Privacy Policy

1. Introduction

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our booking and customer management platform. We are committed to protecting your privacy and complying with applicable data protection laws, including the General Data Protection Regulation (GDPR).

2. Information We Collect

2.1 Information You Provide

• **Business Information: **Business name, email, phone number, address, timezone, business hours, and settings
• **Customer Information: **Name, phone number, email address, and notes
• **Booking Information: **Service bookings, appointment times, preferences, and related notes
• **Communication Data: **Messages exchanged via WhatsApp, including conversations and customer interactions

2.2 Automatically Collected Information

IP addresses and device information Usage data and interaction patterns Consent records with timestamps

3. How We Use Your Information

We use the information we collect for the following purposes: To provide and maintain our booking and customer management services To process bookings, manage appointments, and send reminders To facilitate communication between businesses and customers via WhatsApp To respond to customer inquiries and provide customer support To improve our services and develop new features To comply with legal obligations and enforce our terms of service To send marketing communications (only with your explicit consent, which you can withdraw at any time)

4. AI-Powered Features

Our platform uses artificial intelligence (AI) to assist with customer communications and booking management. When you interact with our AI assistant: You will be notified that you are interacting with an AI assistant at the start of each conversation Real business team members can monitor conversations and respond directly when needed Your conversations are stored securely and used to improve AI responses and service quality You have the right to request human assistance at any time during your interaction

5. Legal Basis for Processing (GDPR)

We process your personal data based on the following legal grounds: **Contract Performance:**To fulfill our obligations in providing booking and communication services **Legitimate Interests:**To improve our services, prevent fraud, and ensure security **Consent:**For marketing communications and certain AI-powered features (you can withdraw consent at any time) **Legal Obligations:**To comply with applicable laws and regulations

6. Data Sharing and Third Parties

We share your information with the following third-party service providers who assist us in operating our platform: **Supabase:**Database hosting and authentication services **Meta (WhatsApp Business API): **To facilitate WhatsApp communications AI/LLM Providers:(e.g., Google Gemini, OpenAI) To power AI assistant features - data is processed according to their privacy policies

All third-party service providers are required to maintain appropriate security measures and are prohibited from using your information for any purpose other than providing services to us. We do not sell, rent, or trade your personal information to third parties for marketing purposes.

7. Your Rights (GDPR)

Under the GDPR, you have the following rights regarding your personal data: **Right to Access:**Request a copy of all personal data we hold about you **Right to Rectification:**Request correction of inaccurate or incomplete data **Right to Erasure:**Request deletion of your personal data ("right to be forgotten") **Right to Restrict Processing: **Request limitation of how we use your data **Right to Data Portability: **Request your data in a machine-readable format **Right to Object:**Object to processing based on legitimate interests **Right to Withdraw Consent: **Withdraw consent for processing that requires it

To exercise these rights, please contact us using the information provided in the Contact section below. We will respond to your request within one month.

8. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include: Encryption of data in transit (TLS 1.3) and at rest Regular security assessments and updates Access controls and authentication mechanisms Regular backups and disaster recovery procedures

9. Data Retention

We retain your personal data for the following periods: Conversation messages: 2 years Bookings: 5 years Customer records: Until deletion is requested by the business Consent records: Until consent is withdrawn or data is deleted Logs: 30 days We may retain certain data for longer periods if required by law or necessary for legitimate business purposes.

10. International Data Transfers

Your data may be processed and stored in countries outside the European Economic Area (EEA). When we transfer data outside the EEA, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions by the European Commission.

11. Cookies and Tracking

We use cookies and similar technologies to enhance your experience, analyze usage, and assist in marketing efforts. You can manage your cookie preferences through your browser settings or our cookie preference center below.

Types of Cookies We Use

Necessary Cookies

These cookies are essential for the website to function properly. They include authentication tokens, session management, and security features. These cookies cannot be disabled.

Functional Cookies

These cookies enable enhanced functionality and personalization, such as remembering your theme preferences, selected branch, and language settings. These cookies may be disabled, but some features may not work as expected.

Analytics Cookies

These cookies help us understand how visitors interact with our website by collecting and reporting information anonymously. This helps us improve our services.

Marketing Cookies

These cookies are used to deliver advertisements and track campaign effectiveness. They may be set by third-party advertising networks. You can manage your cookie preferences at any time by clicking the cookie icon in your browser or using the cookie consent banner when it appears. Please note that disabling certain cookies may impact your experience on our website.

12. Children's Privacy

Our services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us immediately.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. You are advised to review this Privacy Policy periodically for any changes.

14. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us: **Email:**pitstopai.help@gmail.com **Data Protection Officer: **Mustafa Asif

You also have the right to lodge a complaint with your local data protection authority if you believe we have not adequately addressed your concerns.

Related Information

For information about how we ensure our platform is accessible to all users, please see our Accessibility Statement .