GroomLab

Terms & Conditions

GroomLab

TERMS & CONDITIONS

Effective Date: [DD Month YYYY] | Last Updated: [DD Month YYYY]

Important: This document is a business-ready draft for GroomLab and is not a substitute for advice from an Indian-qualified lawyer. Before launch, replace all bracketed placeholders and have counsel review the final entity structure, pricing, consumer flows, privacy practices, payment model, and applicable Indian laws.

1. Welcome to GroomLab

These Terms & Conditions (“Terms”) form a legal agreement between you and [GROOMLAB LEGAL ENTITY NAME] (“GroomLab,” “we,” “us,” or “our”) governing your access to and use of GroomLab’s websites, web applications, mobile experiences, QR-enabled customer experiences, software, communications, payment-related functionality, and related services (collectively, the “Service”).

GroomLab provides software that helps salons, barbershops, beauty businesses, and similar service providers manage customer experiences, appointments, walk-in queues, staff availability, service requests, lookbooks, customer preferences, payments, notifications, and related operations.

By accessing or using the Service, scanning a GroomLab QR code, creating an account, making a booking, joining a queue, or clicking an acceptance control where presented, you agree to these Terms and our Privacy Policy. If you do not agree, do not use the Service.

2. Definitions

  • “Customer” means a person who uses GroomLab to discover, book, queue for, request, or receive services from a participating business.
  • “Business” means a salon, barbershop, beauty studio, or other service provider using GroomLab.
  • “Business User” means an owner, manager, administrator, barber, stylist, or other authorized representative of a Business.
  • “Content” means text, photographs, videos, logos, service descriptions, style references, reviews, notes, and other material submitted to or displayed through the Service.
  • “Visit” means a customer interaction with a Business managed or supported through GroomLab, whether scheduled or walk-in.
  • “QR Code” means a GroomLab-generated code that may identify a Business, branch, station, service area, or other context.

    • 3. Eligibility and Authority

    You must be legally capable of entering into a binding agreement under applicable law to use the Service. If you use GroomLab on behalf of a Business or other organization, you represent that you have authority to bind that organization.

    Businesses are responsible for ensuring that their staff use GroomLab only for legitimate business purposes and that their account credentials are protected.

    4. GroomLab Is a Technology Platform

    GroomLab is generally a technology provider and is not the salon, barbershop, barber, stylist, beautician, or other service professional shown through the Service. Unless GroomLab expressly states otherwise in a separate written agreement, the underlying beauty, grooming, personal-care, or other services are provided by the participating Business, not by GroomLab.

    A Business is responsible for its prices, service descriptions, staff, service quality, hygiene and safety practices, appointment policies, cancellations, refunds, customer communications, and compliance with laws applicable to its business.

    5. Using GroomLab

    5.1 Customer access

    GroomLab is designed to support a low-friction experience. Certain features may be available without creating a full account. Additional information, such as a phone number, email address, or verification code, may be requested when reasonably necessary for bookings, visit history, payment confirmation, security, notifications, or other functionality.

    5.2 QR codes and station context

    A QR code may open a Business’s digital menu or a context-specific experience associated with a station or location. You must not alter, copy, replace, redirect, tamper with, or misuse a GroomLab QR code or use one to misrepresent a Business.

    5.3 Accurate information

    You agree to provide information that is accurate and current when information is required. You are responsible for checking that your selected service, Business, staff member, appointment time, and other booking details are correct before confirming.

    6. Appointments and Walk-In Queues

    GroomLab may allow Customers to book future appointments, request same-day appointments, or join a live walk-in queue. Availability depends on the Business, its operating hours, staff availability, service duration, appointments, and other real-world conditions.

    Queue positions and estimated wait times are estimates, not guarantees. GroomLab may calculate or display an estimated range using available scheduling and service information. Actual waiting times can change because of service duration, customer arrivals, delays, cancellations, no-shows, staff availability, emergencies, or other circumstances.

