Privacy Policy

This Privacy Policy was last updated on July 28, 2025.

At Trimmly, we are committed to protecting your privacy and ensuring the security of your personal information. This comprehensive Privacy Policy explains how we collect, use, store, and protect your data when you use our staff management and booking platform, including our admin dashboard and mobile application with AI-powered booking assistance.

1. Information We Collect

1.1 Personal Information

We collect personal information that you voluntarily provide to us, including:

• Account Information: Name, email address, phone number, business name, and authentication credentials
• Profile Information: Professional details, service specializations, availability preferences, and profile photos
• Payment Information: Billing address, payment method details (processed securely through third-party payment processors)
• Booking Information: Appointment details, service preferences, special requests, and booking history
• Communication Data: Messages sent through our platform, customer support interactions, and feedback

1.2 Technical Information

We automatically collect technical information when you use our services:

• Device Information: Device type, operating system, browser type, IP address, and unique device identifiers
• Usage Analytics: Pages visited, features used, time spent on platform, click patterns, and navigation paths
• Location Data: Approximate location based on IP address and precise location if you grant permission for location-based services
• Performance Data: App performance metrics, error logs, and crash reports to improve service quality

1.3 AI Interaction Data

Our AI booking assistant collects and processes:

• Conversation Data: Text inputs, voice recordings (if voice features are used), and interaction patterns
• Preference Learning: Service preferences, booking patterns, and personalization data
• Context Information: Previous bookings, current availability, and service history for improved recommendations

2. How We Use Your Information

2.1 Service Delivery

We use your information to provide and improve our services:

• Create and manage user accounts and profiles
• Process bookings and manage appointments
• Facilitate communication between customers and service providers
• Provide customer support and respond to inquiries
• Process payments and manage billing
• Send booking confirmations, reminders, and updates

2.2 AI-Powered Features

Our AI systems use your data to:

• Provide intelligent booking recommendations
• Understand natural language queries and requests
• Learn from your preferences to improve service quality
• Automate routine booking tasks and scheduling
• Predict optimal appointment times and service matches

2.3 Platform Optimization

We analyze usage data to:

• Improve platform performance and user experience
• Develop new features and enhance existing ones
• Identify and fix technical issues
• Conduct security monitoring and fraud prevention
• Generate anonymized analytics and insights

3. Information Sharing and Disclosure

3.1 With Service Providers

We may share your information with trusted third-party service providers who assist us in operating our platform:

• Cloud Infrastructure: Secure data storage and computing services
• Payment Processors: Secure payment processing and fraud detection
• Communication Services: Email delivery, SMS notifications, and push notifications
• Analytics Providers: Anonymized usage analytics and performance monitoring
• AI/ML Services: Natural language processing and machine learning capabilities

3.2 Business Partners

When you book services through our platform, we share relevant booking information with the service providers to fulfill your appointments. This includes contact details, appointment preferences, and service requirements.

3.3 Legal Requirements

We may disclose your information when required by law or to:

• Comply with legal obligations or court orders
• Protect our rights, property, or safety
• Prevent fraud or security threats
• Assist law enforcement investigations

4. Data Security and Protection

4.1 Security Measures

We implement comprehensive security measures to protect your data:

• Encryption: Data encrypted in transit and at rest using industry-standard protocols
• Access Controls: Role-based access controls and multi-factor authentication
• Network Security: Firewalls, intrusion detection, and regular security monitoring
• Data Backup: Regular automated backups with secure recovery procedures
• Security Audits: Regular penetration testing and vulnerability assessments

4.2 Data Breach Response

In the unlikely event of a data breach, we will:

• Immediately investigate and contain the breach
• Notify affected users within 72 hours when legally required
• Provide clear information about what data was affected
• Take immediate steps to prevent further unauthorized access
• Cooperate with relevant authorities and regulatory bodies

5. Data Retention and Deletion

5.1 Retention Periods

We retain your data for different periods based on the type of information:

• Account Data: Retained while your account is active and for 3 years after closure
• Booking History: Retained for 7 years for business and tax purposes
• Payment Records: Retained for 7 years as required by financial regulations
• AI Training Data: Anonymized data may be retained indefinitely for system improvement
• Support Communications: Retained for 3 years to improve customer service
• Analytics Data: Aggregated, anonymized data retained indefinitely

5.2 Data Deletion

You have the right to request deletion of your personal data. Upon request, we will:

• Delete your personal information from active systems within 30 days
• Remove data from backup systems within 90 days
• Retain only anonymized data that cannot be linked back to you
• Notify third-party processors to delete your data where applicable

6. Your Privacy Rights

6.1 Access and Control

You have the following rights regarding your personal data:

