Privacy Policy

1. Scope and responsibility

This Privacy Policy describes how Birkly LLC handles information through its business operations software, studio and retail workflows, communications, document tools, related extension, and public website, including the planned accounting functionality described below. This version is effective September 10, 2026.

For Birkly's own business contacts, account administration, support, and security activities, Birkly determines why and how it uses information. For student, participant, and business records processed under a Customer's instructions, that Customer generally determines the purposes of processing and Birkly acts as its service provider or processor, subject to the applicable contract and law. Those roles depend on the actual processing, not just the labels in this Policy.

If you attend a studio that uses Birkly, that studio's privacy notice and participation documents also apply to its activities. The studio controls its own class offerings, recipient lists, participant records, and configured integrations. Ask the studio about those choices; you may also contact Birkly for help routing a privacy request.

2. Information we process

The information involved depends on the features the Customer enables and the records it supplies or authorizes. It may include:

• Business and account information: names, work email addresses, phone numbers, organization details, role assignments, authentication records, and preferences.
• Studio operations: student names and contact details, class schedules, registrations, attendance, membership or service information supplied through a configured connection, and waiver status.
• Retail operations: authorized store and supplier information, product and inventory records, incoming manifests, menu and intake evidence, operator actions, and audit history. These modules are not a general authorization to import shopper profiles, identification documents, or payment-card data.
• Documents and signing records: the fields in the studio's enabled form, which may include contact details, date of birth and emergency contacts; signed document versions, signatures, consent choices, timestamps, and audit events. Health-related information, if present in a Customer-authorized form or imported record, requires particular care and appropriate permission.
• Communications and support: templates, message content, recipient information, delivery or failure events, unsubscribe choices, link-use events where enabled, and support correspondence.
• Technical and security information: session and device identifiers, browser or device information, access and error events, and network information processed by hosting services. Signed-waiver evidence does not use IP address or user-agent collection under the current enabled collection policy.
• Connection information: provider configuration, scoped authorizations, integration identifiers, and credentials needed for enabled server-side connections. Planned QuickBooks data categories are described separately in Section 5.

3. Sources and purposes

We receive information from Customers and their authorized users, people completing enabled forms, connected providers authorized by the Customer, and service operation. Customers may also supply authorized historical imports. We use the information needed to provide the requested function, authenticate users and devices, maintain access boundaries, operate configured studio and retail workflows, preserve documents, deliver authorized communications, troubleshoot problems, prevent misuse, and respond to lawful requests.

We may use limited technical and support information to maintain and improve service reliability. That does not authorize repurposing Customer records for unrelated advertising, unrelated profiling, sale, or model training. Marketing messages sent on behalf of a studio follow that studio's instructions and the recipient choices available for the communication.

4. Who receives information

Authorized users can access information within their assigned workspace and role. Birkly personnel may access information when needed to operate or support the service, resolve a security issue, or meet a legal obligation. Access to one Customer's data does not give another Customer permission to see or use it. Businesses with common owners remain subject to separate workspace, store, role, and provider-authorization boundaries.

These providers support Birkly services. Which providers receive information depends on the features and connections enabled for your organization; every provider does not receive every record.

Retail product-name assistance is separate from the planned QuickBooks integration. The documented profile stores request and draft history with organization and store boundaries and produces an editable proposal for operator review. New AI capabilities require their own bounded data inputs and authorization; existing access is not blanket permission to send customer records to an AI provider.

A connected provider may also process information under its own terms and privacy policy. Service-provider processing must be limited by applicable agreements and instructions. New providers or materially different processing require review and appropriate disclosure before use.

We may disclose information when legally required, to protect rights or investigate misuse when legally permitted, or in a legitimate business transaction subject to appropriate confidentiality and continuing privacy obligations. We will not interpret those general circumstances as blanket permission to disclose restricted Intuit data contrary to Intuit's requirements. We do not sell personal data or share it for cross-context behavioral advertising.

5. Planned QuickBooks and AI processing

Birkly Accounting's QuickBooks integration and AI accounting features are in development. Before activation, we will confirm permitted data flows, providers, safeguards, and required authorization, and update this Policy as necessary.

The intended integration may process authorized company information, customers and suppliers, accounts, transactions, invoices, bills, and supporting documents needed for the Customer's selected accounting workflow. The initial scope is accounting and documents; it excludes payment processing and money movement. Access must be separately authorized for each company.

Intuit customer data is intended to be used only for that Customer's authorized benefit. It will not be sold, used for another client's work, used for unrelated advertising, or used to train general-purpose AI models. It will not automatically be forwarded to Mindbody, Zoom, or Brevo. Any authorized cross-company accounting workflow must preserve separate access and purpose restrictions for each company's data.

Planned AI assistance may suggest document matches, classifications, reconciliation steps, or answers to bookkeeping questions for human review. This Policy does not authorize a transfer of QuickBooks data to an external AI provider. Before enabling such processing, Birkly must verify Intuit's permission, identify the processor, establish the required contractual restrictions and retention settings, and provide any required notice or choice. Using AI tools to help develop Birkly software does not itself mean those tools receive Customer QuickBooks records.

Revoking a provider connection is different from requesting deletion. Revocation stops future access through the revoked authorization, but does not automatically delete previously collected records or undo authorized changes already made in QuickBooks. Contact Birkly to request return or deletion, subject to the limits in Section 8.

6. Browser storage and the Front Desk extension

Birkly uses browser storage and authentication mechanisms to maintain sessions, remember preferences, and support enabled device workflows. Blocking or clearing required storage may sign you out or stop a feature from working. Optional tracking, if introduced, requires an accurate notice and any legally required choice before activation. This Policy does not authorize advertising trackers or session replay on sensitive forms.

The public website hosted by GoDaddy offers a cookie choice for website analytics. Its contact form uses Google reCAPTCHA to prevent abuse. If you submit the contact form or select email updates, we process the information and choices you provide. You can decline optional analytics through the displayed cookie controls and unsubscribe from eligible marketing messages. These public-website features are separate from authenticated client workspaces.

The Birkly Front Desk Companion checks whether an approved Mindbody staff page is open. Its documented behavior does not inspect Mindbody page content, profiles, form entries, cookies, passwords, or browser history outside those approved pages. It displays limited arrival information, such as a student's first name, a last name only when needed to distinguish duplicate first names, class name, and waiver status.

The extension stores its preferences and revocable device credential locally rather than synchronizing that credential across computers. Birkly stores a one-way hash of that device credential on its servers. An authorized owner or administrator can revoke the device; removing the extension or clearing its data removes its local settings and credential. The existing extension-specific notice continues to describe that narrower product.

7. Security and international processing

Birkly uses workspace and role boundaries, server-side provider-secret storage, and private storage with authorization checks for sensitive documents. The internal administration surface requires multi-factor authentication. No system can eliminate every security risk.

Birkly is based in the United States. Hosting and service providers may process information in the United States and other locations where their services operate. We do not promise a particular data-residency location unless it is stated in a separate agreement and supported by the actual configuration. Where a transfer requires additional legal safeguards, those safeguards must be established before the transfer.

No system is completely secure. We investigate reported concerns and provide notifications required by applicable law and contract. Please report suspected exposure or unauthorized access to mike@birkly.app without including passwords, tokens, or unnecessary sensitive records.

8. Retention, return, and deletion

We retain information for the service and purposes described in this Policy, following Customer instructions and applicable legal obligations. Retention depends on the record type, service status, contract, security needs, legal holds, and requirements for establishing or defending legal claims. We review these needs when handling closure, correction, export, and deletion requests; a connection or account does not create an unlimited right to keep unrelated information.

Signed waivers and their evidence may need to be preserved without alteration to support legal obligations or claims. They are not ordinary editable profile fields. A correction may be recorded through a new document or audit event. This does not create an unlimited right to retain all information indefinitely; a request must be reviewed against the actual legal and contractual basis.

Deletion and export requests are reviewed after verifying the requester and their authority. We may need the Customer's instructions where it controls the records. Limited information may remain when legally permitted or required, including suppression records needed to honor an unsubscribe request. Backups and provider copies may follow separate disposal cycles; deleted information may therefore remain in restricted backups until those copies expire or are replaced. Active use remains limited to the permitted retention purpose. We will explain applicable limitations when handling a request.

9. Your choices and privacy requests

Contact mike@birkly.app to ask about access, copies, correction, deletion, portability, withdrawal of consent, or other rights available under applicable law. Identify your relationship with Birkly or the relevant organization and describe the request. Do not send an identity document or sensitive record unless we request a proportionate verification method through an appropriate channel.

When a studio or other Customer controls the information, we may direct the request to that organization and assist it under our agreement. We will explain the result or a lawful limitation and respond within the period required by applicable law. If an applicable law gives you a right to appeal a denied request, reply to the same contact with 'Privacy appeal' and the request reference. Where available, you may also complain to the relevant regulator, including the Oregon Department of Justice. We will not unlawfully discriminate against you for exercising a privacy right.

Use the unsubscribe option in an eligible marketing message to stop that type of communication. Necessary account, security, transactional, or service communications may continue where permitted. A marketing opt-out is separate from closing an account, revoking a connection, or deleting records. We do not sell personal data, conduct cross-context behavioral advertising with it, or use it for automated decisions producing legal or similarly significant effects; if those practices change, the required notice and choices must be in place first.

10. Children and sensitive information

Birkly's administrative Services are intended for adult business users, not independent use by children. A Customer may maintain authorized records relating to minors as part of its operations, subject to appropriate authority and applicable law. The current adult electronic waiver path does not authorize minors to sign electronically or replace a studio's separate guardian process.

If you believe information about a child has been provided without appropriate authority, contact the relevant studio or Birkly. Do not submit unrelated medical details, government identifiers, account passwords, or payment-card security codes through ordinary support or document fields. Sensitive data should be collected only for a justified, disclosed purpose with the required protections and permission.

11. Updates and contact

This Policy shows its effective date and the date of its most recent material update. We will provide additional notice or obtain consent where required before materially changing how information is used. A revised notice does not by itself authorize incompatible use of previously collected data.

Birkly LLC • 1740 NW Pence Ln, Ste 4, Bend, OR 97703, United States. Privacy, security, support, and records requests: mike@birkly.app.