Privacy Policy

1. Introduction

This Privacy Policy explains how DocketBEO ("DocketBEO," "we," "us," "our") collects, uses, and protects information when you use our Service. This applies to venue accounts (our direct customers) and to the clients and guests of those venues who interact with our client portal, booking widget, or waitlist.

2. Information We Collect

From venue accounts (our customers):

• Account information: name, email, business name, business address, role/title
• Billing information: processed by our payment processor (Stripe); we do not store full payment card numbers
• Usage data: how you interact with the Service, including event and BEO activity, login timestamps, and feature usage

From event clients (via the client portal):

• Contact information: name, email, phone number
• Event-related details: headcount, menu selections, event preferences, communications with the venue
• Payment information for deposits/invoices, processed through our payment processor

From walk-in and waitlist guests (given directly to venue staff):

• Name and mobile phone number, collected in person at the host stand

Automatically collected:

• Device and browser information, IP address, general location (city/region level)
• Cookies and similar technologies for authentication and basic analytics

3. How We Use Information

We use collected information to:

• Provide, maintain, and improve the Service
• Process payments and subscriptions
• Send transactional communications (trial reminders, invoices, receipts, notifications about event changes, waitlist/table-ready text messages)
• Send account-related and marketing communications (with opt-out available for marketing)
• Respond to support requests
• Detect and prevent fraud, abuse, or security incidents
• Comply with legal obligations, including tax reporting

4. Text Messaging (SMS)

When a guest joins a venue's waitlist, they give their mobile number directly to venue staff at the host stand for the specific purpose of being notified when their table is ready. By providing that number, the guest consents to receive a one-time text message for that visit. Message frequency is one message per waitlist visit; we do not send recurring or marketing text messages to waitlist guests. Message and data rates may apply.

Mobile phone numbers and consent collected for text messaging are not shared with third parties for their own marketing purposes. They are shared only with the messaging infrastructure providers necessary to deliver the message (our SMS provider) and with the venue the guest is visiting.

Reply STOP to any message to opt out of future text messages, or reply HELP for assistance. You can also ask venue staff not to text you.

5. How We Share Information

We do not sell personal information. We share information with:

• Service providers: payment processing (Stripe), hosting/infrastructure, email delivery, SMS delivery, and similar vendors who process data on our behalf under confidentiality obligations
• Your venue account(for event clients and waitlist guests): information you submit through a venue's client portal, or give to venue staff at the host stand, is shared with that venue, as it is necessary for the venue to manage your event or seat your party
• Legal compliance: when required by law, subpoena, or to protect the rights, safety, or property of DocketBEO, our users, or the public
• Business transfers: in the event of a merger, acquisition, or sale of assets, information may be transferred as part of that transaction, subject to this Policy or a materially similar one

6. Connected Accounts: Instagram, Facebook and Google Business Profile

A venue can choose to connect its own social and Google accounts so DocketBEO can post and reply for it. Nothing is connected unless an owner or manager signs in and approves it, and it can be disconnected at any time from Settings.

Instagram and Facebook (Meta):

• What we receive: the Facebook Pages you manage and the Instagram professional account linked to the Page you pick (their ids, names and usernames), access tokens for that Page, your Facebook user id, and the comments people leave on your recent Instagram posts (their public username and comment text).
• What we do with it: publish the photo and caption you approve to your Page and your Instagram account, show new comments that ask a question on your Today screen with a suggested reply, and post that reply when you tap Reply. We never post without your tap, never read private messages, and never use this data for advertising.
• Comment text may be sent to our AI provider (Anthropic) to draft a suggested reply. It is not used to train models.

Google Business Profile:

• What we receive: the Business Profile accounts and locations you manage (names and addresses), the reviews on the location you connect (reviewer display name, rating, text and date), and an access token that lets us post your replies.
• What we do with it: show new reviews on your Today screen with a suggested reply, and post the reply to Google when you tap Post reply. Review text may be sent to our AI provider (Anthropic) to draft the suggestion; it is not used to train models.
• DocketBEO's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

How it is stored and removed:

• Access tokens are encrypted before they are stored and are never shown in the app or shared with anyone. Only DocketBEO's servers can read them.
• Disconnecting in Settings revokes our access with Meta or Google and deletes the stored tokens right away. Comments still waiting for a reply are deleted too.
• You can also remove DocketBEO from your Facebook account (Settings & privacy → Settings → Apps and websites) and ask for your data to be deleted. Meta tells us, we delete everything we stored from that connection, and you get a confirmation code with a page that shows the status. Removing access from your Google Account (myaccount.google.com → Security → Third-party connections) stops our access the same way.
• Or write to hello@docketbeo.app and we will delete it for you.

7. Data Retention

We retain personal information for as long as your account is active and as needed to provide the Service. Following account termination, we retain data for a limited period to allow for reactivation and to meet legal, tax, and accounting obligations, after which it is deleted or anonymized.

8. Your Rights and Choices

Depending on your location, you may have rights to:

• Access, correct, or delete your personal information
• Object to or restrict certain processing
• Receive a copy of your data in a portable format
• Opt out of marketing communications at any time via the unsubscribe link or account settings
• Opt out of text messages at any time by replying STOP

Requests can be directed to hello@docketbeo.app.

9. Data Security

We implement reasonable administrative, technical, and physical safeguards designed to protect information from unauthorized access, disclosure, alteration, or destruction. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

10. Children's Privacy

The Service is not directed to individuals under 18. We do not knowingly collect personal information from children.

11. Cookies

We use cookies and similar technologies for authentication, session management, and basic usage analytics. You can control cookie preferences through your browser settings, though disabling cookies may affect Service functionality.

12. Third-Party Links

The Service may contain links to third-party websites (including venue websites via our lead-generation widget). We are not responsible for the privacy practices of third-party sites.

13. International Users

The Service is operated from the United States. If you access the Service from outside the U.S., you understand your information will be transferred to and processed in the U.S.

14. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via the Service or by email. The "Last Updated" date reflects the most recent revision.

15. Contact Us

Questions about this Privacy Policy may be directed to: hello@docketbeo.app