Flexa
Privacy Policy — Flexa Business
Last updated: 4 October 2026
Applies to: the Flexa Business app for iOS and Android (beauty.flexa.business / com.flexa.business) and its web version.
This policy is for clinic owners and clinic staff. If you book appointments as a client, the policy that applies to you is the one for Flexa.
It covers two different things, and the difference runs through the whole document:
- Your own data as an owner or a member of staff — where Flexa is the controller.
- Your clients' data, which you enter and generate through the app — where your clinic is the controller and Flexa is your processor.
1. Who we are
Flexa operates the Flexa and Flexa Business apps and the booking pages at book.flexa.beauty, from Lebanon. In this policy "we", "us" and "Flexa" mean the operator of that service.
For anything about this policy or your data — including any request under §12 — write to flexabeautylb@gmail.com. It reaches the people responsible for it, and it is the address to use for every right this policy gives you.
2. The short version
- We ask for your phone number, name and role so you can sign in and your clinic knows who did what.
- Your clients' data belongs to your clinic, not to us. We hold and secure it for you, under contract, and we do not use it for our own purposes.
- We do not sell data, we do not share it for advertising, and there is no advertising SDK, no analytics SDK and no tracking code in the app.
- Contacts: when you fill a new client from your phone's address book, only the one contact you tap is read. Your address book is never uploaded.
- Location, if you allow it, is read at two moments: at sign-up, to drop your clinic's pin on the map, and when you check in or out of a shift, to see whether you are at the clinic. For a check-in we keep only the answer — in range or not — and never where you were. Never in the background, and never required.
- We never see or hold card numbers. Flexa processes no payments; your desk records what it took.
3. Your data as an owner or staff member
We are the controller for this.
| Data | Why |
|---|---|
| Phone number | Your sign-in identity |
| Name and role (owner, practitioner, front desk) | So the app knows what you may see and your clinic knows who acted |
| Email address, and how you heard about Flexa | Optional, taken at sign-up |
| Your working hours and any time off | So the booking grid knows when you can be booked |
| Your attendance — when you checked in and out of a shift, who recorded it if someone did it for you, any correction and its reason, and, where your clinic uses location checks, whether you were within range of the clinic and how accurate that reading was | So your clinic has a record of the working day. You can see your own record, and the owner sees the team's. It never affects whether you can be booked |
| Your professional licence number, the issuing authority, and the document you upload | Practitioners only, to verify a licence. Reviewed by us and then shown to clients only as a verified mark — the number and the document are never shown to clients |
| What you did at the desk | Payments record who took them, and notes record who wrote them. This is an audit trail your clinic needs and cannot be turned off |
| Your clinic's business information — name, address, map coordinates, phone, opening hours, services, prices, logo, cover and gallery | Business information. Once you publish, this is public — it is what clients browse |
| A push notification token, if you allow notifications | So a booking request or a shift change reaches your device. We store the token, the platform, your app language and when the app last checked in |
Your legal basis: we process the above to perform our contract with your clinic, and to keep the service secure and accountable.
4. Device permissions, and exactly what each one takes
- Contacts. When you add a client, you can fill their details from your phone's address book instead of retyping a number. The operating system shows you the picker and hands us only the contact you tap — name, phone number, email. We never read, upload or store your address book. The details of the contact you chose are then saved as that client's record in your clinic, exactly as if you had typed them. On Android this needs the Contacts permission; if you refuse it, everything else still works and you type the number instead.
- Location. Used, if you allow it, at two moments. At clinic sign-up, as a shortcut to place your clinic's pin on the map. Tapping the map or searching an address does the same job, and we store only the pin you settle on, which is your clinic's published address. When you check in or out of a shift, unless your clinic has turned location checks off: your phone reads its position once, our server compares it with your clinic's pin, and then discards it. What we keep is the answer — within range, out of range, or unavailable — and how accurate the reading was, in metres. We never store where you were. A check-in is never blocked because location is off or refused; it is recorded as "location unavailable". Location is never used in the background, and we do not track your device.
