Privacy Policy

1. Introduction

Vivyd Pty Ltd ("vivyd", "we", "us", "our") is committed to protecting the privacy of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use the vivyd platform ("Service") at vivyd.app. We comply with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), and we are committed to meeting our obligations under the General Data Protection Regulation (GDPR) where applicable.

2. Information We Collect

We collect the following categories of information:

Business Information

• Business name, address, and contact details
• Staff names, roles, and service offerings
• Booking system credentials and calendar data
• Billing and payment information (processed via Stripe)

Client Data

• Client names and phone numbers
• Postcodes (used for travel feasibility scoring)
• Booking history and appointment preferences
• Service history and staff preferences

SMS Message Logs

• Content of SMS messages sent and received through the Service
• Message delivery status and timestamps
• Client responses and opt-out requests

Usage and Analytics Data

• Platform usage patterns and feature interactions
• Recovery outcomes and performance metrics
• Device information, browser type, and IP address

3. How We Use Your Information

We use the information we collect to:

• Slot recovery: Detect cancelled bookings and schedule gaps, then contact suitable clients to fill them
• Demand intelligence: Build client scoring profiles to match the right client to the right slot at the right time
• Client scoring: Analyse booking patterns, response history, and preferences to prioritise outreach
• Calendar optimisation: Identify gaps, predict no-shows, and maximise your schedule utilisation
• Service improvement: Improve our algorithms, features, and overall platform performance
• Billing and support: Process payments and provide customer support

4. Legal Basis for Processing

We process personal information on the following legal bases:

• Contractual necessity: Processing required to deliver the Service you have subscribed to
• Legitimate interest: Improving our Service, preventing fraud, and ensuring platform security
• Consent: Where you or your clients have provided explicit consent (e.g. SMS communications)
• Legal obligation: Compliance with applicable laws and regulations

5. Third-Party Services

We use the following third-party services to operate the platform. Each provider has their own privacy policy and data handling practices:

• Stripe — Payment processing and subscription billing
• Twilio — SMS messaging delivery and management
• Supabase — Database hosting and authentication (hosted in Sydney, Australia)
• Vercel — Application hosting and deployment
• Square — Booking system integration (when connected by you)

6. Data Sharing

We never sell your data to third parties.

We may share information only in the following circumstances:

• With the third-party service providers listed above, solely to operate the Service
• When required by law, regulation, or legal process
• To protect the rights, property, or safety of vivyd, our users, or the public
• In connection with a merger, acquisition, or sale of assets (with prior notice to you)

7. Data Retention

We retain your data for as long as your subscription is active and the Service is being provided. Upon cancellation of your subscription, we will retain your data for 90 days to allow for reactivation or data export requests. After 90 days, all business data, client records, booking history, message logs, and scoring data will be permanently deleted from our systems. Anonymised, aggregated data (which cannot identify any individual) may be retained for analytical and improvement purposes.

8. Data Security

We implement appropriate technical and organisational measures to protect your data, including encryption in transit (TLS) and at rest, access controls, secure authentication, and regular security reviews. Our database is hosted in Sydney, Australia via Supabase. While we take reasonable steps to protect your data, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

9. Your Rights

Under the Australian Privacy Act 1988 and the GDPR (where applicable), you have the following rights:

• Access: Request a copy of the personal information we hold about you or your clients
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal obligations)
• Portability: Request your data in a structured, machine-readable format
• Objection: Object to processing of your personal information in certain circumstances
• Withdrawal of consent: Withdraw consent at any time where processing is based on consent

To exercise any of these rights, contact us at support@vivyd.app. We will respond within 30 days.

10. SMS Opt-Out

Clients who receive SMS messages through the vivyd platform can opt out at any time by replying "STOP" to any message. Once opted out, the client will not receive further SMS messages from vivyd on behalf of your business. Business owners can also manage client communication preferences through the vivyd dashboard.

11. Cookies and Tracking

We use essential cookies to maintain your session and authentication state. We may also use analytics cookies to understand how the Service is used and to improve performance. You can control cookie preferences through your browser settings.

12. International Data Transfers

Our primary database is hosted in Sydney, Australia. Some of our third-party service providers may process data in other jurisdictions. Where data is transferred outside Australia, we ensure appropriate safeguards are in place, including contractual obligations consistent with the Australian Privacy Principles and, where applicable, GDPR-compliant data transfer mechanisms.

13. Children's Privacy

The Service is not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete it promptly.

14. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you via email or through the Service. The "Last updated" date at the top of this page indicates when the policy was last revised. Your continued use of the Service after changes take effect constitutes your acceptance of the updated policy.

15. Complaints

If you believe we have breached your privacy rights, you may lodge a complaint with us at support@vivyd.app. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

16. Contact

For any questions or concerns about this Privacy Policy, please contact us at: