Privacy Policy
Last updated: October 9, 2026
This policy explains what information BarberCloud and its mobile app, BarberCloud Plus, collect, how The Barber Academy (“the school,” “we”) uses it, and the choices you have. BarberCloud is the school's system for managing students, attendance, grades, quizzes, tuition, and communication between students and teachers. It is used by students and by school staff (teachers, administrators, and front-desk staff).
Information we collect
- Account information: your username and password. Passwords are stored in scrambled (hashed) form, not as readable text.
- Student record: your name, student number, program, start and graduation dates, and contact details (address, phone, email). School staff may also record your date of birth, gender, Social Security number, a photo of your ID, clothing size, notes, and preferred language when you enroll.
- Attendance: clock-in and clock-out times, hours completed, your class schedule, leaves of absence, and Satisfactory Academic Progress (SAP) reports.
- Academic records: quiz attempts and scores, grades, and the services (haircuts and similar work) you perform and any grades on them.
- Tuition and payments: your tuition amount, discounts, balance, and payment history. When you pay by card, you enter your card details into a secure form provided by Square (or use Google Pay). We do not see or store your full card number.
- Messages and appointments: messages you send to teachers and their replies, and appointments you book for clients, including the client's name and the service requested.
- Mobile app: a notification token so the app can alert you to new messages, payments due, and appointments; and, only if you choose, your username saved on your phone. The app's local storage is encrypted by Android. If you turn on fingerprint or face sign-in, your phone handles that check — we never receive your fingerprint or face data.
- Technical information: a sign-in session cookie, your light/dark display choice saved in your browser, and the standard technical logs a web server keeps (such as IP address, browser type, and the pages requested).
How we use it
- To run your enrollment: tracking attendance and hours, grading, quizzes, SAP reports, and graduation progress.
- To manage tuition, record payments, and send payment reminders.
- To let students and teachers communicate and to schedule appointments.
- To keep the system secure, for example by requiring sign-in and limiting what each role can see.
- To meet the school's record-keeping, accreditation, financial-aid, tax, and other legal obligations.
We do not sell your information, and we do not use it for advertising. The website and app contain no advertising or analytics tracking.
Who can see your information
- School staff: teachers and administrators can see student records they need for their work. Staff roles are limited to what their job requires, and sensitive items such as ID photos and Social Security numbers are available only to authorized administrators.
- Square and Google Pay: card payments are processed by Square, and Google Pay if you choose it. They receive the payment details you enter and handle them under their own privacy policies.
- Our hosting provider: the system runs on a hosting service that stores the data on our behalf.
- Legal and regulatory requests: we may share information when the law requires it or to protect the safety of students and staff, and with accrediting, licensing, or funding agencies as part of the school's normal reporting.
Security
The site and app connect over HTTPS. Access requires sign-in, and what each person can see depends on their role. Uploaded files such as ID photos are kept in restricted storage and shown only after a permission check. No system is perfectly secure, so please choose a strong password and do not share it. If you think your account has been misused, tell the school office right away.
How long we keep information
We keep student records for as long as needed for the school's educational, accreditation, financial, and legal record-keeping obligations. Some records must be kept for years after a student graduates or leaves.
Your choices
- Correct your information: use “Update contact info” in the app or on the website to request a change to your address, phone, or email; staff review these requests. Tell the school office about any other correction.
- Notifications: you can turn app notifications off from the app's menu or in your phone's settings.
- Saved username and biometric sign-in: you can turn these off at any time, or log out of the app.
- Access or deletion requests: contact the school using the details below. Because many records are required by law or by the school's accreditation and funding rules, we may not be able to delete everything, but we will tell you what we can do.
Children
BarberCloud is for enrolled students and school staff. It is not directed at children under 13, and we do not knowingly collect information from them.
Changes to this policy
If we change this policy, we will update the date at the top of this page.
Contact us
For questions about this policy or your information, contact:
The Barber Academy 1815 West Golf Road Schaumburg, IL 60194