Privacy Policy

Welcome to Booking AI. We respect your privacy and are committed to protecting your personal data. This privacy policy explains how we collect, use, and safeguard your information when you use our booking automation service that integrates with WhatsApp Business API.

1. Information We Collect

1.1 Information You Provide

• Account Information: Name, email address, phone number, business name, and other registration details
• WhatsApp Business Information: WhatsApp Business Account ID, phone number ID, and API credentials
• Booking Data: Customer names, contact information, booking preferences, appointment details, and communication history
• Payment Information: Billing address and payment method details (processed securely through third-party payment processors)

1.2 Information Collected Automatically

• Usage Data: How you interact with our service, features used, and time spent
• Device Information: IP address, browser type, operating system, and device identifiers
• Cookies and Tracking: We use cookies and similar technologies to enhance your experience
• Log Data: Server logs, error reports, and performance metrics

1.3 WhatsApp Message Data

2. How We Use Your Information

We use the collected information for the following purposes:

2.1 Service Delivery

• Process and manage bookings through WhatsApp conversations
• Send automated booking confirmations, reminders, and updates
• Enable communication between you and your customers
• Provide AI-powered chatbot responses and automation

2.2 Service Improvement

• Analyze usage patterns to improve our features and functionality
• Train and enhance our AI models for better automation
• Conduct research and development
• Troubleshoot technical issues and provide customer support

2.3 Business Operations

• Process payments and manage subscriptions
• Send service-related notifications and updates
• Comply with legal obligations and enforce our terms
• Prevent fraud and ensure platform security

2.4 Marketing (With Your Consent)

• Send promotional materials about new features and services
• Provide personalized recommendations
• Conduct surveys and gather feedback

3. WhatsApp Business API and Meta

3.1 Data Sharing with Meta

When you use our WhatsApp integration:

• Message data is processed through Meta's WhatsApp Business API infrastructure
• Meta may collect and process data according to their own privacy policy
• End-to-end encryption applies to messages as per WhatsApp's security standards
• You must comply with Meta's Terms of Service and WhatsApp Business Policy

3.2 Your Responsibilities

As a business using our service with WhatsApp:

• You must obtain proper consent from your customers before messaging them
• You are responsible for complying with WhatsApp Business Policy
• You must provide your own privacy policy to your customers
• You must handle customer data in accordance with applicable laws

4. Data Sharing and Disclosure

We may share your information in the following circumstances:

4.1 Service Providers

We share data with trusted third-party service providers who assist us in:

• Cloud hosting and data storage (AWS, Google Cloud, etc.)
• WhatsApp Business API (Meta Platforms, Inc.)
• Payment processing (Stripe, PayPal, etc.)
• Analytics and monitoring tools
• Customer support platforms

4.2 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred to the new entity.

4.3 Legal Requirements

We may disclose your information when required by law or to:

• Comply with legal obligations, court orders, or government requests
• Protect our rights, privacy, safety, or property
• Investigate fraud or security issues
• Enforce our Terms of Service

4.4 With Your Consent

We may share your information with other parties when you explicitly consent to such sharing.

5. Data Security

We implement robust security measures to protect your information:

• Encryption: Data in transit is encrypted using TLS/SSL protocols
• Access Controls: Strict access controls and authentication mechanisms
• Regular Audits: Security audits and vulnerability assessments
• Secure Infrastructure: Industry-standard cloud hosting with advanced security
• Employee Training: Staff trained on data protection and security practices
• Incident Response: Procedures in place to respond to security breaches

6. Data Retention

We retain your information for as long as necessary to:

• Provide our services and fulfill the purposes outlined in this policy
• Comply with legal, accounting, or reporting requirements
• Resolve disputes and enforce our agreements
• Maintain business records and analytics

Retention Periods:

• Account Data: Retained while your account is active plus 90 days after closure
• Message Data: Retained for up to 1 year or as required by applicable laws
• Transaction Records: Retained for 7 years for tax and legal compliance
• Analytics Data: Aggregated and anonymized data may be retained indefinitely

7. Your Rights and Choices

You have the following rights regarding your personal data:

7.1 Access and Portability

• Request a copy of your personal data
• Receive your data in a structured, machine-readable format
• Transfer your data to another service provider

7.2 Correction and Updates

• Update or correct inaccurate personal information
• Complete incomplete data

7.3 Deletion

• Request deletion of your personal data (subject to legal obligations)
• Close your account and remove associated data

7.4 Restriction and Objection

• Restrict processing of your personal data in certain circumstances
• Object to processing based on legitimate interests
• Opt-out of marketing communications

7.5 How to Exercise Your Rights

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within 30 days.

8. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Essential Cookies: Enable core functionality and authentication
• Analytics Cookies: Understand how you use our service
• Preference Cookies: Remember your settings and preferences
• Marketing Cookies: Deliver relevant advertisements (with your consent)

You can control cookies through your browser settings. Note that disabling certain cookies may limit functionality.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place:

• Standard Contractual Clauses approved by regulatory authorities
• Adequacy decisions by relevant data protection authorities
• Compliance with applicable data protection frameworks

10. Children's Privacy

Our service is not intended for children under 16 years of age. We do not knowingly collect personal information from children. If you believe we have collected data from a child, please contact us immediately.

11. Third-Party Links

Our service may contain links to third-party websites or services. We are not responsible for their privacy practices. We encourage you to read their privacy policies.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of material changes by:

• Posting the updated policy on our website
• Sending an email notification to your registered email address
• Displaying a prominent notice in our service

Your continued use of our service after changes become effective constitutes acceptance of the updated policy.

13. Legal Basis for Processing (GDPR)

For users in the European Economic Area (EEA), we process your personal data based on:

• Contract: Processing necessary to provide our services
• Consent: You have given explicit consent for specific purposes
• Legitimate Interests: Processing necessary for our legitimate business interests
• Legal Obligation: Processing required to comply with legal obligations

14. California Privacy Rights (CCPA)

California residents have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information is collected, used, and shared
• Right to delete personal information
• Right to opt-out of the sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising CCPA rights