Home › Terms of Service
LegalThe agreement between your salon and KaloDesk. In plain language, and without the parts designed to be skipped. Card payments is the long section — it has to be — so we have tried to make it readable rather than short.
Last updated: September 4, 2026
These terms cover your use of KaloDesk — the software, the hosted service, and the hardware we sell with the Local edition. By setting up a salon with us, you agree to them.
KaloDesk is nail salon management software built and operated from Cape Coral, Florida. We make the software your front desk runs on: appointments, the walk-in queue, check-in, checkout, payroll and client messaging.
Cloud is a monthly subscription. We host it, update it and back it up.
Local is a one-time purchase. The software runs on hardware you own, at your salon, and the client data stays on your machine.
The software is the same either way, and you can move between them.
There is no contract term, no minimum, and no cancellation fee. Cancel whenever you like and your subscription runs to the end of the period you have already paid for. We do not pro-rate partial months, and we do not bill you again after you cancel.
One exception, and it is the only one: money already owed can still arrive after you go. A customer can dispute a card payment months after you have cancelled, and that is still yours. See “Refunds, chargebacks and money owed” below.
Prices are shown on our pricing page. If we change them, salons already subscribed keep their existing rate — that is the point of early-salon pricing. We will always tell you before a price change affects you.
The Local edition includes a front desk machine with KaloDesk pre-installed, plus a receipt printer.
You have 60 days to return it. If it is not right for your salon, tell us within 60 days of delivery and send the hardware back in working condition with everything it shipped with. We will refund the purchase price less a 20% restocking fee. Return shipping is yours.
After 60 days, the hardware is covered by the manufacturer’s standard warranty for that equipment. We will help you make a claim, but the warranty is theirs, not ours.
Your first year of software updates and support is included. After that a support plan is optional — the software keeps working either way. You bought it.
We want to be unambiguous about this, because some of our competitors are not.
Your client list, appointment history, sales and payroll records belong to your salon. Not to us. We do not sell them, we do not rent them, and we do not use them to market to your clients.
We will never hold your data hostage. You can export it at any time, including after you cancel, and we will help you get it out in a usable form. Ending your relationship with us does not put your business at risk — a company that needs to trap you is telling you something about its software.
On the Local edition the question barely arises: the data is already on your machine.
Nothing suspends your export. If we ever pause your card processing, or suspend your account under “Fair use”, you can still get your data out.
How we handle information day to day is covered in our Privacy Policy.
For the Cloud edition we aim for 99.8% uptime, and we treat outages as the highest priority work there is — when your booking page is down, your salon is losing appointments.
Planned maintenance is excluded, and we schedule it outside salon hours wherever we can. Outages caused by things outside our control — your internet, a client device, a third-party provider — are also excluded.
Being straight about what that number is: it is a target we hold ourselves to, not a warranty you can collect on. We do not currently offer service credits for missed uptime, and “Things we cannot promise” below rules out claims for lost bookings. If we start offering credits we will say so here.
KaloDesk sends appointment texts on your salon’s behalf. Carrier rules require that the people you text have agreed to hear from you. Getting that consent is your responsibility, and the software is built to help you record it. Do not use KaloDesk to text people who have not opted in, and honour every opt-out — we pass those through automatically.
You can take card payments through KaloDesk Payments, or you can bring your own processor — KaloDesk works either way, and we will never make you switch to keep using the software.
Everything in this section applies only if you use KaloDesk Payments. If you bring your own processor, your agreement is with them and none of this applies to you. If you used KaloDesk Payments and later stopped, the parts of this section that should outlast it keep applying to the period when you were using it — including, without limitation, the restrictions on the payments platform, Finix’s rights under this section, and your responsibility for refunds, chargebacks and the fees that go with them.
Card payments through KaloDesk Payments are processed by Finix Payments, Inc. (“Finix”), not by us. To accept card payments you must also agree to the Finix Terms of Service and the Finix Privacy Policy, and you must comply with them at all times — including, after you stop taking card payments, for as long as any transaction, refund or dispute of yours remains open.
Finix may change its Terms of Service and its Privacy Policy at any time, at its sole discretion and without notice to you. Reviewing them is your responsibility. Where the Finix Terms of Service and these terms conflict on anything to do with payment processing, the Finix Terms of Service govern.
Finix is a registered Processor of Pathward, N.A., Sioux Falls, SD, and a registered Payment Facilitator of Fifth Third Bank, N.A., Cincinnati, OH. Your ability to accept cards depends on those relationships as well as on ours with Finix.
Our processing fees are set out on our fee schedule. We will give you notice before any fee changes.
Your right to access and use the Finix payments platform is granted to you alone, to take payments from your own customers, for your own salon. You may not use it on behalf of another business, resell or sublicense access to it, or run transactions through it that are not yours.
You must use it in full compliance with all applicable law and with the Payment Network Rules — the rules of Visa, Mastercard, American Express, Discover and any other card network or payment scheme involved in your transactions.
You must not, and must not let anyone else:
To get you approved for card processing and to keep it running, we share information about you, your business, its owners and your transactions with Finix, and with Finix’s own processors, sponsor banks and the payment networks. That includes the business and ownership details you provide during payment setup, your bank account details, and your transaction data.
Information about your customers’ card transactions is shared the same way, to the extent needed to process, authorise, settle, refund and dispute those transactions.
We keep this information secure and use it to run the service, to comply with the law, and to prevent fraud. Our Privacy Policy covers how we handle your data; the Finix Privacy Policy covers how Finix handles it.
Most processors bury this part. We would rather you know it before you take your first card than after your first dispute.
