1. Information We Collect

When you use WaitlistAI, we may collect the following types of information:

• Account information: Your name, email address, and password (stored securely as a hash) when you create an account.
• Business information: Business name, owner name, business type, address, phone, email, business hours, timezone, services, and staff member names you enter during onboarding.
• Customer and waitlist data: Information you enter about your customers, including names, email addresses, phone numbers, appointment details, and waitlist entries.
• Usage and analytics: We use Google Analytics to understand how the application is used, including page views, events, and session data. We do not collect personally identifiable information through analytics beyond what is necessary for understanding usage patterns.
• Support interactions: Messages you send to our AI Support assistant, support tickets you submit, and any conversation history associated with your support requests.
• Payment information: Payment processing is handled by Stripe. We do not store your full credit card number on our servers. Stripe tokenizes and securely stores your payment details.

2. How We Use Your Information

• To provide and maintain the WaitlistAI service, including waitlist management, appointment tracking, and notifications.
• To send email notifications to you and your customers (such as waitlist updates, back-in-stock alerts, and recovery offers).
• To process subscription payments through Stripe and manage your subscription.
• To provide AI-assisted support and route support tickets to our team when needed.
• To improve our services, troubleshoot issues, and develop new features.
• To communicate with you about your account, billing, and important service updates.

3. Cookies and Similar Technologies

We use cookies and similar technologies for authentication (keeping you logged in), remembering your preferences (such as language selection), and analytics (understanding how the app is used). You can disable cookies in your browser settings, but some features of the application may not function properly without them.

4. AI Support Interactions

When you use our AI Support assistant, your messages and conversation history are stored to provide support and improve our knowledge base. AI responses are generated based on our published support articles and application documentation. We do not use your support conversations to train external AI models. Support tickets and conversations are visible to our support team and administrators for the purpose of resolving your issues.

5. Email Notifications

We send email notifications to you and your customers for various purposes, including waitlist updates, back-in-stock alerts, recovery offers, and support ticket responses. You can manage notification preferences in your business settings. Your customers can opt out of receiving notifications by following the unsubscribe instructions in the emails they receive.

6. Third-Party Services

We use the following third-party services to operate WaitlistAI:

• Stripe: Payment processing and subscription management.
• Google Analytics: Usage analytics and event tracking.
• Google Calendar: Two-way calendar synchronization (optional, when you connect it).
• Google (OAuth): Sign-in with Google (optional).

Each third-party service has its own privacy policy. We encourage you to review their policies.

7. Google User Data and Google API Services

If you choose to sign in with Google or connect Google Calendar, WaitlistAI receives and uses Google account information and Google Calendar data only to provide the features you request. For Google sign-in, this can include basic account information such as your Google account email address and name used to create or access your WaitlistAI account.

When you connect Google Calendar, WaitlistAI accesses the calendars you authorize in order to display availability and keep appointments synchronized. Depending on the calendar configuration, this includes calendar identifiers and names, free/busy time windows, and appointment event information needed to create, update, or remove WaitListAI appointments in Google Calendar. WaitlistAI may store your connected Google account email, selected calendar identifiers and staff-to-calendar mappings, Google Calendar event identifiers, synchronization timestamps, and cached availability needed to operate the integration.

WaitlistAI uses Google user data only to provide and improve user-facing scheduling, availability, authentication, and calendar synchronization features. We do not sell Google user data, use Google user data for advertising, or use Google user data to train external AI models. We do not transfer Google user data to third parties except when necessary to provide the requested Google integration or comply with applicable law.

You can disconnect Google Calendar from the Integrations page. When you disconnect it, WaitlistAI removes the stored Google Calendar connection credentials and connection metadata used for the integration, subject to information that must be retained for security, legal, or accounting purposes.

8. Data Security

We take reasonable measures to protect your data, including using row-level security to restrict access to your own records, secure authentication, and HTTPS encryption for data in transit. Payment information is handled entirely by Stripe, which maintains its own security standards. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Data Retention

We retain your account and business data for as long as your account is active. If you cancel your subscription, your data will be retained for a reasonable period to allow for reactivation, after which it may be deleted. Support ticket data is retained for as long as needed to provide support and may be archived after resolution.

10. Your Rights and Choices

• You can access and update your business information, customer data, and settings within the application.
• You can manage your subscription and billing through the Billing page or the Stripe Customer Portal.
• You can delete your customer and waitlist data within the application.
• You can disconnect third-party integrations (such as Google Calendar) at any time from the Integrations page.
• You can contact us to request access to, correction of, or deletion of your personal data.

11. Data Sharing

We do not sell your personal information or customer data. We may share data with third-party service providers (such as Stripe and Google) only as necessary to operate the service. We may disclose information if required by law or in response to a valid legal request.

12. Contact Information

If you have questions about this Privacy Policy or your data, you can contact us through our Contact page or by submitting a support ticket from within the application.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting a notice in the application or by sending an email. The "Last updated" date at the top of this page indicates when the policy was last revised.