Privacy Policy
Privacy Policy
AI Booking Agent
Effective Date: February 15, 2026
1. Introduction
This Privacy Policy describes how Head in the Clouds Head Spa (“we,” “our,” or “us”) collects, uses, stores, and protects your personal information when you interact with our AI-powered booking agent (the “Service”). Our AI booking agent assists users in finding availability and scheduling services by processing limited personal data. By using the Service, you consent to the practices described in this Privacy Policy.
2. Information We Collect
Our AI booking agent collects only the minimum information necessary to facilitate service bookings on your behalf. The categories of personal information we collect include:
2.1 Personal Identifiers
Name: We collect your first and last name to identify you when creating, modifying, or confirming a booking.
Phone Number: We collect your phone number as the primary means of communication for booking confirmations, reminders, and any updates related to your scheduled services.
2.2 Service Preferences
Service Type: We collect information about the type of service you are seeking (e.g., haircut, massage, facial, consultation) in order to match you with available appointments and the appropriate service provider.
2.3 Automatically Collected Information
When you interact with our AI booking agent, we may automatically collect usage data such as interaction timestamps, conversation logs, and device identifiers. This information is used to improve the performance and accuracy of the Service.
3. How We Use Your Information
We use the personal information collected through the AI booking agent for the following purposes:
Booking Facilitation: To search for available appointments, schedule services, and confirm bookings on your behalf.
Communication: To send booking confirmations, reminders, cancellation notices, and other transactional messages to your phone number via SMS or voice.
Service Improvement: To analyze usage patterns and improve the accuracy, speed, and overall quality of our AI booking agent.
Customer Support: To assist you with booking modifications, cancellations, or inquiries related to your scheduled services.
Legal Compliance: To comply with applicable laws, regulations, and legal processes.
4. Data Sharing and Disclosure
We do not sell your personal information to third parties. We may share your information in the following limited circumstances:
Service Providers: We share your name, phone number, and requested service type with the business or provider where you are booking an appointment, solely for the purpose of fulfilling your booking.
Technology Partners: We may share data with third-party technology providers who help us operate the AI booking agent (e.g., cloud hosting, AI processing, SMS delivery services). These partners are contractually obligated to protect your data and use it only for the purposes we specify.
Legal Requirements: We may disclose your information if required to do so by law, regulation, legal process, or governmental request.
Business Transfers: In the event of a merger, acquisition, or sale of assets, your personal information may be transferred as part of the transaction. We will notify you of any such change.
5. Data Retention
We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. Booking records, including your name, phone number, and service type, are retained for a period of [insert retention period, e.g., 12 months] after your last interaction with the Service. After this period, your data will be securely deleted or anonymized.
6. Data Security
We implement industry-standard technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include encryption of data in transit and at rest, access controls, and regular security assessments. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.
7. Your Rights and Choices
Depending on your jurisdiction, you may have the following rights regarding your personal information:
Access: You may request a copy of the personal information we hold about you.
Correction: You may request that we correct any inaccurate or incomplete personal information.
Deletion: You may request that we delete your personal information, subject to certain legal exceptions.
Opt-Out of Communications: You may opt out of receiving non-essential communications by replying STOP to any SMS message or by contacting us directly.
Data Portability: Where applicable, you may request a copy of your data in a structured, commonly used, and machine-readable format.
To exercise any of these rights, please contact us using the information provided in Section 11 below.
8. Consent and Communication Preferences
By providing your phone number and engaging with our AI booking agent, you consent to receiving transactional communications related to your bookings, including confirmations, reminders, and updates via SMS, voice call, or other messaging platforms. You may withdraw your consent at any time by contacting us or following the opt-out instructions provided in our messages. Withdrawing consent may limit your ability to use certain features of the Service.
9. AI and Automated Decision-Making
Our Service uses artificial intelligence to process your requests, interpret your service preferences, and identify available booking slots. The AI booking agent does not make decisions that produce significant legal or similarly significant effects on you. Its sole function is to assist in matching your service requests with available appointments. If you have concerns about how the AI processes your information, you may contact us to request human review of any booking interaction.
10. Children’s Privacy
The Service is not intended for use by individuals under the age of 13 (or the applicable age of digital consent in your jurisdiction). We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child without appropriate consent, we will take steps to delete that information promptly.
11. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:
Finance@cloudsheadspa.com
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will notify you by updating the effective date at the top of this policy and, where appropriate, providing additional notice (such as via SMS or through the Service). Your continued use of the Service after any changes constitutes your acceptance of the updated Privacy Policy.
End of Privacy Policy
