Privacy Policy

Last updated: October 7, 2026

Português · English · Español. If the versions differ, the Portuguese version prevails.

This Privacy Policy explains how aiGenda ("we") collects, uses, shares and protects personal data in our booking service (public booking page, calendar, reminders and an artificial intelligence assistant on WhatsApp) for businesses and professionals of any kind that work by appointment. In Brazil we follow the General Data Protection Law (Law 13,709/2018, LGPD). In the European Union and the United Kingdom we follow the GDPR and UK GDPR, and in other countries the local data protection law.

Here, the "business" is the company or professional that uses aiGenda, and the "end customer" is the person who books with it, whatever name the business gives that person.

1. Who we are

aiGenda is operated by Grande Homem Indústria e Comércio de Malhas e Artigos do Vestuário, CNPJ 43.253.292/0001-87, based in Petrópolis, State of Rio de Janeiro, Brazil. We are the controller of the data of the business that subscribes, and the processor of the data of its end customers (see section 3).

2. Data we collect

From the subscribing business (our direct customer): name of the account owner, e-mail, phone number, tax ID of the payer (in Brazil, CPF or CNPJ), address, payment data (processed directly by the payment processor; we do not store card numbers), and platform usage data.

From the business's end customers (data the business entrusts to us to run the service): name, WhatsApp number, content of messages exchanged with the assistant, and booking data (service, professional, date and time, history). This data belongs to the relationship between the business and its end customer; aiGenda processes it as a processor, following the business's instructions.

From people who book through the public page: name, phone number, e-mail (when provided), the chosen service and time and, to block bots and abuse, the IP address and the hCaptcha "I am not a robot" check. This data goes to the business, like that of its other end customers, and aiGenda processes it as a processor on every plan, including Free: the business does not "pay with data". aiGenda does not use the data of people who book for its own purposes, does not sell it and does not send them aiGenda advertising. The booking confirmation e-mail carries the aiGenda brand as part of the service.

Sensitive data. Booking an appointment may reveal sensitive information, such as health (for example, the specialty or procedure sought). Data protection laws require extra care with it (LGPD art. 5, II and art. 11; GDPR art. 9). That is why aiGenda uses end customers' data only to run the business's service, with no purpose of its own.

2.1 What is public on the business's page

Each business has a public page at aigenda.app/<link>, open to anyone without login, which may be found by search engines. It only shows what the business fills in for the page: name, profession, address, social media, photos (cover and gallery), the "Information" field, services and open times, and the business's WhatsApp button, when provided. The business is responsible for that content, including the photos and the authorization of the people in them. No end customer data appears on the page: someone booking sees only open times, never who took the others.

For visitors to the page, our hosting provider (Vercel, section 5) receives the IP address and the page accessed. The page uses no analytics tool or advertising pixel.

3. Our role: processor of end customers' data

For each business's end customers' data, aiGenda acts as processor and the business is the controller: it decides what the data is for and on what legal basis it is processed. aiGenda's obligations as processor are in the data processing Annex of the Terms of Use.

aiGenda staff do not read conversations between the business and its end customers. No internal screen shows them. Technical access to the database and system logs, needed to keep the service running, is restricted to the technical lead, kept confidential and not used to read conversations. The only exception is investigating a failure reported by the business that can only be solved by looking at the conversation, and then only with its written authorization and a record of who looked, when and why.

End customers' conversations do not train artificial intelligence. aiGenda does not use conversation content to train, tune or improve any artificial intelligence model, and does not give it to anyone for that purpose. The assistant runs on OpenAI (the company behind ChatGPT), through the business's own account. OpenAI states that what reaches it through its API is not used to train its models unless the account owner expressly chooses to share it. That option sits in the business's account, and under the Terms of Use the business undertakes to keep it off. OpenAI keeps what it receives for up to 30 days to monitor abuse, and each message exchange with the assistant is kept in the business's OpenAI account for at least 30 days, which is how the assistant follows the conversation.

4. Why we use data and on what legal basis

Data of the business and its team (aiGenda is the controller):

• Creating and keeping the account and providing the service — performance of the contract (LGPD art. 7, V; GDPR art. 6(1)(b)). For team members who do not sign the contract, legitimate interest in giving each person their own access (LGPD art. 7, IX; GDPR art. 6(1)(f)).
• Billing and invoicing — performance of the contract; keeping tax records after the contract ends is a legal obligation (LGPD art. 7, II; GDPR art. 6(1)(c) where that law applies) or, for businesses outside Brazil, our legitimate interest in meeting the Brazilian tax obligations of the company that issues the invoice (GDPR art. 6(1)(f)).
• Operational and account notices (WhatsApp connection down, OpenAI account problem, billing, messages from the team about the business's own account, changes to these texts or the Terms, a new provider and security incidents), by e-mail and, for businesses in Brazil, also by WhatsApp (for businesses outside Brazil, by e-mail only, as is the security code) — performance of the contract. They always arrive, even for businesses that opted out of news.
• aiGenda news (general announcements from the team about the product), by WhatsApp, to the phone that gets system notices, at most once a week — legitimate interest in presenting changes to the subscribed service (LGPD art. 7, IX; GDPR art. 6(1)(f)). The business can opt out at any time under Settings → Business details, "Receive aiGenda news".
• Technical support, including the support assistant — performance of the contract.
• Account security and bug fixing (login session, connected device, two-step verification, access attempts, technical error logs) — legitimate interest in protecting accounts and the service.
• Dashboard access log (date, time and IP address of each login) — legal obligation: the Brazilian Internet Civil Framework (Law 12,965/2014, art. 15) requires us to keep it for 6 months, confidentially. It applies to every dashboard user, from any country.
• Blocking bots at sign-up and on the public page (hCaptcha) — legitimate interest in preventing automated and fraudulent sign-ups and bookings.
• Sign-up source (recorded when a business signs up, free or paid): how it arrived (campaign parameters such as utm_source; the footer of another business's public page; an invitation; or the website itself), the domain of the site that sent the visit, which customer business referred it, the optional answer to "How did you hear about aiGenda?" (including the free "Other" text, up to 100 characters), and only whether the visit came from a Google or Meta ad (yes or no; the ad code is not stored) — legitimate interest in knowing how businesses find us and which channels work. The referring business does not see whom it brought. Deleting the account deletes this data with it; the "Other" text is deleted earlier, 12 months after sign-up. Please do not put a person's name in the "Other" text.
• Proof of acceptance of the terms and defense in disputes — exercise of rights (LGPD art. 7, VI; GDPR art. 6(1)(f)).
• Website audience measurement — consent of the visitor, through a cookie notice (section 6). Today there is no measurement at all.

Laws cited, official text: LGPD (Brazilian Law 13,709/2018); GDPR (Regulation (EU) 2016/679); Directive 2002/58/EC, consolidated version (art. 5(3), storing information on the device).

End customers' data (aiGenda is the processor): the business, as controller, chooses the legal basis. For what aiGenda does for it (answering, checking times, booking, confirming, rescheduling, cancelling and reminding), the bases that usually apply are the end customer's own request to be served and, where health information is revealed, the specific rules of the applicable law for health services. Messages the end customer did not ask for depend on the basis the business has to send them. aiGenda processes this data only on the business's instructions and only to:

• Run automated booking (understand the message, check availability, confirm appointments);
• Receive bookings made on the public page;
• Send the reminders, confirmations and messages the business configures, via WhatsApp and e-mail;
• Show conversations and usage reports to the business;
• Transcribe audio and interpret images the end customer sends.

5. Who we share data with

• Meta (WhatsApp Business Platform) — sending and receiving WhatsApp messages, including files;
• OpenAI — language processing so the assistant understands and answers messages, and audio transcription. Used through the business's own account, contracted by it directly; our support assistant uses aiGenda's account;
• Supabase — database, authentication and file storage;
• Vercel — hosting of the website, the dashboard and the public pages (receives IP address and page accessed);
• Stripe — subscription payments (card data goes directly to Stripe; aiGenda neither sees nor stores it);
• Resend — system e-mails (receives the recipient's name and e-mail);
• Z-API — alternative WhatsApp channel and operational alerts;
• hCaptcha (Intuition Machines, Inc.) — "I am not a robot" check. Its component, loaded in your browser, receives directly the IP address, browser and device data, time of access and interaction with the page, to tell people from bots. aiGenda only sends hCaptcha the response code;
• Anthropic (Claude) — artificial intelligence tool our team uses to build, run and fix the system. May receive business account data (such as name, e-mail and settings) when we investigate a failure; never end customers' conversations.
• GitHub (Microsoft) — hosts the system's code and runs our maintenance routines. Only in a security incident, it keeps the copy of technical logs described in section 8 (which may include the e-mail and IP address of who accessed and, possibly, a phone number or part of a message);

We do not sell personal data and do not share it with third parties for other companies' advertising. Before a new provider starts receiving end customers' data, we notify the businesses, as described in the Annex of the Terms of Use.

