Privacy Policy

The Service is used by businesses (“Customers”) and the people they authorize to use their workspace (“Users”). This policy covers two kinds of information:

• Account information about Users, such as the name, email address and password used to sign in. We decide how this information is used, as described in this policy.
• Business Data that a Customer enters, imports or connects to the Service, such as its customers, vendors, orders, payments, bank transactions, products and accounting records. Business Data often includes information about other people, such as a business’s own customers. We process Business Data on the Customer’s behalf and under its instructions, to provide the Service to that Customer. The Customer is responsible for having the right to provide that information to us and for giving any notices the law requires to the people it concerns.
• Information from people who deal with a business through the Service, such as someone who books an appointment on a business’s booking page, sends it a message through its enquiry form, or receives a confirmation, reminder, receipt or message from a business. This is Business Data of that business: we collect and use it on the business’s behalf, as described in People who book with or hear from a business.

When you sign up

• Your first and last name, work email address and password. We store your password only as a one-way bcrypt hash; we never store or see it in readable form.
• Your organization’s name, its primary industry and the business activities you select (including any “other” activity you describe). Every new organization starts the same free trial; we record when it started and when it ends.
• A record that you accepted our Terms of Service and this Privacy Policy, including which versions and when.

When you set up and use your workspace

• Organization details you add, such as the business’s email address, phone number, website, postal address, timezone, currency, brand colour, opening hours, closures and sales-tax details, and a logo you upload (stored in our database and shown wherever your brand appears, including your booking page and receipts).
• The name, email address and role of team members an account owner or administrator adds to the workspace, and the invitations sent to them.
• Your preferences, such as light or dark theme and which notifications and digest emails you want.
• If you turn on text alerts, your mobile number, saved only after you type back the code we text to it (the code is stored only as a one-way hash and expires in 10 minutes). We use it only to text you the notifications you chose; you can remove it at any time, and replying STOP removes it.
• Settings for your workspace’s AI assistant, including the tone you choose and any notes you give it (these are sent to our AI provider with each request; see The AI assistant).
• If you use the workspace API, the API keys you create (we store only a fingerprint of each key, never the key itself) and a record of each API request (which key, the method and path, the result and how long it took); and the web addresses you ask us to send events to, with a record of each delivery and what it contained.

Business Data you enter or import

• Customers and vendors: names, company names, email addresses, phone numbers, postal addresses, notes, tags and marketing preferences. If a file you import includes them, dates of birth and gender. If you enter one, a tax identification number (for example, a vendor’s EIN or VAT number).
• Sales and finance records: orders, line items, payments, refunds, returns, customer invoices, vendor bills, vendor payments, expenses and the bookkeeping entries the Service creates from them.
• Catalogue and inventory: products, variants, prices, stock levels, locations and purchase orders, and product images you upload (which we store in our database).
• Appointments and bookings: who an appointment is for and with, the services, times, prices, notes, status and any sale recorded at checkout; and each staff member’s working hours and time off.
• Messages and contact history: emails, texts and WhatsApp messages your team sends a customer through the Service (what was said, where it was sent, the messaging provider’s message ID, and whether it was sent or why not), calls and notes your team logs, and each customer’s email, SMS and WhatsApp consent.
• Sales receipts: each receipt you issue, with a copy of what it said when it was issued (business, customer, items, totals and payments).
• Shipping and freight: shipments with their carrier, tracking number and tracking history, and containers with their costs, goods and bookings.
• Staff, payroll and compliance records, where you choose to record them, such as staff names, contact details, roles, pay rates, hours worked, time off, pay runs and paystubs, licences and permits, and documents you upload for them (stored in our database). AI Operator does not process payroll payments, file taxes or make direct deposits.
• Spreadsheet imports: when you import a CSV file, we read its contents to create or update records. We keep the file’s name, how many rows were imported and any row-level errors, not the file itself. Columns we do not recognise are kept with the record they belong to, so information in those columns is stored too.

When someone books on a business’s booking page

A business can publish a booking page. Someone who books there gives the business their name, email address, phone number (where the business asks for it, or where they choose text reminders) and any note they write, and chooses a service, a time and who with. If they tick “Text me a reminder”, that agreement is recorded. We record the IP address and browser a booking (or a later change or cancellation through the customer’s own link) came from in the business’s audit records. The booking page sets no cookies.

