Staff Terms of Use

These terms apply to anyone a business invites to use Zyvora: owners, managers, employees and independent contractors. We call all of you "staff" and we call the business "the salon", whatever kind of business it actually is.

The salon has its own agreement with ShadowPing LLC, and that agreement — not this one — governs the business relationship, what the salon may switch on, and who may see what. These terms cover only your own use of the apps.

If you do not agree to these terms, do not use the apps. Tell the salon instead; they can arrange another way for you to do your work.

Your account is yours alone. One person per account — do not share it, and do not use anyone else's.

Keep your password, passkey and PIN private. Anything done with your credentials is recorded as having been done by you, and that record is what the salon will rely on.

If you sign in with Face ID, a fingerprint or another biometric on a salon device, that check happens on the device itself. The device tells the app only whether the check passed. Your face and fingerprint data are never sent to, or stored by, Zyvora.

Tell the salon straight away if a device with your account on it is lost or stolen, or if you think someone else has used your account. Speed matters more than certainty here — report it even if you are not sure.

The salon can suspend or end your access at any time, for any reason, including when you stop working there.

Client information in Zyvora belongs to the salon and its clients, not to you. While you have access to it, you agree to:

• Use client information only to do the salon's work;
• Not copy, export, photograph, screenshot or otherwise take client lists or client records — including when you leave;
• Not message clients through the Platform beyond what the salon permits, and not use client contact details to message them outside it;
• Not open records you have no work reason to open, including those of colleagues or of clients who are not yours; and
• Not attempt to get around permissions, device locks, geofences or any other security control, or help anyone else do so.

The apps keep an audit history. Looking at a record is itself recorded, so browsing out of curiosity is visible to the salon.

Taking client data with you when you leave may breach your own agreement with the salon and may break the law. That is between you and the salon, but we will provide the salon the records it asks for.

Zyvora can collect the following about you at work. The salon decides which of these are switched on and who can see them — not us, and not you:

• Clock-in and clock-out times, and breaks;
• A photograph taken at clock-in, if the salon requires one;
• Your location, if the salon uses geofencing. The apps check it only at clock-in and clock-out. Separately, if you connect a card reader or take a card payment on your device, the payment provider (Stripe or Square) reads the device's location, because it requires it to process the payment;
• Calls on the salon's phone numbers, and recordings of those calls if the salon has turned recording on;
• Messages you send through the Platform, including to clients and colleagues; and
• What you do in the apps — an audit history of records viewed and changes made.

The law in many places requires the salon to tell you about these features before switching them on, and in some states to get your written consent first. That obligation is the salon's. If a feature is on and you were never asked, raise it with the salon — and if you would rather not be recorded or photographed, say so before you clock in rather than after.

ShadowPing handles this information on the salon's instructions. We do not decide what is collected about you, and we do not use it to make decisions about you.

Zyvora calculates commissions, tips and payroll figures from the settings the salon configures — its commission rates, its service prices, its rules. Those numbers are only as right as those settings.

The salon pays you. ShadowPing is not your employer and is not a payroll provider. We do not set your rate, decide your commission, or hold your wages.

If a figure looks wrong, or your pay is late or short, take it to the salon. We cannot change your pay, and we will not intervene in a pay dispute — but the salon can ask us for the underlying records, and we will provide them.

If you make calls on the salon's Zyvora phone numbers, there are things you need to know before you need them.

Calling 911 through the Platform is internet-based and does not work the way a traditional landline does. It depends on the emergency address the salon has registered for the number you are calling from. If that address is missing, wrong or out of date, help may be sent to the wrong place.

A 911 call from a number with no registered address will still connect, but it goes to a national emergency centre that does not receive your location. You will have to say where you are. If the call drops, or you cannot speak, nobody can be sent to you.

Emergency calling also stops working in a power cut, when the internet is down, or if the salon's service is suspended. In any of those situations, use a mobile phone.

Ask the salon which address is registered for the numbers you use, and whether it is current. The full detail is in the Emergency Services Addendum.

Some parts of Zyvora are automated — the AI receptionist that answers calls, the assistant that drafts messages and summarises records, and similar features. They can be wrong, and sometimes confidently wrong.

Check anything that matters before you rely on it: an appointment it says it booked, a figure it quotes, a summary of what a client asked for. If a client's health, money or safety turns on it, verify it against the record.

You remain responsible for what you do with what these features tell you.

The salon controls the information Zyvora holds about you. ShadowPing processes it on the salon's behalf, as its data processor.

That means requests about your own data — a copy of it, a correction to it, or its deletion — go to the salon, and the salon decides. If you ask us directly we will point you back to the salon, because acting on your request without its instruction is not ours to do.

Some records are kept even after you leave, because the law requires it: time records, pay records and audit history among them. How long depends on the record and the jurisdiction.

What we collect and how we handle it is set out in the Privacy Policy. If you believe the salon is using these features unlawfully, you can raise it with your local labour or privacy regulator.

We may change these terms. When we do, the new version is shown to you the next time you sign in to the web admin.

In the iOS and Android apps, you will not be able to continue until you accept the new version on that device. This is deliberate: these terms govern features that sit on the device, and we would rather you saw the change than have it slide past you.

If you do not accept, you cannot use the apps. Talk to the salon about what that means for your work.

Your access ends when the salon removes you, when the salon's own subscription ends, or when you stop using the apps and the salon closes your account.

When it ends, you lose access immediately — including to records you created. Anything you need for your own purposes, such as your own pay records, ask the salon for before you go.

Records the law requires to be kept — time, pay and audit history — are retained after your access ends, under the salon's retention settings and the law that applies to it.

The apps are provided as they are. ShadowPing does not promise they will always be available or error-free, and we are not liable to you for loss arising from your use of them, except where the law does not allow us to exclude that liability.

Nothing here limits any right you have against the salon as its employee or contractor, or any right you have under employment, wage or privacy law. Those rights are not ours to limit and we are not trying to.

These terms are governed by the laws of the State of Ohio, USA, without regard to its conflict of law provisions. Disputes between you and ShadowPing about these terms are resolved by binding arbitration in Ohio, except that either of us may seek injunctive or equitable relief in a court of competent jurisdiction.

This clause covers only disputes with ShadowPing about the software. It does not apply to anything between you and the salon — employment, pay, hours or treatment at work — and it does not displace any protection your local law gives you as a worker.

ShadowPing LLC (Ohio, USA) — support@zyvora.app

For anything about your job, your pay or your hours, contact the salon. We cannot help with those and will refer you back.