Privacy Policy

Last updated: April 11, 2026

Sophie ("we", "us", "our") operates an AI-powered booking assistant delivered through WhatsApp. This Privacy Policy explains how we collect, use, and protect your information when you interact with our service.

1. Information We Collect

When you use Sophie to make a booking, we may collect the following information:

• Contact information: Your name and phone number as provided through WhatsApp.
• Booking details: The services you book, appointment dates, times, and staff preferences.
• Conversation data: Messages exchanged with Sophie through WhatsApp to process your booking requests.

For business owners using our dashboard, we also collect:

• Business information: Business name, email address, phone number, services offered, staff details, and working hours.
• Account credentials: Login information to access the management dashboard.

2. How We Use Your Information

We use the collected information to:

• Process and manage bookings on behalf of the business you are booking with.
• Send booking confirmations, reminders, and updates via WhatsApp.
• Provide businesses with analytics and insights about their booking activity.
• Improve and maintain our service.

3. Google User Data

When a business owner connects their Google Calendar to Sophie, we request access to the following Google user data:

• Google Calendar data: We access your Google Calendar to create, read, and update calendar events for bookings made through Sophie.

Specifically, we use Google Calendar data to:

• Create calendar events when customers book appointments.
• Check existing calendar events to determine staff availability and prevent double-booking.
• Update or cancel calendar events when bookings are modified or cancelled.

We do not use Google Calendar data for any purpose other than managing bookings. We do not share, sell, or transfer Google user data to third parties. We do not use Google user data for advertising or any purpose unrelated to the core booking functionality. Our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Google OAuth tokens are stored securely and encrypted. You can revoke Sophie's access to your Google Calendar at any time through your Google Account permissions page or through the Sophie dashboard settings.

4. Information Sharing

We do not sell, trade, or rent your personal information to third parties. Your information is shared only with:

• The business you are booking with: Your name, phone number, and booking details are shared with the business to fulfill your appointment.
• WhatsApp (Meta): Messages are transmitted through WhatsApp's platform, subject to WhatsApp's Privacy Policy.
• Google Calendar: If the business uses Google Calendar integration, booking details (service name, date, time, customer name) are synced to their calendar. No other data is sent to Google.

5. Data Storage and Security

Your data is stored on secure servers within the European Union. We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction.

6. Data Retention

We retain your booking data for as long as necessary to provide the service and comply with legal obligations. Conversation data is retained for up to 12 months after your last interaction. You may request deletion of your data at any time by contacting us.

7. Your Rights

You have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate data.
• Request deletion of your data.
• Withdraw consent for data processing at any time.

8. Cookies

Our website uses only essential cookies for language preferences. We do not use tracking cookies or third-party analytics.

9. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated revision date.

10. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your data rights, please contact us at:

[email protected]