When someone sends a business an enquiry

A business can publish an enquiry form, and landing pages with a form of their own. Someone who uses one gives the business their name, email address and/or phone number, what they are interested in and their message. It becomes a lead the business follows up. Two choices are theirs, both unticked to begin with: “Email me news and offers” (the business’s marketing email) and “Text me about my enquiry”; each agreement is recorded. We record the IP address and browser an enquiry came from in the business’s audit records. The form sets no cookies.

When someone opens a business’s published landing page, we add one to that page’s count of visits for the day (known robots aside). We keep only the count — no cookie, address or browser for a visit.

Payment information

If you subscribe or buy AI credits, payment is taken by Stripe on Stripe’s own hosted pages. We do not receive or store your card number. We give Stripe your organization’s name and our internal identifier for it, and for a credit purchase, the pack you chose. We store the identifiers Stripe returns, your subscription’s status, its current billing period and whether it is set to cancel, and for each credit purchase: the pack, its credits and price, its status (for example paid or refunded), when it was paid, and which User started it.

AI credits

We keep a ledger of your organization’s AI credits: the allowance for each period, each AI request’s charge, purchases, promotional credits (with the reason we gave them and which of our staff granted them) and refunds. It is used to show you your balance and history and to apply usage limits.

Sign-in, security and technical information

• When you last signed in, and the number of failed sign-in attempts, which we use to lock an account for 15 minutes after 10 failures in a row.
• A record of each sign-in session: when it started and was last used, and the IP address and browser it came from. We use it to show you where you are signed in, to let you sign out of other sessions, and to email you when your account is used from a new device.
• If you turn on two-factor sign-in, its secret (stored encrypted) and your recovery codes (stored only as one-way hashes). If you reset your password by email, the reset link is stored only as a one-way hash and works once.
• Audit records of actions in a workspace — changes to records, settings, access and connections, messages sent, and bookings made through a booking page — and of administrative changes to accounts, access and billing (such as a trial extension, with the reason given). These records note who acted (or that it came from a booking page), what changed, and the IP address and browser the request came from.
• Server logs produced by our hosting environment when it handles requests. These can include your IP address, the page or API requested and the time. Some log entries include details of the records being processed; for example, a spreadsheet import currently logs each imported customer’s name, email address and phone number.
• For each AI request, a usage record: who made it, the model used, the amount of text processed, what it cost us with our AI provider, the credits charged, how long it took, and any error message.
• The cookies and browser storage described in Cookies and browser storage.

When you contact us

The contents of emails you send us, and your email address, so that we can reply.

What we do not collect

We do not use analytics, advertising or cross-site tracking tools, we do not buy information about you from data brokers, and we do not store full bank account numbers, routing numbers, card numbers or online-banking passwords.

You can choose to connect other services to your workspace. We receive information from a service only after a User with permission authorizes the connection. Connections to your own accounts at Shopify, QuickBooks Online and your bank only read information; none of them writes to or changes your records there. The other service handles your information under its own terms and privacy policy.

• Shopify (read access to products, orders and inventory): products and variants with their descriptions, SKUs, barcodes and prices; orders with their line items, totals, payments (including the payment gateway and its authorization reference) and refunds; the ordering customer’s name, email address and phone number; and your store locations and stock levels. We do not request access to your full Shopify customer list. See Shopify’s Privacy Policy.
• QuickBooks Online (by Intuit): your chart of accounts, meaning the names, numbers and types of your accounts. Intuit grants this connection its standard accounting permission, which would allow changes, but AI Operator only reads your chart of accounts and does not write to QuickBooks. See Intuit’s Global Privacy Statement.
• Bank accounts, through Plaid (Plaid’s Transactions product): your institution’s name, each account’s name and type, the last four digits of its account number, its balances, and its transactions (amount, date, description, merchant name and status). You sign in to your bank inside Plaid’s own interface; we never see your banking credentials and we do not receive full account or routing numbers. To set up the connection we give Plaid an identifier for your organization. See Plaid’s End User Privacy Policy.
• Facebook and Instagram (by Meta, through Facebook Login): the Facebook Pages you manage and the Instagram business accounts linked to them — each one’s name, username, link and follower count; their recent posts with captions, links, dates and the number of reactions, likes, comments and shares each drew; and each Instagram account’s daily reach. You sign in on Facebook’s own site; we never see your Facebook password. When a User with permission to publish posts a post they approved in AI Marketing, now or at a time they chose, we send Meta the post’s text and, if it has one, the address of its image, which Meta fetches from the Service (the image is available at that address only while its post is approved or posted). Meta’s access tokens for your individual Pages are used during each request and not stored. See Meta’s Privacy Policy.

