Privacy Policy

Information we collect

TOVIS collects the information you give us while using the product, and a small amount the product needs in order to work:

• Account details — your name, email address, phone number and whether you use TOVIS as a client or as a professional.
• Booking information — the appointments you book or accept, the services involved, and the notes and messages exchanged about them.
• Addresses — a professional’s business location, and, for an appointment that takes place at your own home, the service address you add.
• Location — if you allow location access, the app uses your device’s location to find professionals near you. This can be approximate or precise, depending on your permissions and device settings. We also keep coordinates for business locations, service addresses and saved search areas you choose; these coordinates can be precise. We use location to sort and filter results, recommend nearby professionals and arrange appointments.
• Saved searches — if you save a search, we keep what it looks for (the words you typed, the service and filters you chose, and the saved area it is centred on) so you can run it again and, if you turn alerts on, hear when a new professional matches it. A professional can also save a search for trade partners (a service and a distance). A saved search is kept until you delete it, the saved area it uses, or your account. Searches you do not save are not kept with your account.
• Photos and the words around them — appointment photos, portfolio posts, captions, comments and replies. The app’s own camera never records sound, but a video you upload from your library keeps any sound it already has.
• Payment details — only if a professional offers card payment, and handled by our payment processor, Stripe. See below.
• Support messages — the subject and message you send us through the support form.
• Device and usage information — a device identifier so we can send you the notifications you have turned on, and basic in-app activity such as which posts you have viewed, so the app can show you relevant content and we can see which features are used.

Personalized recommendations

We use your saved interests and preferences, the Looks you view, like or save, the professionals you follow, and your completed booking history (including service categories and prices) to personalize recommendations. Location helps recommend nearby professionals. These signals are linked to your account. Optional AI consultations also use the photos and cosmetic observations described below to tailor styling suggestions to you.

Photos and AI analysis

Photos you save to an appointment or portfolio post are stored with your TOVIS account. Consultation photos use a separate temporary raw-capture workflow described below. A photo is shared with another person only where the product says it will be — with the professional you booked, the professional whose Look you started a consultation from, a professional you choose to share a consultation with, or publicly if you choose to post it.

Some features use artificial intelligence. When you use the AI camera coach, the photo you choose is sent to Anthropic (the makers of Claude) for analysis after the app tells you. Camera-coach photos are analysed in transit and are not stored for that purpose. When you choose an AI consultation, Anthropic receives the photos and inspiration you add, the service context, the questions you answered, the choices and answer codes you selected, and any explanation or note you wrote. Your answers can include allergies, skin sensitivity, prior reactions or other service-safety information. Your answers to the health questions on a hair consultation (whether something such as new medication, pregnancy or postpartum, recent surgery, or hormone or thyroid changes could affect how your hair behaves, and whether your scalp is sore, itchy, flaky or broken) are never sent to Anthropic: only professionals who can see your consult see them, as a prompt to check with you in person before any chemical service. Where available, a limited structured summary of earlier cosmetic observations, preferences and visit-outcome reports may also be sent. You must accept the separate Photo & analysis consent before analysis.

An AI consultation records cosmetic observations about your face and colouring, such as skin depth and undertone, eye and brow shape, and face shape, and uses them to shape its recommendations. The AI is instructed never to infer race, ethnicity, age or health. These observations are kept with the consultation and deleted with your account.

Raw consultation captures are temporary. Under the current consultation consent, they are kept until your appointment is finished and then automatically deleted. If you have not booked, or your booking is cancelled, they are deleted within 30 days of when you added them. If you choose chart copy, they can remain available for up to 14 days after the appointment so the consultation can be revised. A consultation agreed under an earlier version of the consent keeps the rule that version described: without chart copy, raw captures are queued for deletion after the analysis finishes. Chart copy is separate: a private copy can be saved with the appointment for you and your professional to refer back to, and it can be deleted on request.

You can share a consultation with a professional who is not yet on the app. You choose what is included. The link shows them only your first name and the services suggested for you; they see the rest of what you chose only after they create a professional account or sign in. You can switch the link off at any time, and it stops working after your appointment, or 30 days after you create it if you have not given an appointment date.

Before a post, comment, review or profile appears publicly, its words and photos are checked automatically using Anthropic’s AI service. The first and last name on a new account are checked the same way: a name the check refuses can’t be used, and one it can’t confirm is looked at by our team.

