Privacy Policy

1. Introduction

Aqua Concierge ("we," "our," or "us") is an AI-powered salon management platform operated by Aqua Concierge LLC. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform, including our website at aquaconcierge.ai and all associated services (collectively, the "Service").

By using the Service, you agree to the collection and use of information in accordance with this policy. If you do not agree, please discontinue use of the Service.

2. Information We Collect

2.1 Information You Provide

• Account information: Name, email address, phone number, salon name, and business address when you register.
• Billing information: Payment card details processed securely through Stripe. We do not store full card numbers.
• Salon data: Service menus, pricing, staff information, client records, and appointment history that you import or enter.
• Communications: Messages, support tickets, and feedback you send us.

2.2 Information Collected Automatically

• Usage data: Pages visited, features used, time spent, and actions taken within the platform.
• Device and log data: IP address, browser type, operating system, and referring URLs.
• Cookies and tracking: Session cookies for authentication and analytics cookies to improve the Service. You may disable cookies in your browser settings, though some features may not function properly.

2.3 Client Data (Salon Customers)

When salon owners use our AI receptionist and CRM features, we process data about their clients (names, phone numbers, appointment history, service preferences). This data is processed on behalf of the salon owner, who is the data controller for their clients' information. We act as a data processor for this data.

3. How We Use Your Information

• Provide, operate, and maintain the Service
• Process payments and manage subscriptions
• Power AI features including the Aqua voice assistant, appointment reminders, and client outreach
• Analyze usage patterns to improve and develop new features
• Send transactional emails (receipts, password resets, service notifications)
• Send marketing communications (with your consent; you may opt out at any time)
• Respond to support requests and resolve disputes
• Comply with legal obligations and enforce our Terms of Service

4. How We Share Your Information

We do not sell your personal information. We may share information with:

• Service providers: Stripe (payments), Twilio (SMS/voice), Retell AI (voice AI), cloud hosting providers, and analytics services — each bound by confidentiality agreements.
• CRM integrations: When you connect Vagaro, Square, or other platforms, we exchange data as directed by you.
• Legal requirements: When required by law, court order, or to protect the rights and safety of our users and the public.
• Business transfers: In connection with a merger, acquisition, or sale of assets, with notice to affected users.

5. Data Retention

We retain your account data for as long as your account is active or as needed to provide the Service. Call recordings and transcripts are retained for 90 days by default. You may request deletion of your data at any time by contacting us at [email protected]. We will delete or anonymize your data within 30 days of a verified request, except where retention is required by law.

6. Security

We implement industry-standard security measures including TLS encryption in transit, AES-256 encryption at rest, access controls, and regular security audits. However, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security but are committed to protecting your data.

7. Your Rights

Depending on your location, you may have the right to:

• Access the personal data we hold about you
• Correct inaccurate data
• Request deletion of your data ("right to be forgotten")
• Object to or restrict certain processing
• Data portability (receive your data in a machine-readable format)
• Opt out of marketing communications at any time

To exercise these rights, contact us at [email protected].

8. Children's Privacy

The Service is not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a minor, please contact us immediately.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by posting a notice on the Service at least 14 days before the changes take effect. Your continued use of the Service after the effective date constitutes acceptance of the updated policy.

10. Contact Us

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