A card payment is not final when it is approved. A cardholder can dispute it with their bank long afterwards — typically up to 120 days, and in some situations considerably longer. That is a chargeback. When one lands, the money is pulled back out while the dispute runs, whether or not the service was performed and whether or not you still have it.
Chargebacks, refunds and returned payments are yours. You are responsible for the full amount of any transaction that is refunded, reversed, disputed or otherwise returned, plus any fee charged for handling it. Our dispute fee is on our fee schedule, and we will give you at least 30 days’ notice before we change it.
How we recover it. We take what you owe out of your card settlements first. If your settlements do not cover it, we may set it off against other amounts we owe you, or invoice you — itemised, showing the transaction and the fee — and payment is due 30 days from the date of that invoice.
If you think we have it wrong, tell us. You can dispute any amount we have recovered or invoiced, in good faith, within 60 days. We will show you what the card network told us, and we will not treat a disputed amount as overdue while we are working through it with you.
A negative balance. If your account stays negative for more than 30 days and you are not disputing it, we may pause card processing until it is cleared. We will tell you before we do, and tell you what would restore it. Pausing card processing does not touch the rest of KaloDesk, and it never blocks your data export.
Help us fight the dispute. When a cardholder disputes a payment, the card networks give a short, hard deadline to respond — often 7 to 10 days, and missing it loses the dispute automatically. KaloDesk keeps the appointment record, the ticket, the signature and the receipt for exactly this reason. If we ask you for anything else, send it quickly.
Reserves. If your chargeback rate climbs, or your business changes in a way that materially increases risk, Finix or its sponsor bank may require that a portion of your settlements be held back as a reserve. That is their decision, not ours, and we may not be told the whole of their reasoning. We will pass on what we are told, including anything they tell us about what would release it.
This one outlives the relationship. Your responsibility for chargebacks, refunds and fees continues after you stop using KaloDesk Payments, for as long as the card networks allow those transactions to be disputed.
We would rather say this plainly than bury it: Finix provides the payments platform to us, and through us to you, but Finix takes on no liability to you and gives you no warranties.
Finix is not liable to you for any damages — direct, indirect, incidental, special, consequential or otherwise — arising in connection with these terms or with your use of the payments platform. To the extent the law allows, any claim you have about payment processing is against us, not against Finix.
Finix makes you no warranty of any kind, express or implied, including any warranty of title, merchantability, fitness for a particular purpose, or non-infringement. As far as your relationship with Finix goes, the payments platform is provided “as is”.
None of that changes what we owe you. Our own obligations to you, and the limit on them, are in “Things we cannot promise” below.
Finix may end the Finix Terms of Service and your access to the payments platform at any time, as those terms allow. That can happen without notice, and it can happen for reasons outside our control — a decision by Finix, by one of its processors, by a sponsor bank, or by a payment network. We will tell you as soon as we reasonably can, but we cannot prevent it or reverse it.
We may also suspend or end your card processing if you breach these terms, applicable law, or the Payment Network Rules.
If your ability to take card payments ends for any reason, the rest of your KaloDesk service carries on — appointments, checkout, payroll, messaging. You would need another processor to take cards. We will help you connect one where we can, but we cannot guarantee that another processor will approve you.
Finix is an intended third-party beneficiary of this “Card payments” section and may enforce it directly against you.
We keep a record of which version of these terms you accepted and when, and we may be required to produce that record to Finix on request.
Do not resell KaloDesk as your own product, attempt to break into other salons’ data, or use it for anything illegal. We may suspend an account that puts other salons or the service at risk, and we will tell you why.
Support is included with Cloud subscriptions and with the first year of Local. We are a small team that also runs a working nail salon, so we answer as real people — usually quickly, occasionally after the Saturday rush.
Software has bugs and services have bad days. We work hard to prevent both, but we cannot promise the software will be uninterrupted or error-free.
Beyond the promises we have actually made you on this page, we are not making the legal warranties that the law would otherwise read into a contract like this — including the implied warranties of MERCHANTABILITY, of FITNESS FOR A PARTICULAR PURPOSE, and of NON-INFRINGEMENT. We would rather tell you plainly which promises we stand behind than imply a set we have never discussed. The ones we stand behind are the ones written on this page, and those we do stand behind.
We are not liable for indirect losses — lost profits, lost bookings, lost goodwill, or business interruption — even if we were told they were possible. For anything else, our liability for a claim is capped at whichever of these is greatest: what you have paid us in the twelve months before the claim arose; what you paid for your Local edition; or $500.
Some things sit outside that cap, in both directions. Nothing here limits liability that cannot be limited by law, including for death or personal injury. The cap does not apply to our own fraud, willful misconduct or gross negligence, nor to our obligation to refund a Local edition return made within the 60 days above.
And it does not apply to what you owe us — including, without limitation, subscription fees, the Local edition purchase price, support plan fees, and the refunds, chargebacks, card network fines and fees covered under “Card payments” above.
Keep your own copies of anything critical. On Cloud we take nightly backups and keep offsite copies; on Local, backups run on your machine and we will show you how to verify them.
If we change these terms materially, we will tell salons by email before the change takes effect, and update the date at the top of this page.
Each version of these terms is kept, and we record which version your salon accepted. We will ask you to accept a new version, rather than just notifying you, whenever we change the “Card payments” section — our payment processor can require changes on 30 days’ notice — or the warranty and liability wording in “Things we cannot promise”. Those are the terms you would most want to be asked about rather than told.
These terms are governed by the laws of the State of Florida.
Questions about any of this: hello@kalodesk.com, or through our contact page. If something here reads as unclear or unfair, tell us — we would rather fix the wording than argue about it later.