- Camera and photo library. Used only when you add a photo — a gallery post, your clinic's logo or cover, or a document you attach. We access nothing you do not choose.
- Notifications. Optional, and revocable in your device settings.
5. Your clients' data — your clinic is the controller
Everything you record about a client through Flexa Business belongs to your clinic. We store and secure it on your behalf, under contract, and we do not use it for our own purposes, do not share it with other clinics, and do not sell it.
This includes:
- Client directory records — name, phone number, email, the tags you apply, your notes, and whether you archived them.
- Clients you add at the desk, including people who have never used the Flexa app.
- Bookings, requests, reschedules, cancellations and no-shows, with any reason recorded.
- Payments — amount, discount, tip, method, currency, any price your desk states by hand, and who took it.
- Prepaid packs and products — what a client bought, what is left, what you held aside.
- Attention flags you raise or dismiss about a client.
- Business figures derived from the above — revenue, visits, occupancy, no-shows. These are your clinic's own numbers about your clinic's own clients.
Your obligations, in plain terms. Because your clinic is the controller, it is your clinic that must have a lawful basis for holding these records, must tell your clients what you hold, and must answer them if they ask for a copy, a correction or an erasure. We will help you do it.
6. Clinical records
Flexa Business supports physiotherapy and rehabilitation, so clinics record health information through it. Under the GDPR this is special category data and both of us have to treat it as such.
It covers:
- Physiotherapy intake — injury history and current medications.
- Treatment notes in SOAP form — what the client reported, what you observed, your assessment and plan; a pain score; range-of-motion measurements; and marked points on a body chart. Notes can be signed, and amendments are kept rather than overwriting.
- Rehabilitation programmes — prescribed exercises, sets, repetitions and progress. Clients can see their own programme in the Flexa app.
- Clinical documents you upload, each recorded with whether the client consented to it.
- Your clinic's own client form, if you asked us to set one up from your paper client file. It can ask health questions — for example about pregnancy, allergies or medications — and it keeps a record of every change and who made it.
Your clinic is the controller and we are the processor. The condition your clinic relies on for holding it is normally Article 9(2)(h) GDPR — healthcare provided by a professional under an obligation of secrecy — and it is your clinic's responsibility to be able to point to it.
Access follows role and this is enforced by the software, not by convention: treating practitioners see clinical records; front-desk staff see the calendar and contact details and not the clinical notes. Your clinic's own client form is the one exception: everyone with a Flexa Business login at your clinic, the front desk included, can see it and fill it in, because it replaces the notes your whole desk keeps. If a form asks health questions, deciding who at your clinic may read the answers is your clinic's responsibility as the controller. No other clinic can ever see any of these records, and we do not look at them except to operate and secure the service — or, for a client form, to set it up and maintain it at your clinic's request.
7. Why we use your data, and our legal basis
| What for | Legal basis |
|---|---|
| Creating your account and signing you in | Performance of a contract |
| Sending you a sign-in code | Performance of a contract |
| Running your calendar, bookings, checkout and reports | Performance of a contract |
| Verifying a professional licence | Performance of a contract; and our legitimate interest in clients being able to trust a verified practitioner |
| Recording who took a payment or wrote a note | Legitimate interests: an audit trail a clinic needs to run itself |
| Keeping the service secure — rate-limiting sign-ins, detecting reused sessions | Legitimate interests |
| Holding your clients' records, including clinical ones | We act on your clinic's instructions as its processor. Your clinic holds the basis |
| Meeting legal and accounting obligations | Legal obligation |
We do not sell personal data and we do not share it for advertising.
8. Who else sees it
Your clients see what you publish: your clinic's name, address, opening hours, services, prices, gallery and, where a practitioner is verified, a verification mark. A client sees their own bookings and their own rehab programme. A client never sees your licence number, the document you uploaded, your internal notes, your tags, or your figures.