Two features use accounts that we operate, and send those services only what the feature needs once you turn it on:

• Carrier tracking, through EasyPost: each shipment’s tracking number and carrier, so EasyPost can follow the package; we receive its tracking updates (status, time and location of each scan, and the expected delivery date). See EasyPost’s Privacy Policy.
• Text messages, through Twilio: the recipient’s phone number and the text of each SMS or WhatsApp message your workspace sends (one-to-one messages and appointment reminders), and of the alerts and confirmation codes texted to a User who turned on text alerts, and the marketing texts a workspace sends to people who agreed to them, sent from our messaging number. Twilio returns a message ID and status, and stops texts to anyone who replies STOP. See Twilio’s Privacy Notice.

To keep a connection working, we store the access credentials the service issues to us, encrypted with AES-256-GCM. You can disconnect a service at any time; see How long we keep information for what happens to its credentials and to the data already imported.

AI Operator includes an AI assistant that answers questions about your business. It is provided by Anthropic, PBC, through Anthropic’s API. When you ask a question, we send Anthropic:

• your question, and up to the last ten messages of that conversation, exactly as written; and
• a summary prepared from your organization’s records: the business’s name, industry, currency and timezone; profit-and-loss figures; order totals and revenue breakdowns; the names of your top five customers by revenue, with their revenue and number of orders; product names with their sales and stock status; counts of customers; totals of what you are owed and what you owe; record counts; which data sources you have connected; your opening hours, closures and sales-tax rates; and, if you track compliance, the licences and permits that need attention (for staff requirements, counts only); and
• the tone and notes you set for the assistant in your AI settings.

When you ask for the AI summary on the AI Insights page, we send the figures that page shows (sales, the books and cash, what you are owed and owe, product names with their stock and demand, customer counts and forecasts), with your tone and notes.

When you ask AI Marketing to write content, we send what you asked for (and any offer you typed), the business’s name, town, phone, website and booking or enquiry links, the names and prices of its services and products, and its brand notes (tone, audience, tagline, hashtags and words to avoid). The same goes for a landing page AI Growth writes from your description. What either writes is saved as a draft for you to review.

When a User who manages AI settings puts an AI teammate on a schedule (AI Agents), it runs on its own at the times they choose, and never uses more AI credits in a month than the limit they set. Each run sends Anthropic the part of the summary above that covers the teammate’s area, with your tone and notes, and, so it can suggest something specific, a short list of records: overdue invoices (the customer’s name, the invoice number, the amount owed and the due date), customers who haven’t ordered in a while (their name, how many orders they have placed and the date of the last one), and open leads (their name, status and when they came in). What it writes is a brief in your workspace. A suggestion it makes — an email to a customer, a marketing draft or a follow-up date — does nothing until a User with permission reviews and approves it; an approved email is sent by that User, within the customer’s consent.

None of these includes customers’ email addresses, phone numbers or postal addresses, bank transactions, appointments, messages, or staff and payroll records. Anything you type into a question is sent as you typed it, so please do not include information you do not want processed this way.

We store each conversation, both your questions and the assistant’s answers, in your workspace so you can return to it, for as long as your AI settings say (kept, or deleted after 30 days, 90 days or a year). The assistant only writes text: it cannot change your records, send messages or move money, and an AI teammate’s suggestion is carried out only when a person approves it. Its answers can be wrong; see the Terms of Service.

Anthropic processes what we send to generate the answer, under its commercial terms and privacy policy. See Anthropic’s Commercial Terms and Anthropic’s Privacy Policy. We do not use your Business Data or your conversations to train AI models.

• To provide the Service: to create and secure accounts, store and display your records, keep your books, run imports and connections, and produce reports.
• To answer AI assistant questions, as described above.
• To keep the Service secure: to prevent unauthorized access, lock accounts after repeated failed sign-ins, investigate problems and keep audit records.
• To manage subscriptions, billing and AI credits, through Stripe, and to measure AI usage against your credits.
• To send emails about your account and workspace: invitations, password resets, sign-in alerts and the notifications and digests you choose.
• To send messages on a business’s behalf, at its instruction: booking confirmations, changes and reminders, receipts, shipping updates, and the emails and texts its team writes to a customer.
• To support you and communicate with you about your account and the Service. We do not currently send marketing emails.
• To comply with law, and to enforce our Terms and protect our rights and the rights of others.

