Privacy Policy

When you visit our website or interact with our AI agents, we may collect:

• Personal details: name, email address, phone number, and business name when you submit a form.
• Usage data: chat conversations with our AI assistant, standard server logs (IP address and browser type), and — where analytics are enabled — how visitors use our site (see Cookies & analytics below).
• Lead and booking data: information your customers share with the AI to request an appointment (name, contact, requested time, intent).

We use the collected information to:

• Provide, operate, and maintain our website and AI services.
• Communicate with you regarding demos, pricing, and support.
• Improve our AI models and website functionality.
• Send booking confirmations and lead notifications to your team.

BookZync is building tools designed to meet healthcare-privacy rules such as HIPAA (US) and their equivalents in other countries, but we are not HIPAA-certified yet. We are transparent about this on our medical and dental industry pages.

As a visitor browsing our main website, any information you submit via our contact forms or public AI chatbot is treated as standard B2B communication. Do not submit Protected Health Information (PHI) through our public-facing website.

Our AI is explicitly instructed never to collect diagnoses, symptoms, or medical history from your customers. Only name, contact, intent, and requested time are stored.

We use a small set of third-party services to run BookZync: an AI processing provider, Paddle as our payments provider and merchant of record (you will see Paddle at checkout and on your card statement), an SMS delivery provider, cloud hosting providers, and analytics tools (such as Google Analytics, where enabled). These third parties have access to your Personal Information only to perform tasks on our behalf and are obligated not to disclose or use it for any other purpose.

Business customers: our Data Processing Agreement and the current sub-processor list describe how we handle your customers' data as your processor.

We keep tracking to a minimum. We may use analytics tools such as Google Analytics to understand how visitors use our site (pages visited, approximate location, device type) so we can improve it. Where your local law requires it, we will ask for your consent before setting analytics or advertising cookies.

Beyond that, the only browser storage this website uses is a sign-in token if you log in to the affiliate portal. The customer dashboard is a separate application and uses only the storage needed to keep you signed in.

Chat logs and lead data are retained for as long as your subscription is active. On cancellation, we retain data for 30 days for export, then delete unless legally required to keep it longer (e.g., for tax records).

You have the right to:

• Access the personal information we hold about you.
• Request correction or deletion of your data.
• Export your customer lead and booking history at any time.
• Object to or restrict certain processing of your data.

Email [email protected] to exercise any of these rights.

If you have any questions about this Privacy Policy, please contact us at [email protected].