The camera also looks at the picture on your device — to find where a face or a body is in the frame, so it can tell you to move the phone. That happens entirely on your phone, it is not used to recognise or identify anyone, and it is never sent anywhere.

Client records kept by professionals

A professional can keep a record about a client, in the way a salon keeps a card on file. That record can include notes, colour formulas, appointment history, photos, signed consent forms, patch-test results and allergies. Some of that is health-related information, and we treat it that way: it is not used for advertising and it is not sold.

A professional can see a client’s record while they have a booking with that client that is pending, upcoming or in progress, for 30 days after a completed appointment with them, or at any time if the client has allowed it. Allergies are shared with every professional who can see the record, including allergies another professional recorded, so that whoever works on you knows about them. Notes a professional writes are visible only to that professional.

As a client, you can see which professionals you have allowed, and turn that off, under “Who can see your chart” in Settings. The allergies and notes on your record are not shown to you in the app; to get a copy of your record, contact us using the details at the end of this page and we will send it to you.

Payments

Payment for a service is made between you and your professional, usually outside TOVIS. If a professional offers card payment in TOVIS, such as a deposit, the card is processed by Stripe: the card details go to Stripe directly, and TOVIS never receives or stores your full card number. We keep a record of what a booking cost and whether it was paid, so both sides of an appointment have the same history. Professionals who take card payments are onboarded by Stripe, which collects the identity and bank details it needs to pay them. A professional’s own membership is also billed through Stripe.

Service providers

TOVIS uses a small number of companies to run the product. We share with each only what it needs to provide its part of the service, and we do not sell your information to any of them.

• Anthropic (the makers of Claude) — our AI features: the AI consultation, the professional’s AI camera coach, the Photographer’s review of a professional’s appointment photos (only when the client has agreed to it), describing the style in the photos of a Look, and the automatic check of public posts, comments, reviews, profiles and the names on new accounts.
• Voyage AI — turns the photos in Looks into a numeric description so the app can recommend similar Looks, when that feature is switched on.
• Supabase — our database, file storage and live updates.
• Vercel — hosting for the website and the app’s server, and Vercel Analytics for page-visit statistics.
• Postmark — email.
• Twilio — text messages and phone verification codes.
• Apple — Sign in with Apple, and notifications to iPhone and iPad.
• Google — Sign in with Google; address search, place details, map locations and time zones; and notifications to Android devices.
• Stripe — card payments, where a professional offers them, and professional memberships.
• Sentry — error reports, so we can find and fix problems.
• Upstash — rate limiting, which counts requests to stop abuse.
• Cloudflare Turnstile — a check on web sign-up that the person signing up is not a bot.
• OpenStreetMap — the map images on the search map, which your browser loads from OpenStreetMap.

How we use phone numbers

TOVIS uses SMS only for transactional messages related to your account and appointments. Messages may include account verification codes, appointment confirmations, appointment reminders, reschedules, and cancellations. Message frequency varies. Message and data rates may apply. Reply STOP to opt out and HELP for help. TOVIS does not send marketing or promotional SMS.

No marketing SMS

TOVIS sends transactional messages only. We do not send marketing or promotional SMS.

No tracking, no advertising

TOVIS does not track you across other companies’ apps or websites, does not show advertising, and does not sell your personal information. The information described on this page is used to run the product you are using.

Deleting your account

You can delete your TOVIS account from inside the app — under Settings if you use it as a client, and under your profile tab if you use it as a professional.

Your account closes 14 days after you ask. Until then, you can sign in and cancel the deletion. The Looks, comments and reviews you posted are deleted, and so are the words and photos you sent in messages: the other person keeps the conversation, where your messages read “This message was deleted.” Your account contact details and public profile are removed. Appointment, payment and professional service records are kept for accounting, safety, disputes and service history, and may contain information needed for those purposes. A limited audit record of administrative actions is also kept. We email you when the deletion is scheduled and again when it is complete.

Deletion clears your destination address snapshots and the notes you added to appointments marked completed, cancelled or no-show. Destination addresses and your appointment notes remain in records still marked pending, accepted or in progress. Professional location snapshots, and necessary professional-authored service notes and consent records, may remain for accounting, safety, disputes or service history.

Age

You must be 13 or older to create an account. AI consultations are for adults only: before one starts, you are asked to confirm that you are 18 or older.

Questions

For any privacy or account question, email us or use the support page.

Tovis, Encinitas, CA
support@tovis.app