Privacy Policy

1. Introduction

NightBook AI, LLC ("NightBook", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal information when you use our platform and messaging services. By using NightBook, you agree to the practices described in this policy.

2. Information We Collect

We collect the following types of information:

Account Information

• Name, email address, and phone number
• Business name and bio
• Password (encrypted) or Google OAuth credentials
• If you connect a WhatsApp Business number, an Instagram professional account or a Facebook Page through Meta's own sign-in: the ids Meta uses for that account (business account, phone number, Instagram account or Page), its display name or number, and the access token Meta issues to NightBook — the token encrypted at rest. Disconnecting deletes all of it

Client Information

• Client names, phone numbers, and email addresses
• Appointment details (dates, times, notes)
• Message content from every channel you connect — WhatsApp (paired, or a WhatsApp Business number connected through Meta), Instagram and Facebook Messenger direct messages, Telegram, iMessage and text messages (both through the NightBook relay running on your own Mac), email, the NightBook Chat link you share with clients, messages in booking-site inboxes the Web Inbox Robot reads on your Mac, and the messages you write yourself in the web inbox
• Whether a client opted out of automated messages (by replying STOP or unsubscribing from an email), when, on which channel, and the word they used — kept as a record of their choice
• Which conversations you have archived, when, and whether you or your agent did it — kept with your account so an archive follows you to every device you sign in on. Archiving never deletes a message and is never shown to your client
• Photos you upload for your agent to send, and photos clients send into a conversation
• Photos and files you attach in your chat with your agent — kept with that chat so it can show them again, and deleted when you delete the chat. They are not added to your agent's knowledge. A photo is re-saved as a plain JPEG, so the date, place and camera details your phone stored with it are not kept
• Photos you add from your albums— in the NightBook iPhone app, "Add from Photos" on the Photos page asks your permission to see your photo library, and then shows you your albums and their contents so you can pick a whole album at once. Browsing happens on your phone: the app builds the album covers and the small preview squares there, and those previews are never uploaded— they are drawn, and gone the moment you close the sheet. Only the photos you tick and then add are sent to us, and each one is re-saved as a plain JPEG on the way, so the date, place and camera details your phone had stored with it are not sent either. Your ordinary upload button does not ask for any of this and never will
• If you would rather we never saw your library, say no to the Photos prompt, or turn it off later in Settings → NightBook → Photos on your phone. The upload button keeps working exactly as before. On iOS you can also share selected photos only, in which case your albums show just those
• Screenshots you choose to attach when you report a bug — they go to our support inbox and our internal triage page, and nowhere else
• Voice notes clients send, and the text they are transcribed into
• Memories your agent saves about a client (preferences, scheduling habits, notes it learned in conversation) and the knowledge-base entries you write for it
• Personal contacts— the people you mark as personal so NightBook never answers for them. We store only the phone number, username or email address of each person you mark, and nothing else — never the name from your phone. You can type one in, or pick people from your contacts using whichever button your device offers; either way only the entries you go on to add are ever sent to us
• Clients you add from your phone's contacts— in the NightBook iPhone app, "Add from Contacts" on the Clients page asks your permission to read your contacts, and then shows you a list of them with search and a Select all. Building that list happens on your phone: the app reads the names, phone numbers and email addresses in your address book — nothing else, no photos and no addresses — in order to draw the list, and that list is never uploaded, never stored on the phone by us, and gone the moment you close it. You tick the people you want, choose which of their numbers or addresses to use and which Face should answer them, and nothing is sent to us until you add each one. What we then store is a client record like any other — their name and the one phone number or email you chose. Everyone else in your address book, including people you ticked and then changed your mind about, is never sent anywhere
• Organizing your contacts— if you ask, the NightBook iPhone app shows you your contacts one at a time so you can sort them into lists in your own Contacts app (Clients, Family, Friends and Work) or delete them. To do that it reads your whole address book on your phone— the same names, phone numbers and email addresses as above, your phone's own id for each contact, and the names of the lists you already have. When you tap Keep, it puts that person in the list you chose, creating it if you don't have it yet, and takes them out of the other three of those four lists — never out of any other list. When you tap Delete, it deletes only that contact, only after you confirm on your iPhone, which asks you by name — never a list, and never a client record in NightBook. It never edits anything written on a contact. So you can pick up where you left off, your place and your last answers are kept on your phone — each contact's id and what you chose, never a name or number. None of your address book is uploaded to do this. The only people who reach us are the ones you keep as clients, each saved as a client record like any other. Lists the app made stay in your Contacts app like any list you made yourself, and you can rename or delete them there
• If you would rather we never saw any of it, say no to the Contacts prompt, or turn it off later in Settings → NightBook → Contacts on your phone. Adding a client by hand works exactly the same and always will. On iOS you can also grant access to selected contacts only, in which case the list shows just the people you chose to share

Training & Feedback Data

• Corrections you make to your agent's drafts, and the 1–5 star ratings you give a conversation
• Examples of your own texting voice, so your agent can write the way you do. This is a switch you can turn off: Learn my texting style, on the Review Queue's "NightBook's voice" card
• The two Settings → Privacy & Data switches described in section 6, and when you last changed them

Abuse Reports

• When a provider uses Report abuse, or a client uses Report in NightBook Chat, we keep the report: who it is about (a client, or the name, handle or number the provider typed), the one optional line the reporter wrote, when it was sent, and where from
• A copy of the last 20 messages of that conversation is attached so we can see what happened. A client's report attaches only the NightBook Chat messages that chat can itself see. A report sent from NightBook for Mac attaches no messages — they stay on the Mac
• Only NightBook's own team can read a report, on an admin-only page. It is never shown to the provider or client it is about, and the alert that tells our team a report arrived carries no names, numbers or message text. The report is encrypted at rest like messages are

Connected Accounts

• Google Calendar access tokens, if you turn calendar sync on. These are stored encrypted. NightBook asks Google only for the calendar.app.createdpermission, which lets it read and write a single "NightBook" calendar it creates in your account — it cannot see or change your other calendars — plus your Google email address, so Settings can show which account is connected
• A mailbox app password, stored encrypted, only in the rare case where a NightBook administrator connects a mailbox on your behalf — email is otherwise sent from your managed NightBook address and asks you for no password. If you connect your own Telegram bot, its bot token is stored encrypted.

Usage Data

• Login activity and feature usage
• