1. Who we are and our role
SmarterAppointer is online booking software. Businesses such as clinics and salons ("Businesses") use it to take appointments, send WhatsApp confirmations and reminders, and collect payments. People who book with those Businesses are "Customers".
- For Business account holders (owners, managers) we decide why and how your data is used, so we are the Data Fiduciary.
- For Customers who book with a Business, the Business decides why your data is collected and is the Data Fiduciary. We process that data on the Business's behalf as its Data Processor. For questions about your booking data, you can contact the Business directly or us; we will pass requests on to the Business where needed.
2. What we collect
| Who | Data | Why |
|---|---|---|
| Account holders | Name, email, phone, password (stored only as a one-way hash), business name, category, address, city, WhatsApp number you link | Create and secure your account, run your business page, send you booking alerts |
| Customers | Name, phone, WhatsApp number, email (optional), chosen service, date and time, notes you add; if the Business asks for them: age, gender and reason for visit | Make, confirm, remind about and manage your booking with the Business |
| Payments | Amount, payment status, Razorpay order and payment IDs | Record and confirm payment. We never see or store card, UPI PIN or bank login details — Razorpay handles them. |
| Messages and calls | WhatsApp messages we send and receive about a booking, call status (answered, no answer) and the key pressed on automated calls | Know your reply (confirm, cancel, reschedule), show history to the Business, resolve disputes |
| Technical | IP address, browser type, request logs, login token stored in your browser | Security, preventing abuse (rate limits), fixing errors |
Age, gender and reason for visit can reveal health information. Only give them if the Business needs them for your appointment. We do not sell personal data and do not use it for advertising.
3. Consent and lawful use
- When you book, you tick a box agreeing that the Business and SmarterAppointer may use your details for that booking, and may contact you on WhatsApp (and by an automated phone call, if the Business has turned it on) about it. These messages are about your booking only — not marketing.
- You can stop WhatsApp messages at any time by replying STOP. You can withdraw consent for your data by writing to us (section 9). Withdrawing does not undo what was lawfully done before, and the Business may then be unable to manage your booking.
- Account holders agree to this policy and our Terms when they register.
4. Who we share data with
Only with the parties needed to run the service:
- The Business you booked with — sees your booking details in its dashboard and on WhatsApp.
- Twilio and Meta (WhatsApp) — deliver WhatsApp messages and automated calls.
- Razorpay — processes online payments.
- Render (servers and database) and Vercel (website hosting).
- Authorities — only when required by law or a valid legal order.
Our servers and database are located in Singapore. Some providers above may process data in other countries. Transfers are made only as permitted under Indian law.
5. How long we keep data
- Account data: while your account is active. When you ask us to close your account (email us), we delete or anonymise it within 90 days, unless the law requires us to keep it longer.
- Booking and message data: kept for the Business while its account is active, or until the Business or you (through the Business) ask for deletion.
- Payment records: kept as long as Indian tax and accounting laws require.
- Security and access logs: kept for at least one year, as required by law.
6. How we protect data
- All traffic uses HTTPS. Passwords are stored only as salted one-way hashes.
- Each Business can see only its own bookings. Customer contact details on public booking pages are masked.
- WhatsApp and payment webhooks are verified by signature before we act on them.
- Access to production systems is limited to people who need it.
No system is perfectly secure. If a personal data breach happens, we will inform affected people and the Data Protection Board of India as required by law, and the Business whose data is affected.
7. Children
You must be 18 or older to create an account. A booking for a child should be made by a parent or legal guardian, who gives consent on the child's behalf. We do not track or target children.
8. Your rights
Subject to the law, you can ask to:
- know what personal data we hold about you and how it is used;
- correct or update inaccurate data;
- erase your data when it is no longer needed or you withdraw consent;
- withdraw consent;
- nominate another person to exercise these rights if you die or cannot act;
- raise a grievance with us, and then with the Data Protection Board of India if not resolved.
9. Contact and Grievance Officer
Grievance Officer: Amit Bhallavi
Email: amit@smarterappointer.com
Address: Smarter Appointer, Nearby Palash Restaurant Front Of, Doctor Gour Gali, Anand Nagar, Narmadapuram, District Hoshangabad, Madhya Pradesh 461001, India
We will acknowledge your request and aim to resolve it within one month.
10. Changes
We may update this policy. The date at the top shows the latest version. For important changes we will inform account holders by email or in the dashboard.