Privacy Policy

Guacamole is a booking and payments service for private practices. Practitioners use it to publish a booking page, keep their calendar in sync, remind clients, and collect payments and agreed cancellation fees. This page says plainly what we collect, why, who processes it and how to delete it. We don't sell data and we don't use it for advertising.

It covers the web app at app.payguacamole.com, the booking pages it serves, this website, and the emails we send (together, the "Service").

1. Who is responsible

For a practitioner's own account, Guacamole is responsible for their data. For the clients who book with a practitioner, the practitioner decides what to collect and why; Guacamole processes client data on the practitioner's behalf and only to run the Service for them.

2. What we collect

Practitioner account. Name, email address, practice name, time zone, services, prices, opening hours and cancellation policy. You can sign up with email or with Google.

Bookings. When a client books: their name, email address, mobile phone number, time zone, the service and time booked, the policy they agreed to and when, and what happened (confirmed, moved, cancelled, attended, missed). We don't ask for private client notes or records.

Payments. Cards are entered into and stored by Stripe, never on our servers. We keep the card brand, last four digits and expiry date to show receipts and warn before a card expires, plus the amounts charged and refunded.

Messages. The emails and text messages we send for a booking (texts only while the practice has them on; reply STOP to end them), replies a client sends to those texts, and whether they were delivered, opened or clicked, so reminders work and a disputed charge can be answered.

Text messages. Clients give a mobile number when they book and agree, on the booking form, to texts about that booking: confirmation, reminders, changes, a newly opened time and card problems (up to 4 per session). Message and data rates may apply. Reply STOP to stop texts at any time (email reminders continue) and HELP for help. We never share or sell mobile numbers or text consent to third parties or affiliates for marketing or promotional purposes. Numbers are used only to send the texts described here, through our text provider Telnyx.

3. Google Calendar

If a practitioner connects Google Calendar, Guacamole asks Google for permission to see and edit the events on their calendars (the calendar.events permission). We use it only to:

• read the practitioner's events (time, title, place, description and guests), so their schedule shows in Guacamole and busy times can't be booked;
• recognise sessions already booked with clients through another tool, so the practitioner can choose to bring them into Guacamole and send those clients one invitation;
• create, move and delete the events for bookings made through Guacamole, with a Google Meet link for video sessions. Clients are not added as Google guests.

Some practitioners connect with narrower permissions instead: busy times only (calendar.freebusy), a separate "Guacamole" calendar for bookings (calendar.app.created) and public holiday calendars (calendar.events.public.readonly).

We don't use Google Calendar data for advertising, we don't sell it, we don't use it to train any AI model, and no person at Guacamole reads it except with the practitioner's permission, for security reasons, or where the law requires. Disconnecting Google Calendar in Settings stops access; you can also remove access at any time in your Google Account.

Guacamole's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

4. How we use data

Only to run the Service: show booking pages, take bookings, keep calendars in sync, send confirmations and reminders, offer freed times to other clients, charge the payments and fees the client agreed to, send receipts, answer disputes, and fix problems you report.

5. Who processes data

We share data only with these providers, who run parts of the Service for us. We don't sell it to anyone.

We may disclose information if the law requires it, or to protect the rights and safety of our users.

6. How long we keep it

Account and booking data are kept while the practitioner's account is open. Payment records are kept as long as tax and accounting law requires. When a practitioner deletes their account, we delete its data, except records we must keep by law.

7. Security

Data is encrypted in transit (TLS) and at rest by our infrastructure providers. Each practitioner can see only their own data. Card details never touch our servers.

8. Your rights

You can see, correct, export or delete your data. Clients of a practitioner can ask the practitioner, or us, and we will help. To delete an account and everything in it, or for any other request, email us. We answer within 30 days.

9. Children

Practitioner accounts are not for anyone under 18.

10. Changes

If we change this policy, we'll update the date above and tell practitioners in the app about important changes.

11. Who we are and how to contact us

Guacamole is run by DataCops Ltd, a company registered in England and Wales (company number 16891252), registered office 124 City Road, London EC1V 2NX, United Kingdom.

Questions about your data? Email [email protected].