SwankyBook — Privacy Policy

This Privacy Policy explains how GradientD, an assumed name (DBA) of Daniel Lee James, a sole proprietor located in Austin, Texas ("SwankyBook," "we," "us"), collects, uses, shares, and protects information when you use the SwankyBook website, apps, and services (the "Platform"). It is part of our Terms of Service.

SwankyBook is a marketplace connecting independent service providers ("Artisans") with people who book them ("Clients"). Because the Platform is two-sided, some information is shared between an Artisan and a Client to make a booking work, as described below.

1. Information we collect

1.1 Information you provide.

• Account: your email address (used for magic-link sign-in, or to match your Google account if you sign in with Google), name, role (Client / Artisan), and optional profile image.
• Artisan profile: business/display name, bio, profile slug, service menu (descriptions, prices, durations, delivery mode), portfolio / cover / avatar images, weekly availability and time-off, and location information (a service area / address, used for mobile services and for distance-based discovery).
• Booking information: the service booked, date/time, the Client's contact details (name, phone, email) and, for mobile services, the service address, plus any notes the Client adds to the request.
• Private client notes: an Artisan may record private notes about a Client (e.g. preferences, allergies). These are visible only to that Artisan — never to the Client or other users. Artisans control and are responsible for this content.
• Reviews: ratings and review text you submit. Reviews are public but are shown with the reviewer's identity anonymized.
• Waitlist: if you ask to be notified when an Artisan has an opening, we store which Artisan(s) you asked about and notify you when a slot opens.
• Custom requests: if you send an Artisan a custom request, we store the description and your optional stated budget.
• AI assistant content: the messages you send to the assistant, its responses, and any durable preferences it remembers at your direction.
• Support / communications: anything you send us by email or other channels.

1.2 Payment information. When a deposit is paid, payment card details are collected and processed by the Artisan's own payment processor through its secure, tokenized flow — SwankyBook does not receive or store full payment card numbers for bookings. For SwankyBook's own service fee (charged to Artisans), a payment method is stored with our billing processor (Stripe); we receive limited billing metadata (e.g. last four digits, card brand, charge status), not the full card number.

1.3 Information collected automatically.

• Authentication & session cookies (to keep you signed in).
• Device / log data: IP address, browser type, pages and actions, and timestamps, used for security, debugging, and operating the Platform.
• Approximate location: if you grant your browser's location permission, we use your coordinates to sort discovery results by distance. You can decline; discovery still works without it.
• Consent and authorization records: when you accept these Terms and this Policy, opt in to SMS, or (if you're an Artisan) sign the Refund Authorization, we record the document version you accepted, your IP address, your browser/device information, and the date and time, as proof of what was agreed.

We do not knowingly collect information from anyone under 18.

2. How we use information

We use information to:

• create and operate your account and the Platform;
• enable discovery, scheduling, deposits, cancellations, and refunds;
• share the necessary booking details between the relevant Artisan and Client;
• send transactional notifications by email and SMS (e.g. booking confirmations, reminders, status changes);
• bill Artisans our service fee and manage that billing;
• power the AI assistant, including remembering preferences you ask it to keep (see §6);
• review Artisan profiles for the "Reviewed" badge process and to detect spam, fraud, and abuse;
• maintain security, enforce our Terms, and comply with law;
• improve the Platform.

We do not sell your personal information or use it for cross-context behavioral advertising.

3. How information is shared

• Between Artisan and Client: to complete a booking, a Client's contact and (for mobile) location details are shared with the booked Artisan, and an Artisan's public profile is shown to Clients. Reviewer identity is not shared publicly (shown anonymized; phone/email never shown in a review).
• Service providers (processors) who act on our behalf — see §5.
• Legal / safety: when we believe disclosure is required by law, or necessary to protect rights, safety, or the integrity of the Platform.
• Business transfers: in connection with a merger, acquisition, or sale of assets, subject to this Policy.

We do not sell your personal information.

