Calmia Nail Lounge

Privacy Policy

How we collect, use and protect your personal information on calmianails.ca, in the Virtual Studio, in My Calmia and when you talk to Hannah.

Last updated: October 26, 2026

1. Who we are

Calmia Nail Lounge Inc., operating as Calmia Nail Lounge (“Calmia”, “we”, “us”), Unit 200, 8228 Victoria St., Metcalfe, Ontario. We follow Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA). Questions or requests: contact@calmianails.ca or 613-797-1557. Our privacy contact is the salon owner.

2. What we collect

Account details – your name, mobile phone number and, for older accounts, your email address. If you set a password, we store only a secure one-way hash, never the password itself.
Verification codes – when you ask for a sign-in or password-reset code, we send it by text message or email. Codes expire within minutes.
Studio photos – the hand photo and the design or inspiration you choose to create an AI preview.
Your Studio activity – Saved Looks, favourite designs, previews used and remaining, and your messages with Hannah, our virtual assistant.
My Calmia – the site colour and nickname you choose, your reminder settings, the appointments booked with your verified mobile number and, if you add one, your profile photo (shown only to you in My Calmia; remove it there any time).
Visit records – when you book, we keep your appointment details (for example your name, mobile number, services and the visit date) so we can serve you at the salon.
Usage information – which pages and designs are viewed and which steps are used, plus device type (phone, tablet or computer). Our own statistics do not include your name, email, phone number or photos.

3. Why we use it

To create your account, sign you in and keep it secure, for example with verification codes and limits on repeated attempts.
To create AI previews, save the looks you keep, prepare service estimates and answer your questions through Hannah.
To recognise you as a Calmia customer. We match the verified mobile number on your account with our salon visit records. We only match a number after you have confirmed it with a code.
To book and prepare your visit, and to contact you about your appointment or your account.
To understand how the website is used, so we can improve it.
To meet legal obligations and to prevent abuse or fraud.

We do not sell your personal information. We do not use your number to send marketing texts unless you separately agree to receive them.

4. Consent

We ask for your consent when you create an account, add a photo, ask for a code or send a message to Hannah. You can withdraw consent at any time, subject to legal or contract limits. Some features, such as previews, may not work without the information they need.

5. Text messages

Calmia Nail Lounge sends text messages from its own number: one-time verification codes, only when you ask for one (one message per request), and appointment texts for the visits you book (a confirmation, reminders before your visit, notices when a visit is changed or cancelled with a link to manage it, and after your visit a thank-you and a reminder when it is time to rebook). Promotional texts are sent only if you turn them on in My Calmia. Message frequency varies with your bookings. Message and data rates may apply. Reply STOP at any time to opt out, or HELP for help. You can also contact us at 613-797-1557 or contact@calmianails.ca.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties.

6. Service providers and where data is processed

We use trusted service providers that act on our behalf:

website hosting;
text-message and email delivery;
AI image processing for previews;
an AI chat service for Hannah;
a voice service for voice calls with Hannah, which turns what you say into text and Hannah’s replies into speech (Calmia does not record your voice);
website analytics (Google Analytics, which does not receive your name, contact details or photos);
online booking (Fresha, which has its own privacy policy, while we still use it).

Some of these providers are located in, or store information in, the United States or other countries. There it may be accessed by authorities under local law. We share only what each provider needs, and they must protect it. Our text-message provider receives your mobile number only to deliver our own messages to you.

All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

7. How long we keep it

Original hand photos are processed in memory and are not saved to our disk. A preview you do not save is available for up to 24 hours.
Saved Looks stay until you delete them. A booking link you share works for up to 60 days.
Technical records of a preview request are kept for 7 days.
Our statistics, without names, emails, phone numbers or photos, are kept for up to 3 years.
Account details and visit records are kept while your account is active and deleted on request, unless we must keep them by law.

8. How we protect it

We use encrypted connections (HTTPS), codes that expire, rate limits and restricted access to our systems. No method is completely secure. If a breach creates a real risk of significant harm, we will notify you and the Privacy Commissioner as the law requires.

9. Your choices and rights

You may ask to see, correct or delete your personal information, or withdraw consent, by contacting us at contact@calmianails.ca or 613-797-1557. We will answer within 30 days. You can delete Saved Looks yourself in the Studio. If you are not satisfied with our answer, you may contact the Office of the Privacy Commissioner of Canada at priv.gc.ca.

10. Children

The Studio is meant for adults. We do not knowingly create accounts for children under 13. A younger guest can try designs with a parent or guardian.

11. Changes

We will post any update on this page, with a new “Last updated” date. If we make an important change to how we use your information, we will tell you on the website before it applies.