Privacy Policy

BarberLine AI ("we," "us," or "our") operates a software-as-a-service platform that provides AI-powered phone receptionist services for barbershops. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and services. Please read this policy carefully. By accessing or using BarberLine AI, you agree to the terms of this Privacy Policy.

1. Information We Collect

Account Information

When you create an account, we collect your name and email address through our authentication provider, Clerk. If you register as a barbershop owner, we also collect your business name, business address, phone number, and other shop details you provide.

Phone Call Data

Our AI receptionist service processes inbound phone calls on behalf of your barbershop. In connection with this service, we collect:

• Phone numbers of callers who contact your barbershop through our service
• Call recordings and transcripts generated by our voice AI provider, Vapi
• Call duration, timestamps, and call outcome metadata
• Booking details provided during calls (e.g., requested service, date, and time)

Booking Data

When our AI assistant books appointments on behalf of callers, we collect and store booking details including appointment date and time, selected service, barber assignment, and customer contact information. This data is also transmitted to your connected Square account.

Usage and Analytics Data

We automatically collect certain information when you access our platform, including IP address, browser type, device information, pages visited, and interaction patterns. We also generate aggregated analytics about call volumes, booking rates, and service performance.

2. How We Use Your Information

We use the information we collect for the following purposes:

• To provide, operate, and maintain our AI receptionist service, including answering calls, booking appointments, and sending confirmations
• To create and manage your account and authenticate your identity
• To process call recordings and generate transcripts so you can review interactions with your customers
• To provide analytics and insights about your barbershop's call activity and booking performance
• To send transactional communications such as SMS booking confirmations to your customers
• To improve, personalize, and optimize our service and develop new features
• To detect, prevent, and address technical issues, fraud, or abuse
• To comply with legal obligations and enforce our terms

3. Third-Party Services

We rely on the following third-party service providers to deliver our platform. Each provider has its own privacy policy governing the data they process:

• Authentication and identity verification providers
• Cloud infrastructure and database hosting providers
• Voice and telephony service providers for call handling
• Appointment scheduling platform integrations (e.g., Square)
• SMS messaging providers for booking confirmations
• Web hosting and content delivery providers

We do not sell, rent, or trade your personal information to third parties for their marketing purposes.

4. Call Recording Disclosure

Our AI receptionist service records phone calls made to your barbershop's BarberLine AI number. These recordings are essential for the service to function, as they enable transcript generation, quality assurance, and service improvement. Callers are informed at the beginning of each call that the conversation may be recorded. As a barbershop owner using our service, you are responsible for ensuring that call recording complies with all applicable federal and state laws in your jurisdiction.

5. Data Retention

We retain your account information for as long as your account is active or as needed to provide you with our services. Call recordings and transcripts are retained for up to 90 days, after which they are automatically deleted unless a longer retention period is required by law or requested by you. Booking data is retained for the duration of your subscription and for a reasonable period thereafter to support analytics and compliance. You may request deletion of your data at any time by contacting us.

6. Data Security

We implement commercially reasonable technical and organizational security measures to protect your information against unauthorized access, alteration, disclosure, or destruction. These measures include encryption of data in transit and at rest, access controls, and regular security assessments. However, no method of transmission over the Internet or electronic storage is completely secure, and we cannot guarantee absolute security.

7. Your Rights

Depending on your jurisdiction, you may have certain rights regarding your personal information, including:

• Access: You may request a copy of the personal information we hold about you.
• Correction: You may request that we correct inaccurate or incomplete personal information.
• Deletion: You may request that we delete your personal information, subject to certain legal exceptions.
• Portability: You may request a portable copy of your data in a commonly used format.
• Opt-Out: You may opt out of receiving promotional communications from us at any time.

To exercise any of these rights, please contact us at privacy@barberlineapp.com. We will respond to your request within 30 days.

8. Children's Privacy

Our service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately and we will take steps to delete such information.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will notify you by updating the "Effective Date" at the top of this page and, where appropriate, by sending you an email notification. We encourage you to review this Privacy Policy periodically.

10. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at: