CheerOS Privacy Policy

1. Who We Are

CheerOS is a scheduling and booking platform used by activity businesses (“organizations”) such as gyms and independent coaches to manage lessons, classes, bookings, instructor profiles, participants, and guardians. This policy describes how CheerOS, as the platform operator, handles information across the service. Each organization may also publish its own policy describing how it uses the platform.

2. Information We Collect

We collect only the information needed to operate scheduling and bookings:

Account information: name, email address, phone number, and a hashed password when you create an account.

Participant and guardian information: participant name, date of birth, and emergency contact details, and the guardian who manages a minor participant's account.

Booking information: lesson selections, scheduling preferences, instructor assignments, availability, and booking history.

Waiver and consent records: electronic signatures, consent timestamps, and IP addresses where a waiver is signed.

Payment information: when online payments are enabled, processing is handled by Stripe. We do not store full card numbers.

Usage information: basic device and usage data used to operate and improve the service.

3. How We Use Your Information

We use your information to provide the service: to process bookings and manage schedules; to send booking confirmations, reminders, and cancellation notices; to maintain signed waiver records; to communicate about your account; and to keep the platform secure and reliable. We do not sell your personal information.

4. Google Calendar Data

Connecting a Google Calendar is optional and is used only by instructors. When an instructor chooses to connect their Google account, CheerOS requests the https://www.googleapis.com/auth/calendar.events scope and uses it strictly as follows:

What we do: we create, update, and delete calendar events that correspond to that instructor's own CheerOS lesson bookings, on that instructor's own connected Google Calendar, so their bookings stay in sync.

What we do not do: we do not read, access, or store the instructor's other or unrelated Google Calendar events. We do not use Google Calendar data for advertising, and we do not sell Google user data.

CheerOS's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements. An instructor can disconnect Google Calendar at any time from their settings, which stops all further calendar access.

5. How Information Is Shared

With the organization: your booking and participant information is shared with the organization (and its instructors) you book with, so they can deliver lessons and manage scheduling.

Service providers: we use Stripe (payments), Resend (email delivery), and Google (calendar integration when an instructor enables it). These providers process data on our behalf under their own policies.

Legal: we may disclose information when required by law or to protect the rights and safety of our users.

We do not sell your personal information to third parties.

6. Data Retention

We retain account and booking information for as long as your account is active or as needed to provide the service. You may request deletion of your account and associated data by contacting us or the organization you book with.

7. Children's Privacy

Lessons may be booked for participants of all ages, including minors. Accounts for minor participants are created and managed by a parent or legal guardian. We do not knowingly collect information directly from children under 13 without parental consent.

8. Your Rights

Depending on your location, you may have rights to access, correct, or delete your personal information. To exercise them, contact us using the details below or the organization you book with.

9. Security

We use industry-standard safeguards including encrypted connections (HTTPS), secure password hashing, encryption of stored third-party tokens, and access controls. No method of transmission over the internet is completely secure.

10. Changes to This Policy

We may update this policy from time to time. We will reflect the effective date above and, where appropriate, notify you through the platform.

11. Contact

Questions about this policy or our data practices? Contact us at support@cheer-os.com.