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Privacy Policy

Last updated: November 2026

1. Introduction

BookDesk LLC, a Utah limited liability company ("BookDesk", "we", "us", "our"), operates the bookdesk.ai website and the BookDesk appointment scheduling platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services. By using BookDesk, you consent to the practices described in this policy.

2. Information We Collect

We collect the following types of information to provide and improve our services:

  • Personal information: name, email address, phone number
  • Appointment data: booking details, service preferences, scheduling history
  • Payment information: processed securely through Stripe (we do not store card numbers)
  • Usage data: how you interact with our platform
  • Communication data: SMS messages and chat conversations related to appointment management
  • AI notes: after a visit, BookDesk may use AI to read recent conversations with a business and suggest short notes for that business, such as service preferences, allergies, or how you like to be contacted. The business reviews these suggestions and can keep or remove them on your customer profile

3. How We Use Your Information

We use the information we collect for the following purposes:

  • To facilitate appointment booking and management
  • To send appointment confirmations, reminders, and scheduling updates via SMS and email
  • To send verification codes for secure account access
  • To process payments for services
  • To improve our platform and user experience
  • To respond to your inquiries and provide customer support

4. SMS/Text Messaging

We send text messages to customers who have opted in by checking the optional SMS consent checkbox on BookDesk's booking form. The following details apply to our SMS messaging program:

  • Message types include: appointment confirmations, reminders (24 hours and 1 hour before appointments), verification codes, cancellation/reschedule notifications, and conversational replies for appointment management
  • Message frequency varies based on your appointment activity
  • Message and data rates may apply
  • You can opt out at any time by replying STOP to any message
  • For help, reply HELP to any message
  • Carriers are not liable for delayed or undelivered messages

BookDesk account alerts: Business owners who opt in under Settings > Notifications in their BookDesk account get texts from BookDesk about their own account: a customer asking for them, a disputed payment and how the dispute ended, a customer refund that failed, or a BookDesk subscription payment that keeps failing. Message frequency varies. Msg and data rates may apply. Reply STOP to opt out, HELP for help, or email support@bookdesk.ai. We never share mobile numbers or opt-in data with third parties for marketing.

5. Sharing of Information

We will never share, sell, or rent your mobile phone number or any mobile information to third parties or affiliates for marketing or promotional purposes.

We may share information in the following limited circumstances:

  • We may share information with service providers who help us operate our platform: DigitalOcean for hosting, our database, and photo storage; Cloudflare for network delivery and security; Telnyx for SMS delivery; Resend for email delivery; Stripe for payment processing; OpenAI and Anthropic for AI chat and AI notes; and Sentry for error monitoring
  • The service providers that can see data received from Facebook Messenger or Instagram are DigitalOcean, Cloudflare, OpenAI, Anthropic, Resend (when a notification email to the business includes a customer's message), and Sentry (error reports, with personal details removed where possible)
  • These service providers are contractually obligated to use your information only for the purposes of providing services to us
  • We may disclose information if required by law or to protect our rights

6. Facebook Messenger and Instagram

A business can connect its Facebook Page or its Instagram professional account to BookDesk. When you send a message to that business on Facebook Messenger or Instagram:

  • What Meta shares with BookDesk: your message, any photos you send, your name as made available by Meta, and an ID that Meta assigns to you for that Page or account
  • How we use it: only to provide the business's booking and messaging service, which means showing the conversation in the business's BookDesk inbox, letting the business and its automated assistant reply, and booking appointments you ask for. Automated replies are generated with the AI service providers listed in section 5
  • What we never do: we do not sell Platform Data from Meta, do not use it for advertising, and do not share it with anyone other than the business you messaged and the service providers listed in section 5
  • For business owners: when you connect a Page or Instagram account, BookDesk stores an encrypted Page access token and the Page and account names and IDs. Disconnecting in BookDesk removes the token and stops new messages
  • Where it is stored: on servers in the United States
  • Deletion: our Data Deletion page explains how to ask us to delete this data

7. Data Security

We use industry-standard encryption and security measures to protect your data:

  • Passwords are hashed using Argon2
  • OAuth tokens are encrypted at rest
  • All data is transmitted over HTTPS/TLS

However, no method of electronic transmission or storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

8. Data Retention

  • We retain your personal information for as long as your account is active or as needed to provide services
  • Appointment records are retained for business record-keeping purposes
  • When a business's BookDesk plan ends, its records are kept until the business or you ask us to delete them (see Your Rights below)

9. Your Rights

Each business you book with keeps its own customer records on BookDesk. Here is how to see or change your information:

  • In a business's customer portal, you can see your appointments, update your contact details, and turn appointment texts and emails on or off
  • Opt out of SMS communications at any time by replying STOP
  • To ask for a copy of your information, a correction, or deletion, email spencer@bookdesk.ai and tell us which business you booked with. BookDesk, working with that business, will respond within 30 days
  • Some records, such as payment records, may need to be kept after a deletion request where the law or the business's record-keeping requires it
  • Our Data Deletion page explains step by step how to request deletion, including data from Facebook Messenger and Instagram conversations

10. Children's Privacy

We do not knowingly collect personal information from children under the age of 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete that information as quickly as possible.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on this page with a revised "Last updated" date. We encourage you to review this page periodically for any changes.

12. Contact Us

If you have questions about this Privacy Policy or our data practices, contact us at: