ReservationBot — Privacy Policy

ReservationBot ("we", "us", "the Service") provides an AI-assisted reservation assistant that businesses (for example clinics, salons, and beauty centers) connect to their own WhatsApp and Instagram professional accounts to answer customer questions and book appointments. This policy explains what we collect, why, how we handle it, and how you can have it deleted. If you contact a business that uses ReservationBot, this policy covers how ReservationBot processes the messages you exchange with that business.

1. Who is responsible for your data

ReservationBot operates the Service on behalf of the business you are messaging. For questions or requests about your data, contact us at rgoulani@gmail.com.

2. Information we collect

• Messages you send and receive through WhatsApp or Instagram Direct with a connected business (message text, and — where the business enables it — attachments such as photos or voice notes).
• Basic account identifiers from the messaging platform: your Instagram/WhatsApp user ID, username or display name, and message timestamps.
• Reservation details you provide, such as the service requested, preferred date/time, and confirmation status.
• Operational metadata: message IDs and delivery status used to run and debug the Service.

We do not ask for or intentionally store payment card numbers, government IDs, or other sensitive identifiers through the chat.

3. How we use your information

• To understand your request and reply within the messaging platform's standard 24-hour window.
• To check availability, propose times, and record or confirm appointments.
• To hand the conversation to a human at the business when you ask for a person, or when the message needs human attention (e.g., photos, voice notes, or messages indicating distress).
• To provide the business owner with the conversation context needed to serve you.
• To secure, maintain, and troubleshoot the Service.

We do not use your messages for advertising, and we do not sell your personal data.

4. Legal bases (where GDPR applies)

We process your data to perform the service you requested (to respond and manage your booking), on the basis of the legitimate interests of the business in operating customer service, and — for optional media handling — on the basis of consent that the business configures.

5. Service providers and sharing

We share data only as needed to run the Service, with:

• Meta Platforms — WhatsApp Cloud API and the Instagram Messaging API deliver the messages between you and the business.
• Anthropic — message content is processed by the Claude AI model to generate helpful replies. It is used only to produce responses for your conversation.
• Our hosting/infrastructure provider — to run the application and database.
• The business you contacted — the business owner can read the conversation to serve you.

We may also disclose data if required by law. We do not sell personal data or share it for third-party advertising.

6. Data retention

We retain messages and reservation records for as long as needed to provide the service and to keep a reasonable history for the business, and then delete or anonymize them. You can request earlier deletion at any time (see below).

7. Your rights & how to delete your data

You may request to access, correct, or delete the personal data we hold about you, or to withdraw consent for optional processing.

To request deletion of your data, email rgoulani@gmail.com with the subject "Data Deletion Request" and the Instagram/WhatsApp handle you used. We will verify the request and delete the associated messages and reservation records within 30 days, except where we must retain limited records to comply with law.

8. Security

We use industry-standard measures (encrypted transport, access controls, and secret management) to protect your data. No method of transmission or storage is 100% secure, but we work to protect your information and limit access to it.

9. Children

The Service is intended for adults booking appointments with a business. It is not directed to children, and we do not knowingly collect data from children.

10. International transfers

Your data may be processed on servers located outside your country by us or our service providers, with appropriate safeguards in place.

11. Changes to this policy

We may update this policy from time to time. Material changes will be reflected by the "Last updated" date above.

12. Contact

ReservationBot — rgoulani@gmail.com