Privacy Policy

01Who we are

HairChart is a scalp and hair documentation platform for hair-care professionals. It is operated by Healthy Hair Growth LLC ("HairChart", "we", "us"), a company registered at 5491 Adams St, Mounds View, MN 55112, United States.

HairChart is operated from Minnesota, United States. It is offered to customers in the United States only, and personal information is processed and stored in the United States.

This policy explains what personal information the HairChart mobile, tablet and web applications collect, why we collect it, who we share it with, and the choices you have. It applies to the HairChart app, the HairChart provider dashboard and myhairchart.com.

02Who this policy covers

HairChart is used by two groups of people, and the way we handle information differs for each.

Professionals

Salons, braiders, stylists, locticians and other hair professionals who hold a HairChart account. We are the controller of your account information — you deal with us directly, and this policy governs that relationship.

Clients

The people who sit in the chair. Their records are created and controlled by the salon or professional who assessed them. For that information the salon is the controller (or "business") and HairChart acts as a processor (or "service provider") on the salon's instructions.

03Information we collect

We collect only what the platform needs to document assessments and keep them connected over time.

What we do not collect

• We do not collect precise device location.
• We do not access your device's camera roll or photo library except for images you explicitly select.
• We do not read your contacts, messages, or calendar.
• We do not sell personal information, and we do not share it for cross-context behavioural advertising.

04Scalp images & sensitive data

Scalp images are the most sensitive information HairChart holds, and we treat them accordingly.

• Images are captured only through the in-app capture flow, by a professional, in a salon setting.
• They are stored encrypted and are visible only to the salon that captured them, to staff that salon authorises, and — where a client consents — to the client and to reviewers in the Clinic Network.
• They are never used for advertising, never sold, and never published.
• Images are processed to assess scalp condition, not to identify individuals. HairChart does not perform facial recognition and does not build a biometric identifier from scalp images.

05How we use information

• To provide the service — capture, analyse, store and present scalp assessments, reports, care plans and visit history.
• To maintain continuity — compare an assessment against the client's previous visits.
• To support you — answer questions, investigate faults, restore data.
• To secure the platform — detect and prevent fraud, abuse and unauthorised access.
• To improve the product — using aggregated or de-identified data that cannot reasonably be linked back to an individual.
• To meet legal obligations — tax, accounting, and responding to lawful requests.

We do not use client records or scalp images for marketing, and we do not use them to train general-purpose AI models.

06AI-assisted analysis

HairChart uses third-party artificial intelligence services to help analyse scalp images. When an assessment is run, the captured images and limited related information are transmitted to our AI processing provider, currently Anthropic, PBC, and returned as an analysis.

• Transmission is encrypted in transit.
• Our provider processes this data under contract, on our instructions, and is not permitted to use it to train its models.
• The analysis is a decision-support output. It is reviewed by the professional, who remains responsible for every service decision.
• We may change AI providers. If we do, we will update this policy and the list of processors at myhairchart.com.

07How we share information

We share personal information only in the circumstances below.

We do not sell personal information and have not done so in the preceding twelve months. We do not share personal information for cross-context behavioural advertising or targeted advertising.

08The Scalp & Hair Clinic Network

Where a case warrants review beyond the salon, a professional may submit it to the Scalp & Hair Clinic Network for review by participating trichology or dermatology providers.

• A case is submitted only with the client's explicit, recorded consent.
• Only the information needed for that review is submitted.
• Reviewing providers are independent practitioners, responsible for their own professional conduct, records and regulatory obligations. They are not employees or agents of HairChart.
• A client may withdraw consent at any time. Withdrawal stops future submissions; it does not undo a review already carried out.

09How long we keep information

10Security

• Data is encrypted in transit (TLS 1.2 or higher) and at rest.
• Access is role-based: a professional sees only clients belonging to their salon.
• Administrative access is limited to staff who need it, and is logged.
• We test the platform for vulnerabilities and patch on a defined schedule.
• Where a breach is likely to result in a risk to people's rights, we will notify affected users and the relevant regulator within the time limits the law sets.

11Your choices and rights

Whatever jurisdiction you are in, you can:

• Access the information we hold about you.
• Correct anything inaccurate.
• Export your records in a portable format.
• Delete your account and its data — see section 12.
• Withdraw consent where processing relies on consent.
• Turn off notifications in the app, or unsubscribe from marketing email using the link in any message. Service and security notices cannot be turned off while you hold an account.

To exercise any of these, write to [email protected]. We respond within 30 days, or sooner where the law requires. We may need to verify your identity first, and we will not charge you unless a request is manifestly unfounded or excessive.

12Deleting your account

You can delete your HairChart account and the data associated with it at any time.

1. In the app — open Settings → Account → Delete account and confirm.
2. On the web — go to myhairchart.com/delete-account and submit the form.
3. By email — write to [email protected] from your registered address.

What is deleted: your professional profile, login credentials, client records, scalp images, assessments, reports and care plans held under your account.

What is retained, and why: billing and tax records for the statutory period; records of consent and of any Clinic Network submission, where retention is needed to evidence that a lawful process took place; and de-identified aggregate statistics that cannot be linked to you or your clients. Deleted data is removed from active systems immediately and purged from encrypted backups within 35 days.

13US state privacy rights

If you live in California, Colorado, Connecticut, Virginia, Utah, Texas, Oregon, Montana or another state with a comprehensive privacy law, you have the rights set out in section 11, plus:

• The right to know what categories of personal information we collect, use and disclose, and to whom.
• The right to opt out of sale, of sharing for cross-context behavioural advertising, and of profiling with legal or similarly significant effects. HairChart does none of these, so there is nothing to opt out of.
• The right to limit the use of sensitive personal information. We use sensitive information — scalp images and related observations — only to provide the service you asked for, which is a permitted purpose.
• The right not to be discriminated against for exercising any of these rights.
• The right to appeal a refused request. Write to [email protected] with "Appeal" in the subject line; we respond within 45 days.

An authorised agent may submit a request on your behalf with written permission. California residents may also designate an agent under the CCPA as amended by the CPRA.

14Children

HairChart is a professional tool. It is not directed to children, and we do not knowingly allow anyone under 18 to hold an account. If we learn that a minor has created an account we will close it and delete the data.

A salon may assess a client who is a minor. Where that happens, the salon is responsible for obtaining verifiable consent from the child's parent or legal guardian before any image is captured, and for meeting any additional requirements its jurisdiction imposes.

15Not medical advice

HairChart is a documentation, tracking and decision-support platform for hair-care professionals and their clients. HairChart does not independently diagnose medical conditions and does not replace evaluation by a licensed healthcare professional. Clients with concerns such as hair loss, scalp pain, lesions, significant irritation or other skin or scalp changes should be appropriately referred for professional medical evaluation.

HairChart is not a medical device and has not been cleared or approved by any medical regulator. Unless a salon operates as a covered entity and has signed a separate business associate agreement with us, HairChart is not a HIPAA-covered service.

16Changes to this policy

We update this policy when the product or the law changes. The effective date at the top always reflects the current version. If a change materially affects how we handle your information we will notify you in the app and by email at least 14 days before it takes effect, and where the law requires it we will ask for your consent. Continuing to use HairChart after a change takes effect means you accept the updated policy.

17Contact us

Questions, requests and complaints about privacy: