Privacy Policy

1. What information we collect

We collect personal information so we can provide the SalaPod service. The kinds of information we collect depend on whether you're a practitioner, a studio manager, or a contact recorded by one of our users.

If you sign up as a practitioner or studio manager, we collect:

• Your name and email address (used for account creation and login)
• Your phone number, if you choose to provide it
• Your business details: business name, ABN, address, bank details, tax settings, currency preference (used to populate invoices)
• Information about classes, sessions, time off, substitutions, and invoices you create using the service
• Notes you write about your roster (manager) or clients (practitioner)
• If you connect Stripe Connect, your Stripe account identifier (so we can route invoice payments to you)

If a SalaPod user records you as a contact

(for example, a practitioner adds you as a direct booking client, or a studio manager adds you as a venue contact), the SalaPod user provides your name, email, phone number, and any other details they choose to record. We process this information on behalf of that user.

Automatically collected information:

• Authentication session cookies (required to keep you signed in)
• IP address and browser information collected by our hosting provider for security and abuse prevention
• Logs of email send attempts (sender, recipient, time, success/failure) for support and deliverability monitoring

We do not use advertising trackers, cross-site tracking cookies, or analytics that profile you across other websites.

2. How we use your information

We use your information to:

• Provide the SalaPod service (scheduling, invoicing, substitutions, calendar sync, etc.)
• Send transactional emails (invoices, sub request notifications, payment reminders, account emails)
• Respond to your enquiries and provide support
• Maintain security, prevent abuse, and protect our service
• Comply with legal obligations (including tax record-keeping requirements)

We do not:

• Sell your personal information
• Share your personal information with advertisers
• Use your data to train artificial intelligence models
• Send you unsolicited marketing emails

3. Who we share information with

To run SalaPod, we use a small number of trusted third-party processors. Each handles a specific function and is bound by their own privacy and security obligations:

When you use SalaPod, your information is necessarily transmitted to these processors so the service can function. Each processor maintains its own privacy practices and security controls.

We will also disclose information if required by Australian law (for example, in response to a court order or lawful regulatory request).

4. International data transfers

Because some of our processors are based outside Australia (primarily United States and European Union), your personal information will be transferred internationally. We rely on the contractual privacy commitments of these processors and their compliance with their local privacy frameworks (such as the EU GDPR for Resend and ImprovMX, and US privacy laws for Supabase, Stripe, and Vercel).

By using SalaPod, you consent to this international transfer. If you'd prefer your data not leave Australia, SalaPod is not currently the right tool for you.

5. How long we keep your information

• Account data: while your account is active, plus a reasonable period after deletion to handle support requests or disputes.
• Invoice records: at least 7 years after issue, to comply with Australian Taxation Office record-keeping requirements.
• Email logs: typically 30–90 days for deliverability and support purposes.
• Backups: routine database backups may retain deleted information for up to 90 days before being overwritten.

If you close your account, we delete or anonymise personal information that isn't subject to the retention requirements above.

6. Your rights

Under the Australian Privacy Principles, you have the right to:

• Access the personal information we hold about you
• Correct information that is inaccurate, out of date, or incomplete
• Request deletion of your personal information (subject to legal retention requirements above)
• Withdraw consent for non-essential processing
• Make a complaint about how we've handled your personal information

To exercise any of these rights, email hello@salapod.com. We aim to respond within 7 business days.

If you're not satisfied with our response, you can complain to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

7. Security

We take reasonable steps to protect your personal information from misuse, loss, unauthorised access, modification, and disclosure. These steps include:

• All connections use HTTPS encryption
• Database access is restricted by row-level security (each user can only access their own data)
• Service-role database access is limited to specific server-side operations
• Authentication sessions use secure, signed tokens
• Bank account details and other sensitive information are never logged or transmitted to third parties beyond what's strictly necessary

No system is perfectly secure. If we become aware of a data breach affecting your information, we will notify you and the OAIC as required by the Notifiable Data Breaches scheme.

8. Cookies

SalaPod uses a small number of cookies, all functional:

• Authentication session cookies to keep you signed in
• Session preferences (e.g. which dashboard view you last used)

We do not use cookies for advertising, cross-site tracking, or analytics that profile you across other websites.

9. Children's privacy

SalaPod is a tool for adult professionals (wellness practitioners and studio managers). We do not knowingly collect personal information from anyone under 18. If you believe a child has signed up for SalaPod, contact us at hello@salapod.com and we'll delete the account.

10. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we'll update the “Last updated” date at the top and, for material changes, notify you by email.

11. Contact us

For privacy questions, requests, or complaints:

Email: hello@salapod.com

Post: Hayden Wells (SalaPod), 3/9 Albert Street, Annerley QLD 4103, Australia