    Where supported, GroomLab may notify you when your position changes materially, when an appointment is delayed, or when your chair/service is ready. Notifications are intended to assist your visit and are not a guarantee that you will receive a service at a particular time.

    A Business may impose reasonable appointment, cancellation, late-arrival, no-show, queue, or refund policies. Those policies may be displayed before booking or otherwise communicated by the Business.

    7. Services, Prices, and Service Quality

    Service names, prices, durations, images, staff profiles, promotions, and other Business information are generally supplied or controlled by the Business. GroomLab may display such information but does not guarantee that every Business-provided detail is complete, current, or error-free.

    The final scope, duration, price, availability, and suitability of a service may need to be confirmed by the Business or professional providing it.

    8. Style Lookbook and Customer Requests

    GroomLab may provide visual lookbooks containing style examples, photographs, service references, and customer-selected preferences. A reference image or style selection communicates a preference; it does not guarantee an identical result.

    Customers are responsible for communicating material preferences, limitations, allergies, sensitivities, desired changes, or other information that should reasonably be known before a service. Businesses and professionals remain responsible for deciding whether and how a requested service can safely and appropriately be performed.

    9. Payments, Charges, and Refunds

    Where enabled, GroomLab may support online payments, payment links, deposits, or other payment functionality through third-party payment providers. Payment processing may be subject to the payment provider’s terms and privacy policy.

    A Customer may also be able to pay directly at the Business using cash, card, UPI, or another method accepted by the Business. GroomLab does not guarantee that a particular payment method will be available at every Business.

    Prices, taxes, deposits, cancellation charges, and refund policies may vary by Business and should be reviewed before payment. Unless GroomLab expressly states that it is the merchant of record for a transaction, the Business is responsible for the underlying service charge and applicable refund obligations.

    10. Customer History and “Do It Again” Features

    GroomLab may allow Customers to save previous services, style preferences, selected reference images, preferred staff, or similar information so that a later visit can be easier to repeat.

    Saved preferences are convenience features only. A previous service does not guarantee that the same staff member, price, service, result, or availability will be offered on a later visit.

    11. Notifications and Communications

    GroomLab may send service-related communications such as booking confirmations, appointment reminders, meaningful delay notices, queue updates, chair-ready notifications, payment confirmations, security messages, and important account notices.

    We aim to keep notifications useful and limited. Promotional or marketing communications, where applicable, will be handled in accordance with applicable law and available preferences or consent mechanisms.

    Push notifications depend on your device, browser, operating system, network, permissions, and third-party notification infrastructure. GroomLab cannot guarantee delivery or timing of every notification.

    12. Business Accounts and Subscriptions

    Businesses may access GroomLab through paid subscriptions or other commercial arrangements. Pricing, billing frequency, included features, usage limits, taxes, trial periods, renewal terms, and cancellation rights will be shown in the applicable order, plan, or subscription page.

    Unless otherwise stated, subscriptions may renew automatically for successive billing periods until cancelled. The Business is responsible for maintaining a valid payment method and paying all applicable charges.

    If a payment fails or an account has overdue amounts, GroomLab may restrict paid functionality after reasonable notice, subject to applicable law and the applicable commercial agreement.

    13. Acceptable Use

    You must not use GroomLab to:

  • break or attempt to break any applicable law or regulation;
  • impersonate another person or Business, or falsely claim an affiliation;
  • harass, threaten, abuse, stalk, or harm another person;
  • upload or transmit unlawful, defamatory, obscene, hateful, fraudulent, malicious, or infringing Content;
  • upload photographs, logos, or other material unless you have the rights or permissions required to use them;
  • introduce malware, viruses, harmful code, or mechanisms intended to disrupt the Service;
  • probe, scan, test, reverse engineer, decompile, or circumvent security or access controls except to the extent expressly permitted by law;
  • scrape, crawl, copy, reproduce, or systematically extract Service data without written authorization;
  • use the Service to send spam or unauthorized bulk communications;
  • interfere with another user’s account, queue position, booking, payment, or visit;
  • use the Service to build or operate a competing service by copying non-public features, workflows, data, or interfaces;
  • use GroomLab to collect or process sensitive information in a manner prohibited by applicable law.