Service providers, under contract, only to run Flexa:
| Provider | What it handles | Where |
|---|---|---|
| Amazon Web Services | Our servers and database — accounts, bookings, and all clinical records | Ireland (eu-west-1) |
| Cloudflare (R2) | Every uploaded photo, video and document — galleries, logos, licence documents, clinical documents | Cloudflare's global network |
| Google (Firebase Cloud Messaging) | Delivers push notifications. Receives the device token and the notification content | Google's global infrastructure |
| WhatsApp / Meta | Delivers sign-in codes to a phone number on WhatsApp. Receives the phone number and the message | Meta's global infrastructure |
| Resend | Delivers a sign-in code by email if WhatsApp delivery is unavailable | United States / EU |
| OpenStreetMap Foundation | Map tiles, and address searches you type at clinic sign-up. Receives the map area being viewed and the text of the search | Europe |
We may disclose data where the law requires it, or to protect the rights and safety of people using Flexa.
9. Where data is stored, and transfers
Flexa serves Lebanon, and our infrastructure is not in Lebanon: the database and application run on Amazon Web Services in Ireland, uploaded media is stored with Cloudflare, and sign-in messages and push notifications pass through Meta and Google. Clinical records created in Lebanon are therefore stored in Ireland.
Where personal data is transferred out of the European Economic Area, we rely on the European Commission's Standard Contractual Clauses with each provider, together with the additional safeguards those clauses require.
10. How long we keep it
| Data | Kept |
|---|---|
| Your staff account | While your clinic keeps it active; deactivation keeps the record so past work stays attributable |
| Your clinic's business information | While your clinic is on Flexa |
| Licence numbers and uploaded licence documents | While the verification stands |
| Attendance records | While your clinic is on Flexa |
| Client records, bookings, payments and packs | Set by your clinic, subject to the accounting rules it is bound by |
| Clinical records | Set by your clinic, subject to the record-keeping rules its profession imposes. We do not delete these on our own initiative |
| Sign-in codes | Minutes — deleted once used or expired |
| Session tokens | Until they expire or you sign out |
| Push notification tokens | Until the token goes stale or the messaging service reports the app removed |
| Server logs | A short operational period, then discarded |
11. When a client deletes their Flexa account
A client can delete their own Flexa account. When they do, their identity is erased — name, email and birthday removed, phone number replaced — and their future confirmed bookings at your clinic are cancelled. Anything you were holding aside for them is released.
Their history at your clinic stays, attached to an anonymised record: completed visits, payments, pack balances, and your clinical records. Your accounts still balance and your clinical retention obligations are unaffected.
If a client asks you to erase the clinical records you hold, that is your clinic's decision to make and your clinic's obligation to weigh against its retention rules — not ours.
12. Your rights
As an individual, you can ask us to give you a copy of your own data, correct it, delete it, restrict or object to processing based on legitimate interests, and withdraw any consent you gave. Write to flexabeautylb@gmail.com; we answer within one month.
You also have the right to complain to a data protection supervisory authority in the country where you live or work.
For your clients' data, requests come to you, not to us. If a client asks us directly, we will pass it to your clinic and tell them we have.
13. Security
Data is encrypted in transit. Sign-in codes are stored only as salted hashes and session tokens only as hashes. Uploaded files — including licence and clinical documents — sit in private storage reachable only through our authenticated API, never on a public URL. Access inside a clinic is limited by role, and the limit is enforced server-side.
If a breach occurs that is likely to put people's rights at risk, we will notify the relevant supervisory authority within 72 hours, and we will tell your clinic without undue delay so it can meet its own obligations.
14. Changes
We post changes here and update the date at the top. If a change is significant we will tell you in the app.
15. Contact
flexabeautylb@gmail.com — for any question about this policy, for every request under §12, and for anything your clinic needs from us to answer one of its own clients. Flexa operates from Lebanon.