Privacy Policy

Last Updated: December 12, 2025

1. Introduction

Welcome to ChillScheduler ("we," "our," or "us"). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our WhatsApp AI Booking Platform and related services (the "Service").

2. Information We Collect

We collect information that you provide directly to us and information that is automatically collected when you use our Service.

2.1. Information Provided by Business Owners

When you register as a business owner, we collect:

  • Account Information: Name, email address, and hashed password.
  • Business Details: Business name, description, services offered, pricing, staff members, workings hours, and policies.
  • WhatsApp Configuration: WhatsApp Business API credentials (phone number ID, WABA ID, access tokens).

2.2. Information Provided by Customers

When customers interact with the AI booking agent via WhatsApp, we collect:

  • Contact Information: Phone number and name (as provided on WhatsApp).
  • Booking Details: Appointment dates, times, requested services, and any notes provided.
  • Conversation History: The content of messages exchanged with the AI agent.

2.3. Automatically Collected Information

  • Usage Logs: We log interactions for audit and compliance purposes, including timestamps, message previews, and AI model usage.
  • Device Information: Basic information about how you access our dashboard (e.g., browser type, IP address).

3. How We Use Your Information

We use the collected information for the following purposes:

  • Service Delivery: To provide the AI booking agent, manage appointments, and facilitate communication between businesses and customers.
  • AI Processing: To understand customer inquiries and generate appropriate responses using Large Language Models (LLMs) like Google Gemini.
  • Compliance & Security: To monitor for harmful content, enforce our policies, and comply with Meta's WhatsApp Business Policy.
  • Communication: To send appointment reminders, confirmations, and important service updates.
  • Improvement: To analyze usage patterns and improve the accuracy and performance of our AI agent.

4. specific Data Handling Practices

4.1. AI Interactions

  • Customer messages are processed by AI models (e.g., Google Gemini) to generate responses.
  • We maintain a specific "Policy Guard Layer" to prevent the AI from providing medical, legal, or financial advice, and to filter harmful content.
  • We do not use your proprietary business data to train public AI models without your consent.

4.2. WhatsApp Integration

5. Data Sharing and Disclosure

We do not sell your personal data. We may share information in the following circumstances:

  • Service Providers: With third-party vendors who perform services on our behalf (e.g., cloud hosting, database providers, AI model providers).
  • Business Owners: Business owners have access to the conversation history and booking details of their respective customers.
  • Legal Requirements: If required to do so by law or in response to valid requests by public authorities.

6. Data Security

We implement appropriate technical and organizational measures to protect your data, including:

  • Encryption: Encryption of sensitive credentials (e.g., access tokens) at rest.
  • Access Controls: Strict access controls to limit who can view or process personal data.
  • Regular Audits: Logging of AI interactions to ensure compliance and security.

7. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

  • Access: Request a copy of the personal data we hold about you.
  • Correction: Request correction of inaccurate or incomplete data.
  • Deletion: Request deletion of your personal data, subject to legal obligations.
  • Withdraw Consent: Withdraw consent for specific processing activities.

To exercise these rights, please contact us at the email provided below.

For detailed instructions on how to request data deletion, please visit our Data Deletion Instructions.

8. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date.

9. Contact Us

If you have any questions about this Privacy Policy, please contact us at:

ChillScheduler Support Email: support@chillscheduler.com