6. Cookies and audience measurement

In the dashboard (app.useaigenda.com.br) there is no behavior analytics tool or advertising pixel. The browser only stores what the service needs: your login session and screen preferences. On the WhatsApp connection screen, Meta's official component is loaded, required to connect the number, without logging dashboard usage.

On the website and the public pages we currently use no measurement tool. If we start using one, it will only load after your consent in a cookie notice, and this page will be updated first.

Where hCaptcha appears, it uses technical cookies and storage needed to work; they are not used for aiGenda advertising.

To record the sign-up source, the sign-up screen keeps the visit parameters only in the open browser tab (session storage, cleared when the tab closes), with no cookie and no third-party tool.

7. International data transfers

aiGenda is operated from Brazil and several providers above are in the United States (Meta, OpenAI, Supabase, Vercel, Stripe, Resend, hCaptcha, Anthropic and GitHub). Data processed by aiGenda, including conversation content, is therefore processed outside the country of the business and its end customers.

These transfers are needed to perform the contract and are covered by the contracts with each provider, which impose data protection obligations. For businesses in the European Union and the United Kingdom, transfers rely on the mechanisms of GDPR Chapter V (adequacy decisions, such as the EU–US Data Privacy Framework for certified providers, or standard contractual clauses). The business may ask for the current list of providers at the privacy e-mail below.

8. How long we keep data

While the business is a customer, data is kept for the service to work, with these exceptions, deleted automatically earlier:

• Live Chat files (photos, audio, video and documents): deleted after 6 months, or earlier if the conversation or business storage limit fills up, oldest first;
• Technical part of the assistant log (the full request sent to the artificial intelligence and its raw answer): deleted after 7 days;
• Raw notices WhatsApp sends to the system: deleted after 7 days;
• Technical error logs: deleted after 30 days;
• Dashboard access log (date, time and IP): kept for 6 months, because Brazilian law requires it, then deleted. It is not deleted earlier, even on account deletion.

What the business deletes in the dashboard (conversation, contact or a person's data) is deleted immediately.

Free plan. Data of a Free plan account, including that of people who booked with it, is kept while the account is used, with the same rules. If the account goes 12 months with no login and no new booking, we notify the owner by e-mail and, for businesses in Brazil, also the account's notice number by WhatsApp (for businesses outside Brazil, by e-mail only) at least 30 days in advance and then delete the account and its data (see Data deletion).

After the contract ends, data is deleted within the periods described in Data deletion, subject to retention required by law (such as tax records).

Log copy in a security incident. If a security incident happens, we keep a copy of the system's technical logs (which may include the e-mail and IP address of who accessed and, possibly, a phone number or part of a message) on GitHub, only to investigate the incident, for up to 90 days, and we delete it when the investigation closes. Basis: legitimate interest and the duty to secure data and report incidents (GDPR art. 6(1)(f) and 33(5); in Brazil, LGPD art. 7, IX, 46 and 48). The panel access log is not part of this copy.

Copies outside the main system. Our backups are daily and kept for about a week; deleted data may remain in them until the oldest copy expires. OpenAI keeps what it receives in the business's account for the periods in section 3. When the business uses "Delete data" in a person's history window, aiGenda immediately asks OpenAI to delete the responses stored in the business's account about that person; if the request fails, nothing is deleted and the business is told. Deleting only a conversation does not make that request. Even after the request, OpenAI may keep for up to 30 days what it holds to monitor abuse, under its own policy.

9. Security

We adopt technical measures to protect data, including optional two-step verification for user accounts, role-based access control within each business, and encryption in transit. No system is risk-free, and we work continuously to reduce vulnerabilities.

10. Your rights

Depending on the law of your country, you have rights over your personal data, such as access, correction, deletion, portability, objection, information about sharing and withdrawal of consent (in Brazil, LGPD art. 18; in the European Union and the United Kingdom, GDPR arts. 15 to 22). If you are an end customer of a business that uses aiGenda (including if you booked on its public page), make the request directly to the business, which is the controller; we help the business answer. If the request reaches us, we forward it to the business and tell you. If you are a business that uses aiGenda, you may exercise these rights over your account's data through the contact below. We answer within the period of the applicable law. You may also complain to your country's data protection authority.

Retention periods and how to request deletion are in Data deletion.

11. Contact

Questions about this policy or about data processing: privacidade@useaigenda.com.br.

12. Changes to this policy

We may update this policy from time to time. The date of the last update is always shown at the top of the page.