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Privacy Policy

Effective date: March 21, 2026

1. Introduction

AutoBook AI, a product of Varro LLC ("Company," "we," "us," or "our"), operates the website autobookmyleads.com and provides AI-powered SMS appointment-setting services (collectively, the "Service"). This Privacy Policy describes how we collect, use, disclose, and protect your personal information when you use our Service.

By accessing or using our Service, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with the practices described herein, please do not use the Service.

This Privacy Policy applies to all users of the Service, including business customers who subscribe to our platform ("Customers"), the leads and contacts managed through the platform ("End Users"), and visitors to our website ("Visitors").

2. Information We Collect

2.1 Personal Information You Provide

When you register for an account, subscribe to our Service, or contact us, we may collect:

• Account Information: Your name, email address, company name, phone number, and billing address.
• Payment Information: Credit card numbers, billing addresses, and other payment details. Payment information is processed and stored by our third-party payment processor (Stripe) and is not stored on our servers.
• Business Information: Information about your business, including your industry, services offered, appointment types, business hours, and service area.
• Communication Preferences: Your preferred methods and times for receiving notifications and reports.

2.2 Lead and Contact Data

When you use our Service to manage leads, we collect and process:

• Contact Details: Phone numbers, names, and email addresses of leads and contacts submitted to our platform.
• Appointment Data: Scheduling preferences, appointment times, confirmations, and cancellations.
• SMS Conversation Content: The full content of SMS messages exchanged between our AI system and your leads.
• Consent Records: Records of opt-in consent, opt-out requests, and consent timestamps.

2.3 Website Usage Data

We automatically collect information about how you interact with our Service:

• Log Data: IP addresses, browser type and version, operating system, referring URLs, pages viewed, and timestamps of access.
• Service Usage: Features used, actions taken within the dashboard, campaign configurations, and performance metrics.
• Device Information: Device type, screen resolution, and browser configuration.

3. How We Use Your Information

3.1 Providing the Service

• Deliver AI-powered SMS appointment-setting services on your behalf.
• Process and deliver SMS messages to your leads and contacts.
• Schedule, confirm, and manage appointments via calendar integrations.
• Generate performance reports and analytics for your account.

3.2 Improving Our AI and Service

• Improve our AI models, message effectiveness, and Service reliability.
• Develop new features and functionality.
• Analyze usage patterns to optimize the platform experience.

3.3 Communication

• Send you account-related notifications (billing, usage alerts, service updates).
• Respond to your support requests and inquiries.
• Provide onboarding guidance and product updates.

3.4 Billing

• Process subscription payments and manage billing cycles.
• Generate invoices and maintain payment history.
• Detect and prevent fraudulent transactions.

3.5 Legal Compliance and Protection

• Comply with applicable laws, regulations, and legal processes.
• Enforce our Terms of Service and other agreements.
• Protect the rights, property, and safety of AutoBook AI, our users, and the public.
• Maintain records required by TCPA, CCPA, and other regulatory frameworks.

4. SMS Consent and Messaging Data

4.1 Consent to Receive SMS

By providing a phone number and opting in to receive messages through the Service (whether via a web form, keyword opt-in, or other consent mechanism), End Users consent to receive SMS text messages from the applicable business using our platform. This includes AI-powered appointment-setting conversations, appointment confirmations, appointment reminders, and related transactional messages.

Consent to receive SMS messages is not a condition of purchasing any goods or services. Message and data rates may apply. Message frequency varies based on the conversation. End Users can opt out at any time by replying STOP to any message.

4.2 Message Content

We process SMS message content solely to provide the appointment-setting service. Message content is used to:

• Generate contextually appropriate AI responses to lead inquiries.
• Detect appointment scheduling intent and confirm bookings.
• Process opt-out requests (e.g., "STOP" messages).
• Monitor for compliance with carrier and regulatory requirements.

4.3 Phone Numbers

Phone numbers collected through our Service are:

• Stored securely with encryption at rest.
• Used exclusively for the purpose for which consent was provided.
• Never sold to third parties for marketing purposes.
• Checked against internal do-not-contact lists before messaging.
• Removed from active messaging immediately upon receipt of an opt-out request.

4.4 No Sharing of SMS Data for Advertising

We do not share, sell, or use SMS opt-in data or message content for advertising or marketing purposes unrelated to the Service. SMS data is never provided to third parties for their own marketing use.

5. Third-Party Services

We use the following third-party services to operate and deliver the Service:

5.1 Telnyx (SMS and Voice)

We use Telnyx to send and receive SMS messages. Telnyx processes phone numbers and message content on our behalf in accordance with their privacy policy and our data processing agreement.

5.2 Anthropic Claude (AI Processing)

We use Anthropic's Claude AI to power our conversational SMS capabilities. Message content is processed by Claude solely for the purpose of generating contextually appropriate responses. We have data processing agreements in place governing Anthropic's handling of this data.

5.3 Stripe (Payments)

We use Stripe to process subscription payments. Stripe receives your payment information directly and is PCI-DSS compliant. We do not store full credit card numbers on our servers. Stripe's privacy policy governs their handling of payment data.

5.4 Google Calendar (Scheduling)

When you connect your Google Calendar, we access calendar availability and create appointment events on your behalf. We only access the minimum calendar data necessary to check availability and book appointments. We do not read, store, or process unrelated calendar events.

5.5 Infrastructure Providers

Our Service is hosted on US-based cloud infrastructure providers that maintain industry-standard security certifications. These providers may process data on our behalf in accordance with our data processing agreements.

