Privacy policy

OnFika is an appointment and business management platform for salons, barbers, spas, clinics and other service businesses. In this policy, “OnFika”, “we”, “us” and “our” refer to the OnFika service and the team operating it. “You” means a visitor, client, professional or business using the service.

This policy applies to information collected through OnFika websites, public business pages, booking flows, customer accounts, business accounts and related communications. A business using OnFika may also have its own privacy notice. Where a business decides why and how its client records are used, that business may be responsible for those records and you should contact it directly with questions about your appointment history.

Depending on how you use OnFika, we may collect:

• Account information: name, email address, phone number, password credentials and preferred language.
• Booking information: the business, service, professional, date, time, notes and appointment status.
• Business information: business name, location, opening hours, services, prices, team details, photos and public contact details.
• Payment information: payment method, amount, currency, payment status and transaction reference. Payment providers may collect and process card or mobile-money details directly.
• Client notes: information a business or client chooses to add, such as preferences, visit notes or service requirements. Please do not add information that is not needed for the appointment.
• Device and usage information: browser type, device identifiers, approximate location, pages viewed, search activity and diagnostic data.
• Location information: approximate location when you choose a near-me or location-based search. You can use a city or area instead and can disable location access in your device settings.
• Messages and support requests: information you provide when you contact us or communicate through an enabled booking or business channel.

If you verify an email address or phone number by one-time code, OnFika may compare it with a matching client record held by a business. We only link records when we have a sufficiently confident match. A linked record may show appointment or purchase history in your account and may update basic contact details held by the business. If you believe a record was linked incorrectly or you do not want the link, contact us and we will investigate and disconnect it where appropriate.

We use information to:

• create and secure accounts, authenticate users and provide the OnFika service;
• show businesses, services, availability, locations and booking details;
• create, confirm, change and manage appointments;
• process or record payments, deposits, refunds and receipts through the selected payment provider;
• send service messages such as confirmations, reminders, cancellations and important account notices;
• provide business tools such as calendars, client records, team management and reports;
• respond to support requests and improve reliability, accessibility and security;
• detect fraud, abuse, unauthorised access and other harmful activity; and
• meet legal, accounting and regulatory obligations.

Where data protection law requires a legal basis, we may process information because it is needed to provide a booking or account, because you have given consent, because we have a legitimate interest in operating and improving a safe service, or because processing is required by law. You can withdraw consent where consent is the basis, although this will not affect processing already carried out lawfully.

We may use limited profiling or automated checks to help rank search results, prevent fraud, detect suspicious access, route support requests or improve service recommendations. We do not intend these checks to make decisions with legal or similarly significant effects without appropriate safeguards. Where applicable law gives you a right to information, human review or objection, you can contact us.

We do not sell personal information as a standalone data product. We may share information with:

• the business, professional or client involved in a booking, where needed to provide the appointment;
• payment, hosting, storage, messaging, analytics, customer support and security providers that help us operate OnFika;
• professional advisers, insurers, auditors or authorities where reasonably necessary;
• another organisation involved in a merger, acquisition, financing or sale of part of our business, subject to appropriate protections; and
• other parties when you ask us to share information or clearly agree to the sharing.

Service providers may process information in countries other than the country where you live. We use contractual, technical or organisational safeguards appropriate to the transfer and applicable law.

For client records managed by a business, the business may be the controller of information it collects for its own services and OnFika may act as its processor for selected features. For platform operation, security, support, analytics and product improvement, OnFika may act as an independent controller. The applicable business privacy notice and this policy should be read together.

We use access controls, authentication, encryption in transit and other reasonable safeguards designed to protect information. No online service can guarantee absolute security, so please choose a strong password and tell us promptly if you believe an account has been compromised.

We keep information for as long as needed to provide the service, maintain business and financial records, resolve disputes, enforce agreements and meet legal obligations. Retention periods vary by the type of information and the context in which it was collected. When information is no longer needed, we delete it, anonymise it or securely restrict access to it.

Depending on your location and the applicable law, you may have the right to ask for access to, correction of, deletion of or a copy of your personal information. You may also be able to object to or restrict certain processing, or complain to a data protection authority.

You can unsubscribe from optional marketing messages using the link in the message or by contacting us. Service messages about bookings, security or account changes may still be sent. To request an update or deletion, contact us with enough information for us to identify the relevant account. We may need to verify your request and may retain information where the law allows or requires us to do so.

We aim to respond within the period required by applicable law. If you are not satisfied with our response, you may be able to complain to the data protection authority in the country where you live, work or believe a violation occurred.

OnFika may use essential cookies and similar storage to keep pages working, remember preferences, secure sessions and understand service performance. Where required, we will ask for permission before using non-essential analytics or marketing technologies. You can control cookies through your browser, but disabling essential cookies may affect sign-in or booking functionality.

Similar technologies may include device identifiers, pixels, web beacons and in-app codes. They can help us remember preferences, measure campaigns, understand how pages are used and keep the service secure. We do not use a cookie choice to override a preference required by law.

OnFika is intended for adults and businesses. We do not knowingly collect information directly from children who are not permitted to use the service under applicable law. If you believe a child has provided information to us, please contact us so we can review and remove it where appropriate.

We may update this policy when our service, legal obligations or information practices change. We will publish the revised version here and update the date above. If a change is material, we will provide an additional notice where required.

For privacy questions or requests, contact hello@onfika.com or use our contact page.