4. Payments and money flow (why this matters for privacy)

SwankyBook is not the merchant of record for booked services and does not hold Client funds. Deposits flow through the Artisan's own payment processor; the balance and any tip are paid directly to the Artisan, off-platform. This means the most sensitive payment data (full card numbers) is handled by PCI-compliant processors, not by SwankyBook. See the Terms of Service §7 for the full money-flow description.

5. Third-party processors

We share information with vendors who process it only to provide services to us, under contract. As currently built, these include:

Each processor handles your information under its own agreement with us and is contractually limited to the purpose above. [Draft — confirm each vendor's data-processing agreement in legal review. A map provider may be added when map view ships.]

6. AI assistant: conversations and memory

The optional AI assistant uses Anthropic's Claude model. To answer you and take actions you confirm:

• your conversation transcript is stored so the chat persists across sessions (you can clear a conversation; this removes its messages);
• the assistant may store a small set of durable preferences ("memory") when you ask it to or when a clear, lasting preference is stated. Memory is scoped to you and to the surface (your business vs. your client activity) and is recalled into future conversations. Before any memory is saved, the assistant shows an in-product notice describing this and linking here;
• memory is retained for up to 12 months since you last used or restated a preference, after which it is automatically removed; you can also delete any memory at any time, and all memory is deleted when you delete your account;
• a "What I remember about you" panel lets you view and delete any stored memory at any time;
• please do not share health, medical, or other sensitive information with the assistant. The assistant is instructed not to record such information, but you control what you send.

Conversation and memory data are deleted when you delete your account (see §8).

7. Security

We use industry-standard measures to protect information, including encryption in transit, access controls, and an audit log for administrative actions. No system is perfectly secure; we cannot guarantee absolute security.

8. Your choices and rights

• Access / update: you can view and edit much of your information in your account settings.
• Assistant memory: view and delete stored memories from the assistant's memory panel.
• Notifications: transactional email (sign-in links, booking updates) is part of the service and cannot be turned off while you have an account. We send text messages only if you opt in when booking or in your account settings; reply STOP to any text to stop receiving them and HELP for help. Stopping texts does not affect transactional email.
• Account deletion and data export: from the Your account page you can download a copy of your data at any time, and permanently delete your account. This cannot be undone. If you have a booking that's still in progress (awaiting payment, pending, or confirmed) you'll need to resolve it first — we'll show you which one. Once deleted: your login, contact details, and assistant conversations and memory are removed; any private notes an Artisan holds about you are deleted. If you have no completed booking history, your bookings and reviews are deleted outright too. If you do have completed booking history with someone else, we keep that record — the appointment happened and the other party is entitled to their own copy of it — but we remove your name, email, and other contact details from it first, so it no longer identifies you.
• Regional rights: wherever you live, you may ask us to know what information we hold about you, access it, correct it, delete it, or export it, and to stop processing it except where we need to for the reasons in §2. Email support@swankybook.com; we will verify your request and respond within 45 days. If we decline a request, you may ask us to reconsider by replying to our response; we will respond to that within 60 days. [Draft — confirm in legal review whether any region (e.g. the EU/UK) requires a distinct authorized-agent or appeal process beyond this.]

9. Data retention

We keep information for as long as your account is active and as needed to provide the Platform, comply with legal obligations, resolve disputes, and enforce our agreements. When no longer needed, we delete or de-identify it.

[Draft — confirm the exact log/error-report retention windows (Google Cloud Logging, Sentry) in legal review, once those providers' current settings are pinned down.]

10. International users

The Platform is offered to users in the United States. If you use it from elsewhere, your information is processed in the U.S. [Draft — confirm in legal review whether a formal transfer mechanism is needed if EU/UK users are in scope.]

11. Changes to this Policy

We may update this Policy. Material changes will be communicated by reasonable means (e.g. email or in-product notice) before they take effect.

12. Contact

Privacy questions or requests: support@swankybook.com — GradientD, 7114 Destiny Hills Drive, Austin, TX 78738.