Privacy Policy

1. Data we collect

• Account data: name, email address, password (hashed).
• Business data: business name, type, location, services, schedule, website URL.
• Call data: phone numbers, call duration, transcripts, summaries, recordings (if enabled).
• Booking data: customer name, phone number, requested service, date and time, notes.
• Payment data: plan, subscription status. Card details are processed directly by Stripe — we never see or store them.
• Usage data: minutes used per month, extra minutes, alerts.
• Technical data: IP address, browser type, cookies, log data.

2. How we use your data

• Activate your account and verify your license key.
• Operate your AI receptionist and create bookings on your behalf.
• Send email notifications: activation, new bookings, usage alerts.
• Process subscription payments and manage billing.
• Provide support and resolve issues.
• Monitor system health and prevent abuse.
• Internal analytics to improve the service (aggregated, not sold).

3. AI assistant & call handling

Our service uses AI voice technology to answer calls on behalf of your business. Calls may be transcribed and summarised automatically. The AI assistant collects booking requests but does not confirm appointments without your review unless you explicitly enable that feature.

Your end-customers' phone numbers and names are collected solely to create booking records and are not used for marketing or shared with third parties.

4. Sub-processors

5. Data retention

• Account data: retained while your subscription is active and for 90 days after cancellation.
• Call transcripts and booking data: retained for 12 months, then deleted unless you request earlier deletion.
• Payment records: retained as required by applicable tax and accounting law (typically 7 years).

6. Your rights (GDPR)

If you are based in the EU/EEA, you have the right to:

• Access the personal data we hold about you.
• Rectify inaccurate data.
• Erase your data ("right to be forgotten").
• Restrict or object to certain processing.
• Withdraw consent at any time where processing is based on consent.
• Data portability — receive your data in a machine-readable format.

To exercise any right, email us at support@smartbookingsolution.com. We will respond within 30 days.

7. Cookies

We use essential session cookies for authentication. We do not use third-party advertising or tracking cookies.

8. Contact

For privacy questions or data requests: support@smartbookingsolution.com