Privacy

Your name, email address, phone number, and the details of your booking — the service, the time, any answers you gave to the questions on the form, and whether you ticked the box agreeing to be texted. If you paid a deposit, the payment is handled by our payment provider; we store the result of it, never your card number.

To make and hold your appointment, and to reach you about it: your confirmation, reminders before the time, any change or cancellation, and — if you agreed to be texted — a follow-up after your visit. If you did not tick the SMS box, we do not text you.

The business you booked with. They decide what to do with your details, and they are the ones to ask about them.

904 Digital Media operates this booking software on their behalf as the platform operator, which means we hold the data for them and can see it in the course of running and supporting the service. We also use a small number of providers to actually deliver things — email, text messaging, calendar sync and card payments — and they only ever receive what is needed to deliver the thing they deliver.

A business can also manage its bookings by texting its booking line in plain words — to book you, move or cancel your appointment, or mark a job done. To understand that text we send it to an AI service (Anthropic; on some older setups, OpenAI) with the business's list of services and opening hours. Phone numbers and email addresses are swapped for placeholders before it is sent; the rest goes as the business typed it, which can include your name, the day and time, the service, the address and any note. The AI's answer only fills in a summary for the business: nothing is booked, moved or cancelled until the business replies to confirm it. The text itself is kept with the business's other messages.

Some businesses also let an automated assistant answer the questions customers text them. When a business has turned that on and you text its own number, your message and your recent messages in that same conversation (the last day) are sent to the same AI service (Anthropic; on some older setups, OpenAI), together with the business's published details — its services, opening hours, policies and a note the business writes — so the assistant can answer from those details. Phone numbers, email addresses and card numbers are removed before anything is sent. The assistant never sees other customers' details, never quotes a price and never books anything on its own; its replies are kept with the business's other messages, marked as automatic, and the business can step in at any time. When a business drafts a reply to feedback you left, the AI service may also see your first name and your message.

Phone numbers and SMS consent collected for text messaging are not shared with third parties or affiliates for marketing purposes.

We do not sell your details, and we do not hand them to anyone else to advertise to you.

Your booking history stays with the business for as long as they are a customer of ours, because it is their record of serving you and they may need it for their own tax and accounting obligations. Records of consent — the exact words you agreed to and when — are kept for as long as we can be asked to prove them, and are kept after you opt out, because they are the proof that we stopped.

Ask the business you booked with, or us, to see or delete what is held about you, and we will.

Texts: reply STOP to any message and they stop, immediately and permanently, until you start them again. Reply HELP for help. Message frequency varies, and message and data rates may apply.

Email: every non-essential email carries an unsubscribe link, and using it stops the rest. Emails about an appointment you actually have — your confirmation, a cancellation — are not marketing and are not covered by it.

This part is for business owners, not the customers who book them. An owner can connect their own Google Calendar from their dashboard. Only the owner can do that, on Google's own screen, and only for their own calendar.

Once connected, the software reads the start and end times of the events already on that calendar so the booking page never offers a time the owner is busy. It keeps only those times, briefly, to keep the booking page fast: never an event's title, description, location or guests. It adds each appointment booked through it to that calendar, and updates or removes that appointment if it moves or is cancelled. It never changes or deletes any event it did not create. It also reads the Google account's email address, to show the owner which calendar is connected.

The access Google grants is stored encrypted and used for nothing but the above. Google Calendar data is not sold, not shared with anyone, not used for advertising, and not used to train AI models. People at 904 Digital Media do not read it, except with the owner's permission to fix a problem, or where the law requires it.

The owner can disconnect at any time from the Availability page of their dashboard, which deletes the stored access, and can also remove it from their Google Account at myaccount.google.com/permissions.

The use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

For anything about a specific booking, reply to your confirmation — that reaches the business directly. For anything about the software itself, write to support@weare904digitalmedia.com.