Privacy Policy

This policy applies to:

• Visitors to appointfly.com and our live previews.
• Business Customers: salon, spa, and barbershop owners, and the team members they add, who use AppointFly websites and dashboards.
• End Clients: people who book appointments through a website we build and host for a Business Customer.

For Visitors and Business Customers, AppointFly is the data controller. We decide how and why your information is used.

For End Clients, the salon, spa, or barbershop you book with is the data controller. It decides what information to collect about you and how to use it. AppointFly acts as its data processor, handling your information only on the business's instructions to provide the booking service. If you are an End Client with a question about your booking data, please contact the business first. We will help them respond.

Information you give us

• Contact details, such as your name, business name, email address, and phone number.
• Account details, such as login credentials, your chosen plan, and the names and roles of team members you add.
• Website content, such as logos, photos, service menus, prices, opening hours, and staff profiles you provide for your website.
• Messages, support requests, and feedback you send us.

Billing information

Subscription and build fee payments are handled by Paddle, which acts as our reseller and Merchant of Record. Paddle collects your card and billing details directly. We receive limited information from Paddle, such as your name, email, country, plan, and payment status. We never see or store your full card number.

Information we process for Business Customers

• End Client names, email addresses, and phone numbers.
• Appointment details, including services booked, chosen staff member, date, time, and booking notes.
• Client records the business adds, such as visit history, preferences, or service notes.
• Deposit and payment records for bookings. Card payments from End Clients are processed by Stripe, and card numbers are never stored on our servers.
• Client and appointment data imported from a previous booking tool, if the business asks us to migrate it.

Information collected automatically

• Device and usage information, such as IP address, browser type, device type, pages visited, referring website, and time spent on pages.
• Information from cookies and similar technologies. See our Cookie Policy for details.

We use personal information to:

• Design, build, launch, host, and maintain websites and dashboards.
• Run online booking, send booking confirmations, and send appointment reminders by email and text message.
• Take build fee and subscription payments (through Paddle) and process End Client deposits and payments (through Stripe).
• Provide customer support and send important service messages, such as billing notices and changes to our terms.
• Keep our platform secure, prevent fraud and abuse, and fix technical problems.
• Understand how visitors use appointfly.com so we can improve it.
• Send Business Customers and interested businesses occasional emails about AppointFly. You can unsubscribe at any time using the link in any email.
• Meet our legal, tax, and accounting obligations.

Under UK and EU data protection law, we rely on the following legal bases:

• Contract: to provide the Services a Business Customer has signed up for.
• Legitimate interests: to secure and improve our platform, provide support, and send relevant business-to-business marketing, where these interests are not outweighed by your rights.
• Consent: for analytics cookies and, where required, marketing emails. You can withdraw consent at any time.
• Legal obligation: to keep financial records and respond to lawful requests.

We share personal information only with trusted providers who help us run AppointFly, and only as needed to provide the Services:

We may also share information:

• With the Business Customer whose website an End Client booked through.
• With professional advisers, such as accountants and lawyers, who are bound by confidentiality.
• When required by law, or to protect the rights, safety, and property of AppointFly, our customers, or others.
• With a buyer or successor if AppointFly is sold or transferred. We will tell you before your information becomes subject to a different privacy policy.

AppointFly is based in the United Kingdom, and some of our providers are located in the United States and other countries. When personal information is transferred outside the UK or European Economic Area, we make sure appropriate safeguards are in place, such as the UK-US Data Bridge, the EU-US Data Privacy Framework, or Standard Contractual Clauses with the UK International Data Transfer Addendum.

Business Customers own their client list and booking data. You can export your full client list from your dashboard at any time, including after you cancel (see Data retention below). We do not claim ownership of your clients, your brand, or your domain.

• Active accounts: we keep account, website, and booking data for as long as your subscription is active.
• After cancellation: we keep your data for 30 days so you can export it. After that, we permanently delete it from our live systems, and it is removed from backups within a further 60 days.
• Billing records: we keep invoices and payment records for 6 years to meet UK tax requirements.
• Support messages: kept for up to 2 years after your last contact.
• Analytics data: Google Analytics data is kept for 14 months.

We protect personal information using encryption in transit (HTTPS) and at rest, secure hosting, access controls that limit data to people who need it, and regular reviews of our systems. No system is completely secure, but if a data breach affects your information, we will notify you and the relevant authorities as required by law.

If you are in the UK or EU, you have the right to:

• Access the personal information we hold about you.
• Correct information that is wrong or incomplete.
• Ask us to delete your information.
• Receive your information in a portable format.
• Object to, or ask us to restrict, how we use your information.
• Withdraw your consent at any time, where we rely on consent.

You also have the right to complain to the UK Information Commissioner's Office (ico.org.uk) or your local data protection authority. We would appreciate the chance to resolve your concern first.

To exercise any of these rights, email support@appointfly.com. We will respond within one month. End Clients should contact the business they booked with, and we will support that business in responding.

If you live in a US state with a consumer privacy law, such as California, you may have the right to know what personal information we collect, to access it, to correct it, to delete it, and to opt out of its sale or its sharing for targeted advertising. AppointFly does not sell personal information and does not share it for targeted advertising. We will not treat you differently for exercising your rights. To make a request, email support@appointfly.com.

If a Business Customer uses text reminders, End Clients who provide a mobile number may receive appointment confirmations and reminders by text. Reply STOP to any message to stop receiving texts, or HELP for help. Message and data rates may apply. We never share mobile numbers or text message consent with third parties for their own marketing.

AppointFly is built for businesses and is not directed at children. We do not knowingly collect personal information from children under 13. If a child's appointment is booked through a website we host, it should be booked by a parent or guardian. If you believe a child has given us personal information, contact us and we will delete it.

We may update this policy from time to time. If we make significant changes, we will notify Business Customers by email or in the dashboard before they take effect. The "Last updated" date at the top of this page shows when it was last changed.

For any questions about this Privacy Policy or your personal information, email support@appointfly.com.