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Privacy Policy

Effective Date: April 6, 2026

1. Introduction

This Privacy Policy describes how we collect, use, process, and share information when you use our appointment management service (the "Service"). We are committed to protecting your privacy and handling your data responsibly.

2. Information We Collect

2.1 Account Information

  • User Account Data: Name, email address, phone number, company information
  • Authentication Data: Encrypted passwords, session tokens, password reset tokens
  • Subscription Information: Billing details, subscription plan, payment history

2.2 Business Data

  • Client Information: Names, addresses, phone numbers, email addresses, service history
  • Property Details: Property addresses, property characteristics
  • Service Records: Treatment logs, appointment management reports, service notes, attachments
  • Appointment Data: Scheduled services, recurring appointments, service preferences

2.3 Employee Data

  • Staff Information: Employee names, contact details, roles, permissions
  • Location Data: GPS coordinates, route tracking, time tracking (with consent)
  • Performance Data: Service completion times, client feedback, work logs

2.4 Communication Data

  • Email Communications: Automated reminders, service notifications, email logs
  • System Messages: In-app notifications, alerts, system communications
  • Support Communications: Customer service inquiries, support tickets

2.5 Technical Data

  • Usage Analytics: Feature usage, performance metrics, error logs
  • Device Information: Browser type, operating system, device identifiers
  • Log Data:Audit trails, security logs
  • Backup Data: Automated system backups, data recovery information

2.6 Financial Data

  • Subscription Data: Plan details, usage limits, feature access
  • QuickBooks/Xero Integration Data: When you connect a QuickBooks or Xero account, we access invoice records, customer data, and payment information solely to provide invoicing functionality within the Service. This data is stored encrypted using AES-256 and is never shared with third parties or used for any purpose other than operating the integration on your behalf.

3. How We Use Your Information

3.1 Service Provision

  • Core Functionality: Calendar management, appointment scheduling, client management
  • Service Delivery: Route optimization, automated reminders, service documentation
  • Business Operations: Invoice generation, performance analytics, audit trails

3.2 Communication

  • Service Notifications: Appointment reminders, service alerts, system updates
  • Business Communications: Service confirmations, billing notices, policy updates
  • Emergency Notifications: Critical system alerts, security notifications

3.3 Improvement and Analytics

  • Service Enhancement: Feature development, user experience improvements
  • Performance Monitoring: System optimization, error detection, quality assurance
  • Business Intelligence: Usage patterns, performance metrics, trend analysis

3.4 Legal and Security

  • Compliance: Regulatory requirements, legal obligations, audit purposes
  • Security: Fraud prevention, unauthorized access detection, data protection
  • Support: Customer service, technical assistance, troubleshooting

4. Information Sharing and Disclosure

4.1 We Do Not Sell Your Data

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

4.2 Service Providers

We may share information with trusted service providers who assist in:

  • Cloud Infrastructure: Data hosting, backup services, content delivery
  • Payment Processing: Subscription billing, payment verification
  • Email Services: Automated notifications, transactional emails
  • Support Services: Customer service, technical support

4.3 Legal Requirements

We may disclose information when required by law or to:

  • Comply with legal processes, court orders, or regulatory requirements
  • Protect our rights, property, or safety, or that of our users
  • Investigate potential violations of our Terms of Service
  • Respond to claims of illegal activity or intellectual property infringement

4.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, user information may be transferred as part of the business transaction.

4.5 Third-Party Integrations (QuickBooks / Xero)

When you connect a QuickBooks or Xero account, data is exchanged directly between our Service and those platforms on your behalf. We do not provide Intuit or Xero data to any other third parties. QuickBooks data is used solely for the functional purpose of the integration and is not used for advertising, training AI models, or any purpose unrelated to operating your account.

5. Data Retention

5.1 Active Accounts

  • Account Data: Retained while your account is active
  • Business Data: Retained according to your subscription plan and business needs

5.2 Deleted Accounts

  • Account Deletion: Most data deleted within 30 days of account closure
  • Backup Systems: Data may persist in backups for up to 90 days
  • Legal Requirements: Some data may be retained longer for legal compliance

5.3 Data Export

  • Data export tools are available to download your information before account closure
  • Export includes client data, service logs, and business records in standard formats

6. Data Security

6.1 Technical Safeguards

  • Encryption: Data encrypted in transit (TLS) and at rest (AES-256)
  • Access Controls: Role-based permissions, multi-factor authentication options
  • Network Security: Firewalls, intrusion detection, secure cloud infrastructure
  • Regular Updates: Security patches, vulnerability assessments, penetration testing

6.2 Operational Security

  • Employee Training: Regular security awareness training for all staff
  • Access Monitoring: Logs for all data access and system changes
  • Incident Response: Documented procedures for security breach response
  • Data Backups: Automated backups with encryption and integrity verification

6.3 Physical Security

  • Secure Facilities: Data centers with physical access controls
  • Environmental Controls: Climate control, fire suppression, power redundancy
  • Vendor Security: Regular security assessments of third-party providers

7. Your Rights and Choices

7.1 Access and Control

  • Data Access: View and download your personal and business data
  • Data Correction: Update incorrect or incomplete information
  • Data Deletion: Request deletion of your data (subject to legal requirements)
  • Data Portability: Export your data in machine-readable formats

7.2 Communication Preferences

  • Email Notifications: Configure automated email settings
  • System Alerts: Customize notification preferences
  • Marketing Communications: Opt-out of promotional messages (if applicable)

7.3 Location Data

  • Employee Consent: Location tracking requires explicit employee consent
  • Location Controls: Employees can disable location tracking in their settings
  • Data Deletion: Location history can be deleted upon request

8. Cookies and Tracking

8.1 Essential Cookies

  • Authentication: Session management, login state
  • Security: CSRF protection, security tokens
  • Functionality: User preferences, application state

8.2 Analytics

  • Usage Analytics: Anonymized data on feature usage and performance
  • Error Tracking: Crash reports and error logs for service improvement
  • Performance Monitoring: Page load times, system performance metrics

8.3 Your Choices

  • Most browsers allow you to control cookie settings
  • Disabling essential cookies may affect service functionality
  • Analytics can be disabled through your account settings

9. International Data Transfers

  • Data may be processed in countries other than where you are located
  • We ensure appropriate safeguards are in place for international transfers
  • Data processing complies with applicable privacy laws and regulations

10. Children's Privacy

Our Service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13.

11. Changes to This Policy

11.1 Policy Updates

  • We may update this Privacy Policy from time to time
  • Material changes will be communicated via email or in-app notification
  • Continued use of the Service constitutes acceptance of updated terms

11.2 Review History

  • Policy version history is available upon request
  • Previous policy versions are archived for reference

12. Compliance and Certifications

12.1 Regulatory Compliance

  • GDPR: European Union General Data Protection Regulation compliance
  • CCPA: California Consumer Privacy Act compliance (where applicable)
  • PIPEDA: Personal Information Protection and Electronic Documents Act (Canada)
  • Industry Standards: SOC 2 Type II, ISO 27001 (planned)

12.2 Data Processing Agreements

  • Data Processing Agreements (DPAs) available for enterprise customers
  • Business Associate Agreements (BAAs) for healthcare-related services
  • Custom privacy agreements for specific compliance requirements

13. Data Breach Notification

13.1 Incident Response

  • Immediate investigation and containment of any security incident
  • Assessment of data impact and risk to affected individuals
  • Coordination with relevant authorities and affected parties

13.2 Notification Process

  • Regulatory Notifications: As required by applicable laws (typically within 72 hours)
  • User Notifications: Prompt notification to affected users with details and recommended actions
  • Public Disclosure: Transparent communication about significant incidents

14. Contact Information

14.1 Privacy Officer

For questions about this Privacy Policy or your data rights:

14.2 Support Channels

  • General Support: Available through the Service's support system
  • Privacy Requests: Dedicated privacy request portal
  • Emergency Contact: 24/7 security incident reporting

15. Effective Date and Acknowledgment

This Privacy Policy is effective as of April 6, 2026. By using our Service, you acknowledge that you have read and understood this Privacy Policy and agree to the collection, use, and disclosure of your information as described herein.

This Privacy Policy was last updated on April 6, 2026. Please review it regularly as it may be updated from time to time to reflect changes in our practices or applicable laws.

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