Privacy Policy

Depending on how you use Booked Soon, we may collect:

• Account information — name, email address, authentication identifiers, and profile details you provide when signing up or signing in (including via Google).
• Business information — business name, address, hours, services, FAQs, AI instructions, team members, and settings you configure in the dashboard.
• Phone numbers — numbers you provision or connect for call handling, transfer destinations, and SMS messaging.
• Appointment data — customer names, contact details, booking times, services, notes, and calendar-related information.
• Google Calendar data - if you connect Google Calendar, event titles, start and end times, availability, calendar identifiers, and sync metadata needed to show busy times and create, update, or cancel Booked Soon appointments on your calendar.
• Call metadata — call timestamps, duration, caller numbers, transcripts, summaries, and related logs generated by the AI receptionist.

We also collect technical data such as IP address, browser type, device information, and usage logs needed to operate and secure the service.

We use information to:

• Provide, maintain, and improve the Booked Soon platform.
• Authenticate users and manage accounts and subscriptions.
• Operate AI call answering, scheduling, and SMS features you enable.
• Sync connected Google Calendar events so Booked Soon can prevent double bookings and add, update, or cancel appointments scheduled through the platform.
• Process payments and send billing-related communications.
• Monitor performance, prevent fraud, and enforce our terms.
• Respond to support requests and legal obligations.

We process data based on contract performance, legitimate interests in operating our service, compliance with law, and consent where required (for example, for certain marketing or optional features).

Booked Soon uses AI providers (including OpenAI) to understand caller speech and text, generate responses, and produce call summaries. Content from calls and your knowledge base may be sent to these providers for processing according to their policies and our agreements with them.

You control much of what the AI can say through your business settings. Review sensitive information before adding it to your knowledge base or AI instructions.

Call and SMS features are delivered through telecommunications partners (such as Telnyx). Caller and customer phone numbers, message content, and delivery status may be processed by us and those providers to complete the service.

SMS communications. When you or your customers provide a phone number through Booked Soon (for example during signup, onboarding, appointment booking, or support), you may receive SMS messages regarding appointments, scheduling updates, reminders, customer support, and account communications. Message frequency varies. Message and data rates may apply.

You can reply STOP to opt out of SMS messages and HELP for assistance. After you opt out, we may send a one-time confirmation. If you use Booked Soon for your business, you are responsible for obtaining any consents required before your business contacts customers by phone or SMS and for honoring opt-out requests under applicable law (including TCPA and similar regulations).

Subscription payments are handled by Stripe. We receive limited billing data from Stripe (such as customer ID, subscription status, and plan) but do not store full payment card numbers on our servers. Stripe's privacy policy governs payment data they collect directly.

We use cookies and similar technologies for authentication, session management, security, and basic product functionality. These are necessary for the dashboard and sign-in flows to work.

We may use aggregated analytics to understand how the product is used. We do not sell personal information for cross-context behavioral advertising.

We retain information for as long as your account is active or as needed to provide the service, comply with legal obligations, resolve disputes, and enforce agreements. You may request deletion as described below; some data may be retained in backups or logs for a limited period.

We implement administrative, technical, and organizational measures designed to protect your information, including encryption in transit, access controls, and secure cloud infrastructure. No method of transmission or storage is completely secure; we cannot guarantee absolute security.

We share data with service providers who help us operate Booked Soon, including:

• OpenAI — AI processing for calls and related features.
• Telnyx — voice and SMS infrastructure.
• Stripe — payments and subscriptions.
• Google — authentication and calendar sync when you connect Google services.
• Supabase — authentication, database hosting, and backend services.

These providers process data on our instructions and subject to their own privacy commitments. We do not authorize them to use your business data for their unrelated marketing purposes.

Booked Soon's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We use Google Calendar data only to provide calendar sync, availability checks, and appointment scheduling features you enable. We do not sell Google Calendar data, use it for advertising, or use it to train generalized AI models.

Depending on your location, you may have rights to access, correct, delete, or export personal information, object to certain processing, or withdraw consent. California residents may have additional rights under the CCPA/CPRA. EEA/UK users may have rights under GDPR.

To exercise these rights, contact contact@bookedsoon.com. We may verify your identity before responding.

You may delete your account or request deletion of personal data by emailing contact@bookedsoon.com from the address associated with your account. We will process requests within a reasonable timeframe, subject to legal retention requirements and data needed to resolve billing disputes or security incidents.

Deleting your account may not automatically delete records held by third-party processors under their retention policies; we will assist with provider requests where appropriate.

Booked Soon is intended for businesses and is not directed to children under 13 (or 16 where applicable). We do not knowingly collect personal information from children. Contact us if you believe a child has provided data through the service.

We may update this Privacy Policy from time to time. The revised policy will be posted on this page with an updated "Last updated" date. Material changes may be communicated by email or in-app notice where appropriate.