We do not sell personal information, we do not share it for cross-context behavioral advertising, and we do not use Business Data for any purpose other than providing the Service to the Customer it belongs to, except as described in this policy or required by law.

We share information only as follows.

Service providers that process information for us

• Hetzner Online GmbH hosts our servers and database. See Hetzner’s Privacy Policy.
• Anthropic, PBC generates AI assistant answers, as described above.
• Stripe, Inc. processes subscription payments and AI credit purchases when you make them. See Stripe’s Privacy Policy.
• Plaid Inc. connects bank accounts when you choose to connect one.
• Resend delivers the emails the Service sends — to Users, and from a business to its customers — so it receives each recipient’s address and the message. See Resend’s Privacy Policy.
• Twilio Inc. delivers text and WhatsApp messages when a workspace uses them, as described in Connected services.
• EasyPost tracks shipments when a workspace turns on carrier tracking, as described in Connected services.
• Our email provider handles messages you send to us.

Services you connect

When you connect Shopify, QuickBooks Online, Facebook and Instagram, or a bank account through Plaid, we exchange the information needed to authorize and maintain the connection, and we receive the information described in Connected services. We do not send your Business Data to those services, except the posts your workspace chooses to publish to Facebook or Instagram.

Where you send it

If you set up webhooks or use the workspace API, we send event data to the web addresses you choose, and the API returns your records to whoever holds one of your API keys. Your team’s messages go to the customers you send them to.

Within your workspace

Business Data is visible to the Users in your workspace according to the roles the account owner gives them. Each Customer’s data is kept separate from every other Customer’s.

Our personnel

Our administrative tools show our staff account and organization details (such as names, email addresses, last sign-in times, and trial and subscription status), AI credit balances, AI usage and cost records and credit purchases, so that we can operate, bill and support the Service. They do not display your Business Data or the content of your AI conversations. Staff with technical access to our infrastructure can access stored data where that is needed to operate, secure or support the Service.

Other disclosures

• When the law requires it, such as in response to a valid legal request.
• To protect the rights, safety or property of our Customers, Users, the public or Absolute AI, including to prevent fraud or abuse.
• As part of a merger, acquisition, financing or sale of all or part of our business, in which case the information would remain subject to this policy’s protections.
• With your consent or at your direction.

Our servers and database are hosted by Hetzner in Finland, in the European Union. Our service providers, including Anthropic, Stripe, Plaid, Resend, Twilio and EasyPost, and the services you connect, may process information in the United States and other countries where they operate. By using the Service, your information will be transferred to and processed in these places, which may have data protection laws different from those where you live.

We use only the cookies the Service needs to work. We do not use analytics or advertising cookies, and we do not track you across other websites.

• Session cookie (next-auth.session-token, prefixed __Secure- over HTTPS): keeps you signed in. It expires 24 hours after you sign in.
• Security cookie (next-auth.csrf-token): protects sign-in from cross-site request forgery.
• Return-address cookie (next-auth.callback-url): remembers which page to show you after you sign in.

The Service also stores a few preferences in your browser’s local storage, on your device: your theme, whether the sidebar is collapsed, which table columns you show, and which notices and notifications you have dismissed or read. Your theme is also saved to your account so it follows you between devices.

When you connect a bank account, the Service loads Plaid’s connection window from Plaid, which may use its own cookies or similar technologies under Plaid’s policies. Product images imported from Shopify are loaded from Shopify’s image servers.

• Account information and Business Data are kept for as long as your account is active, and until they are deleted as described below.
• Records you delete in the app: most records, such as customers, products, vendors, expenses, invoices, bills and payments, are archived rather than erased, so that your books stay consistent and the record can be restored. Archived records remain until the organization is deleted. Some actions delete permanently, such as deleting a product image or a draft purchase order, or replacing records through an import in “replace” mode.
• If your trial or subscription ends, your workspace is paused and its information is kept until the organization is deleted.
• Billing and AI credit records (the credit ledger, credit purchases and AI usage records) are kept until the organization is deleted.
• AI conversations are kept for as long as your AI settings say: kept, or deleted automatically after 30 days, 90 days or a year. You can also ask us to delete them.
• Messages, contact history, appointments, receipts and audit records are kept until the organization is deleted, so the record of what was sent and done stays whole.
• Sign-in session records are kept while your account exists; signing out of a session ends it but keeps the record of it. A password-reset link expires after 30 minutes.
• Connected services: disconnecting a service pauses it and keeps its credentials so you can reconnect. Removing it deletes the credentials we hold for it. Information already imported stays in your workspace. When you remove a QuickBooks connection we also ask Intuit to revoke our access. To end a Shopify connection completely, also uninstall the app in your Shopify admin. Removing a bank connection does not currently remove the connection from Plaid’s systems; contact us or Plaid if you want that done.
• When your organization is deleted, its Business Data and account records are permanently deleted. We keep audit records of administrative actions, with the organization link removed, as a security record; they can include, for example, the email address of a User who was removed.
• Server logs are kept for a limited period for security and troubleshooting.
• Where deleted information exists in backup copies, it remains there until those copies expire.
• We may keep information longer where the law requires it, or to resolve disputes and enforce our agreements.

