Privacy Policy for Intellibook AI

2. Information Collection and Use

We collect information to provide high-quality appointment scheduling and AI receptionist capabilities:

• Account Data: Business name, owner email address, phone number, working hours, and staff and specialist profiles.
• Messaging Metadata: Incoming inquiry timestamps, customer phone numbers, appointment selections, and UPI transaction reference IDs.
• Usage Analytics: Browser type, IP address, device diagnostic logs, and platform navigation metrics to maintain system reliability.

3. Purpose of Processing

Intellibook AI uses collected customer information strictly to:

• Facilitate real-time appointment confirmations and slot negotiations on WhatsApp
• Dispatch automated 24-hour and 2-hour pre-service reminders to reduce no-shows
• Verify advance token deposits through UPI payment gateway webhooks
• Detect and prevent fraud or unauthorized API abuse
• Provide responsive customer support and technical troubleshooting

4. Data Protection & Encryption

We implement industry-standard security measures including HTTPS/TLS 1.3 encryption in transit, AES-256 encryption at rest, role-based access restrictions, and periodic vulnerability audits. No customer payment credentials (such as credit card numbers or UPI PINs) are ever stored on our servers.

5. Google API Services User Data & Disclosures

When you connect your Google Calendar account to our Service, we access certain calendar information via Google OAuth APIs:

• Zero Data Sharing: We do not sell, transfer, or disclose your Google user data or calendar details to third parties or third-party AI models.
• Strict Scheduling Purpose: We access your calendar strictly to read busy/free slots to prevent double-bookings and write confirmed appointments.
• No AI Model Training: We never use Google user data or calendar entries to train or fine-tune artificial intelligence models.
• Compliance: Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

6. Booking Through AI Assistants (ChatGPT, Claude and Others)

AI assistants such as ChatGPT and Claude can connect to Intellibook AI to search listed businesses, check available times and book appointments for their users.

• What we receive: only the details needed for the request: search terms, the business, service, staff member and time chosen, and, to book, the customer's name and WhatsApp number. We do not receive your conversation with the assistant, your account with the assistant provider, or your location.
• How it is used: to create the appointment with the business you chose and to send its confirmation to that WhatsApp number. No payment is taken or requested for bookings made through an assistant. The business receives the booking details, as it would from its own booking page.
• No sale or model training: we do not sell this data or use it to train AI models.
• Retention: the booking is kept in the business's appointment records until the business deletes it or you ask us to delete it. Searches are not stored against you.
• If a booking was not made by you: reply to the WhatsApp confirmation to cancel it, or contact us at the address below.

7. Your Rights & Data Portability

You retain total control over your business data. At any time, you may:

• Request an export of your appointment logs and customer interactions
• Correct or update inaccurate business or staff details
• Request permanent deletion of your account and associated WhatsApp session records

To exercise any of these rights, contact our privacy team at support@intellibookai.com.

8. Contact Information

If you have any questions or concerns regarding this Privacy Policy, reach out to us at: