChairHQ does not use Professional Content or Customer Data to train foundation AI models. AI features may send limited data to AI subprocessors to generate Professional-requested outputs, as described in the Privacy Policy and Subprocessor List. Professional must not submit Sensitive Data to AI features unless expressly permitted.

15. Google and Calendar Integrations

If Professional enables Google sign-in, Google Calendar, or other calendar integrations, Professional authorizes MyChairHQ to access, use, store, and transmit the relevant integration data only to provide the requested user-facing feature, such as authentication or calendar synchronization. MyChairHQ does not use Google Calendar data for advertising, does not sell it, and does not use it to train AI models.

Calendar integrations may be delayed, interrupted, unavailable, inaccurate, duplicated, or affected by third-party outages, permission changes, time-zone settings, user errors, deleted events, or API limits. Professional is responsible for verifying its schedule, availability, and appointments.

16. Platform Availability, Changes, and Fair Use

MyChairHQ may modify, suspend, limit, replace, remove, deprecate, or discontinue features, integrations, APIs, plans, usage limits, storage limits, SMS credits, AI features, reports, or third-party providers. MyChairHQ may perform maintenance, updates, and security changes.

The Platform is subject to fair-use limits. MyChairHQ may impose limits or additional charges for excessive API calls, storage, bandwidth, images, SMS, email, AI tokens, background jobs, exports, payment attempts, support requests, or other usage that creates operational, security, compliance, or cost risk.

17. Monitoring, Security, and Abuse Prevention

MyChairHQ may monitor Platform activity for security, reliability, billing, support, abuse prevention, fraud detection, provider compliance, resource usage, and performance. Monitoring may include account activity, login events, API requests, error logs, usage volumes, payment metadata, message-delivery metadata, rate-limit data, storage usage, and other operational data.

MyChairHQ does not routinely inspect Professional Content or Customer booking notes for business quality or service compliance. MyChairHQ may use internal analytics and monitoring tools to view aggregated cross-tenant metrics, including usage volumes, subscription health, cost data, error rates, and operational performance, for Platform administration, capacity planning, cost management, fraud detection, and service improvement. However, MyChairHQ may access, preserve, review, or disclose content and data when needed to provide support, investigate abuse, enforce policies, comply with law, respond to security incidents, or protect rights, safety, property, or the Platform.

18. Professional Content, Photos, Reviews, and Media

Professional retains ownership of Professional Content. Professional grants MyChairHQ a limited, worldwide, non-exclusive, royalty-free license to host, store, reproduce, display, transmit, format, adapt for display, distribute through Professional's booking site, and otherwise use Professional Content to provide, secure, support, operate, and improve the Platform. This license ends when Professional Content is deleted from active systems, except for backups, legal retention, security records, support records, de-identified data, and uses permitted by law.

Professional represents that Professional has all rights, consents, releases, and permissions needed for Professional Content, including customer photos, before-and-after images, staff images, logos, reviews, music, trademarks, and copyrighted materials. Professional must obtain parent or guardian consent before uploading or publishing images or personal information of minors.

Professional must not create, buy, fake, gate, suppress, manipulate, or misuse reviews or testimonials in violation of law or third-party platform rules.

19. Intellectual Property

MyChairHQ and its licensors own the Platform, software, design, technology, workflows, interfaces, databases, code, templates, business methods, trademarks, logos, and related intellectual property. Subject to these Terms, MyChairHQ grants you a limited, revocable, non-exclusive, non-transferable, non-sublicensable right to use the Platform for your permitted business use.

You may not copy, modify, reverse engineer, decompile, scrape, sell, lease, sublicense, host, frame, mirror, compete with, or create derivative works of the Platform except as permitted by law or by MyChairHQ in writing.

20. DMCA and Copyright Complaints

If you believe content on the Platform infringes your copyright, send a notice to dmca@mychairhq.com containing:

your name, address, phone number, and email;
identification of the copyrighted work;
identification of the allegedly infringing content and its location;
a statement that you have a good-faith belief the use is unauthorized;
a statement under penalty of perjury that the information is accurate and that you are the copyright owner or authorized agent; and
your physical or electronic signature.

MyChairHQ may remove content and terminate repeat infringers.

21. Third-Party Services

The Platform depends on third-party services such as hosting providers, payment providers, email providers, SMS providers, image hosting providers, AI providers, analytics and error-monitoring providers, job-processing providers, calendar providers, and authentication providers. Third-party services are subject to their own terms, privacy policies, availability, security, errors, rate limits, fees, outages, account requirements, and compliance rules.

MyChairHQ is not responsible for third-party services, third-party terms, provider outages, provider account termination, provider API changes, failed message delivery, failed calendar sync, failed payment processing, reserves, holds, or provider compliance decisions.

22. Suspension and Termination

MyChairHQ may suspend, restrict, or terminate access to the Platform, with or without notice, if MyChairHQ believes that:

you violated these Terms or an incorporated policy;
you failed to pay amounts owed;
your use creates security, legal, operational, financial, reputational, carrier, provider, or compliance risk;
you provided false, incomplete, or misleading information;
you lack required licensing, insurance, permissions, consent, or authority;
you violated payment-provider, messaging-provider, hosting-provider, AI-provider, or calendar-provider rules;
your account has high disputes, chargebacks, complaints, bounce rates, opt-outs, spam flags, or abuse indicators;
you engage in fraud, data misuse, scraping, harassment, illegal activity, or prohibited services; or
suspension is needed to protect Customers, Professionals, MyChairHQ, providers, or the public.

Upon termination, MyChairHQ may disable booking pages, revoke access, stop communications, disconnect integrations, preserve data as required or permitted, delete or de-identify data according to the Privacy Policy and DPA, and retain records needed for billing, taxes, disputes, fraud prevention, security, legal compliance, and enforcement.