6. Cookies and Tracking

6.1 Cookies We Use

We use minimal cookies to operate the Service:

• Session Cookies: Required for authentication and maintaining your login state. These are essential for the Service to function and expire when you close your browser or after a set period.
• Preference Cookies: Remember your settings such as timezone and dashboard layout.

6.2 No Third-Party Tracking

We do not use third-party tracking cookies, advertising pixels, or social media tracking scripts. We do not participate in cross-site tracking or advertising networks.

6.3 Your Cookie Choices

Most web browsers allow you to control cookies through their settings. You can set your browser to refuse cookies, but some features of the Service may not function properly if cookies are disabled.

7. Data Sharing and Disclosure

We do not sell your personal information. We share your data only in the following circumstances:

7.1 Service Providers

We share data with the third-party vendors listed in Section 5, who perform services on our behalf. These providers are contractually obligated to use your data only as necessary to perform services for us and to maintain appropriate security measures.

7.2 Legal Requirements

We may disclose your information if required by law, regulation, legal process, or governmental request, including to comply with a subpoena or court order, respond to a government investigation, protect the rights, property, or safety of AutoBook AI or the public, or enforce our Terms of Service.

7.3 Business Transfers

If AutoBook AI or Varro LLC is involved in a merger, acquisition, or sale of assets, your personal information may be transferred as part of that transaction. We will notify you via email of any change in ownership or use of your personal information.

7.4 Aggregated or De-identified Data

We may share aggregated or de-identified data that cannot reasonably be used to identify you, for purposes such as industry analysis and benchmarking.

8. Data Storage and Security

All data is stored on US-based servers. We implement reasonable administrative, technical, and physical security measures to protect your personal information, including:

• Encryption at Rest: All sensitive data, including phone numbers, SMS content, and authentication tokens, is encrypted at rest using AES-256 or equivalent encryption.
• Encryption in Transit: All data transmitted between your browser and our servers is encrypted using TLS 1.2 or higher.
• Access Controls: Role-based access controls limit data access to authorized personnel and systems.
• Monitoring: Continuous monitoring for suspicious activity and unauthorized access attempts.
• Incident Response: We maintain an incident response plan and will notify affected users and relevant authorities of any data breach as required by applicable law.

While we strive to protect your personal information, no method of transmission over the Internet or electronic storage is completely secure. We cannot guarantee absolute security.

9. Data Retention

• Active Account Data: Retained for the duration of your active account. This includes your account information, business configuration, lead data, and conversation history.
• After Account Closure: Upon account closure or termination, your account data and associated lead data will be deleted within 90 days, unless you request earlier deletion or a data export.
• SMS Message Logs: Retained for 1 year after the message was sent for compliance and service-quality purposes.
• Consent Records: Retained for a minimum of 5 years after the last communication with the relevant phone number, as required for TCPA compliance.
• Billing Records: Retained for 7 years to comply with tax and accounting obligations.
• Usage and Analytics Data: Retained for up to 26 months, after which it is aggregated or deleted.

10. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal information:

• Right of Access: Request a copy of the personal data we hold about you.
• Right to Correction: Request correction of inaccurate or incomplete personal data.
• Right to Deletion: Request deletion of your personal data, subject to legal obligations and legitimate business needs.
• Right to Data Portability: Receive your personal data in a structured, commonly used, machine-readable format (CSV or JSON).
• Right to Restrict Processing: Request that we limit the processing of your personal data in certain circumstances.
• Right to Object: Object to processing based on legitimate interests or for direct marketing purposes.

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days. We may need to verify your identity before processing your request.

11. CCPA (California Residents)

If you are a California resident, the California Consumer Privacy Act (CCPA) provides you with additional rights:

11.1 Right to Know

You have the right to request that we disclose the categories and specific pieces of personal information we have collected about you, the categories of sources, the business purposes for collection, and the categories of third parties with whom we share it.

11.2 Right to Delete

You have the right to request deletion of your personal information, subject to certain exceptions (legal compliance, completing a transaction, security purposes).

11.3 Right to Opt-Out of Sale

We do not sell personal information as defined under the CCPA. We do not share personal information with third parties for their own marketing purposes. If we ever change this practice, we will update this policy and provide a "Do Not Sell My Personal Information" link on our website.

11.4 Right to Non-Discrimination

We will not discriminate against you for exercising any of your CCPA rights.

11.5 How to Exercise Your Rights

To submit a CCPA request, email us at [email protected] with the subject line "CCPA Request." We will verify your identity before processing and respond within 45 days.

12. GDPR (EU Residents)

If you are located in the European Economic Area (EEA) or the United Kingdom, the General Data Protection Regulation (GDPR) provides you with additional rights, including the right of access, rectification, erasure, restriction of processing, data portability, objection, and the right to withdraw consent at any time where processing is based on consent.

Our legal bases for processing personal data include: performance of a contract, compliance with legal obligations, legitimate interests (improving our Service, preventing fraud), and consent.

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days. You also have the right to lodge a complaint with your local data protection authority.

13. Children's Privacy

Our Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from anyone under 18. Users must be at least 18 years old to create an account or use the Service. If we become aware that we have inadvertently collected personal information from a person under 18, we will take steps to delete that information promptly. If you believe a minor has provided us with personal information, please contact us at [email protected].

14. Changes to This Policy

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

• Update the "Effective date" at the top of this page.
• Notify you by email at least 30 days before the changes take effect.
• Where required by law, obtain your consent to the updated policy.

Your continued use of the Service after the effective date of any changes constitutes your acceptance of the updated policy.

15. Contact Information

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

• Email: [email protected]
• Company: AutoBook AI (a product of Varro LLC)
• Website: autobookmyleads.com

We will respond to all privacy-related inquiries within 30 days.