• Access and correction: you can view and correct most of your information directly in the Service. An account owner can manage the workspace’s Users.
• Exports: you can export financial reports, your receivables and payables, the audit log and other lists the Service offers as files, and read your records through the workspace API. To ask for a copy of other information, contact us.
• Deletion: the Service does not yet offer self-service account deletion. An account owner can ask us to close the account and delete the organization by emailing developers@absoluteai.us. We will verify the request comes from the account owner, archive the organization and then delete it as described above, except for information we must keep.
• Connections: you can disconnect or remove a connected service at any time.
• Password help: you can reset your password by email from the sign-in page. If you still cannot sign in, contact us.
• Notifications: each User chooses which notification emails and digests they receive.

Depending on where you live, you may have rights under applicable privacy law, such as the right to access, correct, delete or receive a copy of your personal information, to object to or restrict certain processing, to withdraw consent, and to appeal our decision on a request. To make a request, email developers@absoluteai.us. We will verify your identity before acting on a request and respond as applicable law requires. We will not treat you differently for exercising these rights.

If a business stores your information in AI Operator (for example, you are one of its customers, vendors or staff), that business controls your information. Please contact the business directly. If you contact us, we will refer your request to the business and help it respond.

If you booked with, or received an email, text or receipt from, a business that uses AI Operator, that business decides what it collects about you and why, and we handle it for the business as its service provider.

• What is collected: what you give the business when you book or send an enquiry (described above) and what the business records about your appointments, purchases, messages and enquiries with it.
• Messages: confirmations, reminders and receipts are sent on the business’s behalf from “its name via AI Operator”, and replies go to the business. The business may also email or text you directly through the Service. Texts are sent only if you agreed to receive them from that business; reply STOP to any text to stop them.
• Marketing: a business sends you marketing emails only if you agreed to them, and marketing texts only if you agreed to those (agreeing to appointment texts is not agreeing to offers). Each marketing email shows the business’s postal address and has an unsubscribe link that works in one click; we record that you unsubscribed and the business’s marketing emails to you stop. We record whether each message was sent; we do not track whether you open emails or click their links.
• Your booking: the link in your confirmation shows your booking and, where the business allows, lets you change or cancel it. It works only for that booking.
• Your requests: to see, correct or delete what a business holds about you, contact the business. If you contact us, we will pass your request to the business and help it respond.

We use technical and organizational measures designed to protect information, including:

• encryption of connections to the Service using HTTPS, with sign-in cookies marked secure;
• passwords stored only as bcrypt hashes;
• temporary lockouts after repeated failed sign-in attempts, optional two-factor sign-in with one-time recovery codes, alerts when an account is used from a new device, and the ability to sign out of other sessions;
• separation of each Customer’s data, enforced in the application and by row-level security in the database;
• encryption of connected-service credentials and two-factor secrets with AES-256-GCM;
• API keys, password-reset links and customers’ booking links stored only as one-way hashes, and signed webhook deliveries;
• role-based access within each workspace, and checks on every request that a User’s access is still valid; and
• audit records of administrative and connection changes.

No method of transmission or storage is completely secure, and we cannot guarantee the security of information. Please use a strong, unique password and turn on two-factor sign-in. If we learn of a security incident affecting your information, we will notify you as required by applicable law.

The Service is a business tool intended for adults, and booking pages are for a business’s customers. It is not directed to children, and we do not knowingly collect personal information from children under 13. If you believe a child has given us personal information, contact us and we will delete it.

We will update this policy when our practices change, and change the “Last updated” date above. If a change is material, we will tell account owners through the Service or by email before it takes effect.

For privacy questions or requests, contact Absolute AI LLC at developers@absoluteai.us.