Professional remains responsible for notifying Customers, fulfilling or cancelling appointments, handling refunds, paying fees, exporting data before termination, and resolving customer disputes.

23. Disclaimers

The Platform is provided "as is" and "as available." To the maximum extent permitted by law, MyChairHQ disclaims all warranties, express, implied, statutory, and otherwise, including warranties of merchantability, fitness for a particular purpose, title, non-infringement, accuracy, reliability, availability, security, uptime, message delivery, payment success, calendar accuracy, data recovery, business results, revenue, customer retention, or suitability for Professional's business.

MyChairHQ does not guarantee that the Platform will be uninterrupted, error-free, secure, free of harmful components, compatible with every device, compliant with every industry rule applicable to Professional, or able to prevent double bookings, missed appointments, failed reminders, payment failures, data loss, or third-party outages.

24. Limitation of Liability

To the maximum extent permitted by law, MyChairHQ will not be liable for indirect, incidental, special, consequential, exemplary, enhanced, or punitive damages; lost profits; lost revenue; lost business opportunity; lost goodwill; reputational harm; business interruption; loss or corruption of data; service outcomes; customer disputes; injuries; chargebacks; refunds; failed payments; failed messages; failed integrations; or third-party services, even if advised of the possibility of such damages.

For Professionals, MyChairHQ's total liability for all claims will not exceed the greater of: (a) the subscription fees paid by Professional to MyChairHQ in the 12 months before the event giving rise to the claim; or (b) $100.

For Customers, Visitors, staff, and other non-paying users, MyChairHQ's total liability for all claims will not exceed the greater of: (a) amounts paid directly by that person to MyChairHQ, excluding amounts paid to Professionals; or (b) $100.

The limitations apply to all theories of liability, including contract, tort, negligence, strict liability, statutory claims, warranty, and equity, except where prohibited by law.

25. Indemnification

Professional will defend, indemnify, and hold harmless MyChairHQ and its owners, officers, directors, employees, contractors, agents, affiliates, successors, assigns, and providers from and against all claims, demands, actions, investigations, penalties, fines, damages, losses, settlements, judgments, costs, and expenses, including reasonable attorneys' fees, arising from or related to:

Professional services, products, premises, staff, tools, equipment, sanitation, safety, business practices, or customer relationships;
injuries, illness, allergic reactions, infections, burns, cuts, hair damage, property damage, dissatisfaction, missed appointments, cancellations, refunds, no-shows, late arrivals, disputes, or chargebacks;
Professional's breach of these Terms or incorporated policies;
Professional's violation of law, licenses, permits, insurance obligations, consumer-protection rules, employment rules, tax obligations, accessibility obligations, privacy obligations, or communications laws;
Professional Content, photos, customer images, reviews, trademarks, copyrights, publicity rights, or privacy rights;
Professional's collection, use, disclosure, sale, sharing, export, retention, deletion, or misuse of Customer Data or staff data;
SMS, email, marketing, advertising, opt-in, opt-out, A2P, carrier, TCPA, CAN-SPAM, or provider-rule violations caused by Professional or Professional instructions;
payment disputes, refunds, chargebacks, negative balances, reserves, processor fees, taxes, tips, deposits, or Customer service payments;
Professional's use of AI outputs or failure to review AI outputs;
acts or omissions of Professional's owners, admins, staff, employees, contractors, agents, or Authorized Users; and
any allegation that MyChairHQ is responsible for Professional's independent services, premises, staff, products, policies, or customer disputes.

MyChairHQ may control the defense of any matter at Professional's expense if the claim could affect MyChairHQ's rights, reputation, providers, Platform, or other users. Professional may not settle any claim in a way that imposes liability, admission, restriction, or obligation on MyChairHQ without MyChairHQ's written consent.

26. Dispute Resolution, Governing Law, and Venue

Before filing a claim, you must contact MyChairHQ at support@mychairhq.com and provide a detailed description of the dispute. The parties will attempt in good faith to resolve the dispute informally for 30 days.

These Terms are governed by the laws of Georgia, without regard to conflict-of-law rules. Subject to any arbitration clause adopted by MyChairHQ in a signed order form or separate policy, disputes must be brought in the state or federal courts located in the State of Georgia, and each party consents to that venue and jurisdiction.

You and MyChairHQ waive the right to participate in class actions, collective actions, representative actions, private attorney general actions, or class arbitrations to the maximum extent permitted by law. Claims must be brought individually.

Either party may seek injunctive or equitable relief for intellectual-property misuse, confidentiality breaches, security incidents, data misuse, unauthorized access, payment misuse, or policy violations without waiting for informal resolution.

27. Changes to Terms

MyChairHQ may update these Terms. Material changes will be posted or sent by reasonable notice. Changes take effect on the stated effective date. Continued use after the effective date means acceptance. If you do not accept updated Terms, you must stop using the Platform and cancel your account.

28. General Terms

These Terms and incorporated policies are the entire agreement regarding the Platform. If a provision is unenforceable, the rest remains effective. Failure to enforce a provision is not a waiver. You may not assign these Terms without MyChairHQ's consent. MyChairHQ may assign these Terms in connection with a merger, acquisition, reorganization, sale of assets, or by operation of law.

MyChairHQ is not liable for delay or failure caused by events beyond reasonable control, including internet failures, provider outages, labor disputes, natural disasters, war, terrorism, pandemics, government actions, cyberattacks, power failures, payment-network issues, or carrier actions.

29. Contact

MyChairHQ notices and support requests may be sent to:

MyChairHQ LLC d/b/a MyChairHQ MyChairHQ LLC Support: support@mychairhq.com Privacy: privacy@mychairhq.com Security: security@mychairhq.com