    • 14. Customer and Business Content

    You retain ownership of Content you submit, subject to the rights necessary for GroomLab to operate the Service. By submitting Content, you grant GroomLab a non-exclusive, worldwide, royalty-free license to host, store, reproduce, transmit, format, display, and otherwise process that Content only as reasonably necessary to provide, secure, maintain, improve, and support the Service and as otherwise permitted by law.

    If you upload Content belonging to another person or containing another person’s image, you represent that you have the permissions and lawful basis required to submit and use it.

    Businesses are responsible for their uploaded lookbook images, staff photographs, logos, descriptions, pricing, and other Business Content.

    15. Intellectual Property

    GroomLab and its licensors retain all rights, title, and interest in the Service, including software, interfaces, designs, trademarks, logos, documentation, workflows, databases, and other proprietary materials, except for Content owned by users or third parties.

    These Terms grant you a limited, non-exclusive, non-transferable, revocable right to use the Service for its intended purpose. No ownership or other intellectual-property right is transferred to you.

    GroomLab, the GroomLab name, logos, product names, and related marks are owned by or licensed to GroomLab. You may not use them without permission except as necessary to identify the Service.

    16. Third-Party Services

    The Service may integrate with or depend on third-party services, including payment processors, authentication providers, hosting providers, analytics services, notification providers, maps, communications providers, or other technology partners. Their services may be subject to separate terms and privacy policies.

    GroomLab is not responsible for the independent acts, omissions, availability, or policies of third-party providers, except to the extent required by applicable law.

    17. Privacy and Personal Data

    Your use of GroomLab is also governed by the GroomLab Privacy Policy, which explains how we collect, use, disclose, retain, and protect personal data.

    Depending on the Service and the relationship between GroomLab, a Business, and a Customer, a Business may separately collect or control certain personal information. Customers should review the Business’s privacy notices where applicable.

    GroomLab will handle personal data in accordance with applicable Indian data-protection and privacy requirements and other laws that apply to the relevant processing. Our privacy practices may be updated as the legal and technical environment evolves.

    18. Security

    We use reasonable technical and organizational measures designed to protect the Service and information processed through it. No internet service can be guaranteed to be completely secure. You are responsible for protecting your device, account credentials, verification codes, and access to your Business account.

    Notify GroomLab promptly at [SECURITY/SUPPORT EMAIL] if you believe your account or credentials have been compromised.

    19. Service Availability and Changes

    GroomLab may modify, improve, suspend, or discontinue parts of the Service from time to time. Changes may be necessary for security, legal compliance, reliability, product development, third-party dependency changes, or business reasons.

    We will use reasonable efforts to communicate material changes where required by law or by the applicable Business subscription agreement. GroomLab does not guarantee uninterrupted or error-free operation.

    20. Disclaimers

    TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE SERVICE IS PROVIDED ON AN “AS IS” AND “AS AVAILABLE” BASIS. GROOMLAB DOES NOT WARRANT THAT THE SERVICE WILL ALWAYS BE AVAILABLE, ACCURATE, TIMELY, SECURE, OR ERROR-FREE.

    GroomLab does not guarantee appointment availability, queue position, wait-time estimates, staff availability, service outcomes, or the quality of services provided by a Business.

    Nothing in these Terms excludes or limits any right, warranty, remedy, or liability that cannot lawfully be excluded or limited under applicable law.

    21. Limitation of Liability

    TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, GROOMLAB AND ITS AFFILIATES, OFFICERS, EMPLOYEES, CONTRACTORS, AND LICENSORS WILL NOT BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR LOSS OF PROFITS, REVENUE, DATA, GOODWILL, OR BUSINESS OPPORTUNITY ARISING FROM OR RELATING TO THE SERVICE.