• Right to Access: Request a copy of all personal data we hold about you
• Right to Rectification: Correct inaccurate or incomplete personal data
• Right to Erasure: Request deletion of your personal data under certain circumstances
• Right to Portability: Receive your data in a structured, machine-readable format
• Right to Restrict Processing: Limit how we use your personal data
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent for data processing at any time

6.2 Marketing Communications

You can control marketing communications by:

• Updating preferences in your account settings
• Using unsubscribe links in marketing emails
• Contacting our support team directly
• Managing push notification settings on your mobile device

7. Cookies and Tracking Technologies

7.1 Types of Cookies

We use various types of cookies and similar technologies:

• Essential Cookies: Required for basic platform functionality and security
• Performance Cookies: Help us understand how users interact with our platform
• Functional Cookies: Remember your preferences and settings
• Marketing Cookies: Used to deliver relevant advertisements and measure campaign effectiveness

7.2 Managing Cookies

You can control cookies through:

• Browser settings to block or delete cookies
• Our cookie preference center (where available)
• Third-party opt-out tools for advertising cookies
• Mobile device settings for app-based tracking

8. International Data Transfers

Trimmly operates globally, and your data may be transferred to and processed in countries other than your own. We ensure adequate protection through:

• Adequacy Decisions: Transfers to countries with adequate data protection laws
• Standard Contractual Clauses: EU-approved contracts ensuring data protection
• Binding Corporate Rules: Internal policies ensuring consistent data protection
• Certification Programs: Participation in recognized privacy frameworks

9. Children's Privacy

Trimmly is not intended for use by children under 13 years of age. We do not knowingly collect personal information from children under 13. If we discover that we have collected personal information from a child under 13, we will delete such information immediately. Parents or guardians who believe their child has provided personal information should contact us immediately.

10. AI and Automated Decision-Making

10.1 AI Processing

Our AI systems process your data to provide intelligent services. This includes:

• Natural Language Processing: Understanding and responding to your queries
• Recommendation Systems: Suggesting optimal appointment times and services
• Pattern Recognition: Learning from booking patterns to improve suggestions
• Automated Scheduling: Optimizing staff schedules and availability

10.2 Human Oversight

Important decisions affecting your account or bookings include human oversight. You have the right to:

• Request human review of automated decisions
• Understand the logic behind automated processing
• Challenge decisions that significantly affect you
• Opt out of certain automated processing where possible

11. Third-Party Integrations

Trimmly integrates with various third-party services to enhance functionality:

• Calendar Systems: Google Calendar, Outlook, and other scheduling platforms
• Payment Gateways: Stripe, PayPal, and other secure payment processors
• Communication Tools: SMS providers, email services, and notification systems
• Analytics Platforms: Google Analytics, Mixpanel, and similar services
• Social Media: Social login options and sharing capabilities

Each integration operates under its own privacy policy. We recommend reviewing the privacy policies of any third-party services you choose to connect.

12. Business Changes

In the event of a merger, acquisition, or sale of all or part of our business, your personal information may be transferred to the new entity. We will:

• Provide notice of any such transfer
• Ensure the receiving party agrees to protect your data
• Honor your privacy preferences and rights
• Allow you to delete your account before the transfer if desired

13. Regional Privacy Laws

13.1 European Union (GDPR)

For EU residents, we comply with the General Data Protection Regulation (GDPR), providing:

• Lawful basis for all data processing activities
• Data Protection Officer contact information
• Right to lodge complaints with supervisory authorities
• Explicit consent for sensitive data processing

13.2 California (CCPA/CPRA)

For California residents, we provide additional rights under the California Consumer Privacy Act:

• Right to know what personal information is collected
• Right to delete personal information
• Right to opt-out of sale of personal information
• Right to non-discrimination for exercising privacy rights

13.3 Other Jurisdictions

We comply with applicable data protection laws in all jurisdictions where we operate, including Canada (PIPEDA), Australia (Privacy Act), and other regional regulations.

14. Updates to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, or legal requirements. When we make material changes:

• We will notify you via email or platform notification
• We will update the "last updated" date at the top of this policy
• We will provide a summary of key changes
• We will obtain new consent where required by law

Continued use of our services after updates constitutes acceptance of the revised policy.

15. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us:

Trimmly Privacy Team
Email: hello@trimmly.co
Phone: +601121978276

We will respond to your privacy-related inquiries within 30 days (or sooner as required by applicable law).

16. Acknowledgment and Consent

By using Trimmly's services, you acknowledge that you have read, understood, and agree to the terms of this Privacy Policy. You consent to the collection, use, and sharing of your information as described herein.

If you do not agree with any aspect of this Privacy Policy, please do not use our services. You may contact us to discuss your concerns or exercise your privacy rights at any time.

This Privacy Policy is designed to be comprehensive and transparent about our data practices. We are committed to protecting your privacy and earning your trust through responsible data handling.