Privacy Policy
Effective Date: September 19, 2026 | Version 2.1
01.Introduction
ApexCal SaaS ("Platform", "ApexCal", "we", "us", or "our") respects your privacy and is committed to protecting the personal data of our tenant administrators, staff users, and end customers. This Privacy Policy explains how we collect, process, store, disclose, and safeguard information when you interact with our website, scheduling widgets, WhatsApp AI receptionist features, and multi-tenant management portal.
By accessing or using ApexCal SaaS, you acknowledge that you have read and understood this Privacy Policy.
02.Information We Collect
We collect information to provide high-performance appointment scheduling, staff roster management, automated WhatsApp notifications, and platform analytics.
A. Account & Organization Information
When a tenant registers, we collect organization names, business email addresses, administrator credentials (hashed using bcrypt), contact phone numbers, business addresses, operating timezones, and branch location details.
B. Appointment & Customer Records
To facilitate bookings, we collect end-customer names, phone numbers, email addresses, requested service categories, appointment timestamps, staff assigned, and booking notes provided during self-service or AI receptionist booking flows.
C. Technical & Telemetry Information
We automatically capture technical details including IP addresses, browser user-agent strings, device specifications, API request logs, timestamp metadata, and authentication session tokens (JWT) to ensure system stability and audit security.
D. Cookies & Local Storage
ApexCal utilizes browser Local Storage (`apexcal_token`) solely to maintain authenticated user sessions and active branch preferences. We do not use third-party tracking cookies for targeted advertising.
03.How We Use Information
- Service Delivery: Processing bookings, maintaining calendars, dispatching SMS/WhatsApp reminders, and powering the real-time AI receptionist.
- Multi-Branch Administration: Allowing tenant owners to manage staff schedules, branch locations, and service pricing.
- Security & Fraud Prevention: Validating JWT session tokens, logging API access, and protecting platform infrastructure against brute-force attacks.
- Customer Support: Responding to inquiries submitted through our support desk or contact forms.
04.Multi-Tenant Data Isolation
ApexCal enforces strict relational database foreign key constraints (`tenant_id`) and row-level context scoping. Your organization's appointments, customer rosters, staff lists, and revenue metrics are logically isolated from all other tenants on the platform.
We never sell, rent, trade, or cross-monetize customer or appointment data to third-party advertisers.
05.Third-Party Service Providers
We share data with trusted third-party service providers only as necessary to deliver platform functionality:
- Stripe & Payment Gateways: Payment processing and invoice management (PCI-DSS compliant).
- Twilio / WhatsApp Business API: Delivery of automated booking confirmations and reminder messages.
- Hostinger Premium Cloud Infrastructure: Database and server hosting protected by TLS 1.3 in transit and AES-256 at rest.
06.Data Retention & User Rights (GDPR / CCPA)
We retain personal data for as long as your organization account remains active or as needed to comply with legal obligations. Under applicable privacy laws (including GDPR and CCPA), you have the right to:
- Request access to the personal data we hold about your organization or customers.
- Request correction of inaccurate or incomplete records.
- Request permanent erasure ("Right to be Forgotten") of tenant data upon account closure.
- Export organization data in structured JSON or CSV formats.
To exercise your data subject rights, submit a request via our Contact Support Portal or email us at support@apexcal-saas.xilxil.com.
07.Children's Privacy
ApexCal SaaS is an enterprise business application and is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children.
08.Contact Information
If you have any questions, concerns, or requests regarding this Privacy Policy, please contact our Data Protection Officer:
ApexCal SaaS Data Protection Desk
Email: support@apexcal-saas.xilxil.com
Support Portal: apexcal-saas.xilxil.com/contact