    To the extent permitted by applicable law, GroomLab’s aggregate liability arising out of or relating to the Service will be limited to the amount paid by the relevant Customer or Business to GroomLab for the Service during the twelve (12) months immediately preceding the event giving rise to the claim. This limitation does not apply to liability that cannot legally be limited.

    22. Indemnity

    To the extent permitted by law, you agree to defend, indemnify, and hold harmless GroomLab and its affiliates, officers, employees, contractors, and licensors from claims, losses, liabilities, and reasonable expenses arising from your unlawful use of the Service, your breach of these Terms, or Content you submit that infringes another person’s rights.

    23. Suspension and Termination

    You may stop using GroomLab at any time. A Business may cancel a subscription according to the applicable subscription terms.

    GroomLab may suspend or terminate access where reasonably necessary to address security risks, fraud, unlawful conduct, material breaches of these Terms, non-payment, abuse of the Service, or legal or regulatory requirements.

    Where appropriate and legally permitted, GroomLab will provide notice and an opportunity to cure a breach before termination. Some suspensions may occur without advance notice when immediate action is reasonably necessary to protect users, Businesses, GroomLab, or the Service.

    After termination, certain provisions that by their nature should survive—including intellectual property, payment obligations, disclaimers, limitations of liability, indemnity, and dispute provisions—will continue to apply.

    24. Complaints and Grievances

    For support or complaints relating to GroomLab, contact: [SUPPORT EMAIL].

    Grievance contact (India): [NAME / DESIGNATION], [EMAIL], [POSTAL ADDRESS]. We will handle grievances according to applicable law and our internal complaint-handling process.

    If your complaint concerns the quality, conduct, pricing, cancellation policy, refund, or delivery of a service provided by a particular Business, you may also need to contact that Business directly.

    25. Governing Law and Dispute Resolution

    These Terms and the relationship between you and GroomLab will be governed by the laws of India, except to the extent mandatory consumer or other applicable law provides otherwise.

    Subject to any mandatory statutory rights or jurisdiction rules applicable to a Customer, disputes may be submitted to the courts of [CITY, STATE, INDIA]. Nothing in these Terms is intended to prevent a consumer from exercising a mandatory right to approach a competent consumer forum, commission, authority, or court.

    26. Electronic Contracting

    Your use of electronic acceptance controls, checkboxes, OTP verification, digital signatures where used, or other electronic actions may constitute your consent to these Terms to the extent recognized by applicable law. You are responsible for retaining any confirmation or transaction records made available to you.

    27. Changes to These Terms

    We may update these Terms from time to time. When changes are material, we will use reasonable means to notify affected users where required by law. The updated Terms will state the effective or last-updated date. Your continued use of the Service after the effective date of updated Terms constitutes acceptance to the extent permitted by law.

    28. Entire Agreement and Severability

    These Terms, together with any applicable subscription/order terms, Privacy Policy, and other terms expressly incorporated by reference, constitute the agreement between you and GroomLab concerning the Service.

    If any provision is found invalid or unenforceable, it will be modified or interpreted to the minimum extent necessary to make it enforceable, and the remaining provisions will continue in effect.

    A failure to enforce a provision does not constitute a waiver of the right to enforce it later.

    29. Contact Information

    GroomLab / Legal Entity: [GROOMLAB LEGAL ENTITY NAME] Registered Address: [FULL REGISTERED ADDRESS] Website: [GROOMLAB WEBSITE] Support: [SUPPORT EMAIL] Legal: [LEGAL EMAIL] Grievance Contact: [NAME / DESIGNATION / EMAIL] Effective Date: [DD MONTH YYYY]

    30. Important Business-Specific Addenda

    The following documents may apply separately and should be presented where relevant: Business Subscription Agreement; Privacy Policy; Cookie Policy; Refund/Cancellation Policy; Payment Terms; Data Processing Addendum; Acceptable Use Policy; and any Business-specific booking or service policies.