How Book360AI protects your data.

1. Who we are

Book360AI is operated by REIGIA INC, located in Coconut Creek, Florida. We provide an AI receptionist and lead recovery platform for businesses. Our AI receptionist, Aria, answers calls, captures lead details, summarizes conversations, supports follow-up workflows, and helps businesses manage missed opportunities.

2. Information we collect

We collect information needed to provide, secure, improve, and support Book360AI. This includes:

• Account information: name, email address, phone number, business name, business type, city, website, timezone, and onboarding settings.
• Authentication information: email/password login records, phone verification status, and Google Sign-In identifiers when you use Google Sign-In.
• Business configuration data: Aria settings, greeting scripts, services, custom instructions, forwarding preferences, booking links, and communication preferences.
• Call and lead data: caller phone numbers, caller names (when available), call recordings, call duration, transcripts, AI-generated summaries, appointment details, lead classifications, tags, recommended actions, and follow-up history.
• Communication data: SMS and WhatsApp message content, delivery status, provider IDs, timestamps, and error logs.
• Business profile information: services offered, hours, staff details, and configuration data entered during onboarding or setup.
• Usage and diagnostic data: login activity, API requests, device and browser information, audit logs, app errors, and performance data.
• Billing data: subscription and payment records processed through Stripe. We do not store full payment card numbers.

3. Google Sign-In data

Book360AI uses Google Sign-In to authenticate accounts. When you use Google Sign-In, we may receive your name, email address, Google account ID, and profile image.

• We use Google user data only to create, authenticate, secure, and manage your Book360AI account.
• We do not sell Google user data.
• We do not use Google user data for advertising.
• We do not share Google user data except as needed to provide the service, protect users, maintain security, or comply with law.

Book360AI's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Book360AI also integrates with Google Calendar to support appointment scheduling. Calendar access is limited to creating, reading, and updating appointments as configured by the business user.

4. How we use information

We use information to:

• Provide the Book360AI app, Aria AI receptionist, call summaries, lead capture, follow-up tools, and ROI reporting.
• Create, authenticate, secure, and maintain user accounts.
• Send SMS or WhatsApp follow-ups when requested or configured by the business user.
• Sync appointments and scheduling data with Google Calendar and other connected integrations.
• Support CRM workflows through integrations such as HubSpot when enabled by the business user.
• Improve Aria's configuration, reliability, and customer experience.
• Provide support, troubleshoot issues, prevent abuse, and protect the service.
• Process payments, manage subscriptions, and comply with legal obligations.

5. TCPA compliance and AI disclosure

Book360AI is designed to support compliance with the Telephone Consumer Protection Act (TCPA) and related regulations.

• AI identification: Aria, our AI receptionist, identifies itself as an AI at the start of every call. Callers are informed they are speaking with an automated system before the conversation proceeds.
• Business user responsibility: Business users are responsible for ensuring their use of Book360AI complies with applicable federal and state telemarketing, recording, and consent laws, including obtaining any required consent from their customers.
• Call recording: Call recording may be subject to state-specific consent requirements. Business users are responsible for providing any required disclosures and obtaining consent in their jurisdiction.

6. Call recordings, transcripts, and AI output

Book360AI may store call recordings, transcripts, lead classifications, recommended next actions, and other AI-generated analysis. AI output may be imperfect. Business users are responsible for reviewing important information before relying on it for customer, legal, medical, financial, or safety-related decisions.

7. SMS, WhatsApp, and communications

Book360AI may send follow-up messages through Twilio and WhatsApp Business when requested by a business user or configured in the service. Business users are responsible for obtaining required consent from their customers and complying with applicable communication, marketing, and privacy laws.

8. Third-party service providers

We share information with service providers that help us operate Book360AI. These include:

• Retell AI — voice processing and AI conversation management.
• Twilio — telephony, SMS, and WhatsApp messaging.
• Cloudflare — hosting, security, and content delivery.
• Stripe — payment processing and subscription management.
• Google — authentication (Google Sign-In) and calendar scheduling (Google Calendar).
• HubSpot — CRM integration and lead management, when enabled by the business user.

We may also disclose information if required by law, to protect rights and safety, or as part of a business transfer such as a merger or acquisition. We do not sell personal information.

9. Data retention

Call data, lead data, and related records are retained while your account is active. You may request deletion of your data at any time by contacting us at hello@book360ai.com — we will process deletion requests within a reasonable time, subject to any legal hold or compliance requirements. We may retain certain information for billing records, fraud prevention, dispute resolution, or where required by law.

10. Security

We use reasonable technical and organizational safeguards to protect information, including access controls, authentication, encrypted transport, and scoped account access. No system is perfectly secure and we cannot guarantee absolute security.

11. Your rights and data access

You may request access, correction, export, or deletion of your account data by contacting hello@book360ai.com. We will respond within a reasonable timeframe. Certain data may be retained where required by law.

12. Children's privacy

Book360AI is intended for businesses and is not directed to children under 13. We do not knowingly collect personal information from children under 13.

13. Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the effective date and may provide additional notice through the website, app, or email.

14. Contact

Questions about this Privacy Policy or data deletion requests:

REIGIA INC — Coconut Creek, FL
Email: hello@book360ai.com