Privacy Policy

1. About this policy

Soul Barbers Rarotonga is a barbershop registered in the Cook Islands. This policy explains how we handle customer information through our website and shop services.

2. Information we collect

• Your name and mobile number when you make a booking or join the walk-in queue.
• A valid email address is mandatory for online bookings. We also collect any booking notes or messages you send us.
• Appointment details such as your selected haircut, haircut preferences, barber, date, time and booking status.
• Payment records, including amounts paid, payment method, transaction references, deposits and any outstanding balance.

Please provide only information needed for your appointment. Do not put card details, passwords or unnecessary sensitive information in booking notes or messages.

3. How we use your information

We use your information to arrange and manage appointments, operate the walk-in queue, communicate about your booking, answer enquiries, record payments and balances, and handle cancellations, refunds or corrections.

We use your booking email address for confirmations, reminders, cancellations, rescheduling and important appointment updates. Delivery can be delayed or fail; keep your on-screen confirmation and private management link. Email confirmation is not proof of payment. Once online payments are activated, payment-related confirmation will follow verification of successful payment. We do not promise text-message delivery.

We do not sell customer information. Giving us your details for a booking is not permission to send unrelated marketing. We will not use your details for marketing emails without appropriate consent.

4. Payments

Online card payments are not currently active. We are preparing an eGate Secure Hosted Payment Gateway, pending approval, integration and activation. Once activated, you will enter your card details directly on the payment provider’s secure hosted checkout page, under its own privacy terms.

Soul Barbers will retain relevant transaction records, payment references, deposits, payment statuses and outstanding balances to manage appointments, shop payments and refunds. We will not collect full card numbers or card security codes through our booking forms or booking messages. Please do not include card details in notes or messages.

5. Storage, access and protection

Booking, queue and payment information is stored in the cloud services supporting our website. Access to staff functions is restricted by account permissions so staff can perform their authorised duties. Service providers supporting hosting, storage, communications or payments may handle information needed to deliver those services.

Cloud services may process information outside the Cook Islands. We aim to limit access to what is needed and take reasonable care to protect customer information, but no website or online service can be guaranteed completely secure. We make no claim of independently verified security certification.

Your private booking link gives access to booking details and messages. Keep it private and contact us if you believe someone else has gained access.

6. Keeping and sharing records

We keep customer records for booking administration, payment reconciliation, customer enquiries and legitimate record-keeping needs. We do not promise a fixed deletion period. You may contact us to ask about information we hold or request deletion; we will explain if a record still needs to be retained.

We may share relevant information with service providers delivering our services, where you ask us to, or where disclosure is required by applicable law. Shop queue and floor screens may display a customer name and service status for operational purposes.

7. Website storage and external links

The website uses browser storage needed for functions such as staff sign-in and paired shop devices. External services linked or embedded on our website, including maps and social media, may handle information under their own policies.

8. Your questions and corrections

Please contact us if your details are incorrect, you want to ask what information we hold, or you have a privacy concern. We may ask you to verify your identity before disclosing or changing personal information.

For booking payment and cancellation rules, see our Refund & Cancellation Policy. If we update this privacy policy, the revised wording will be shown on this page.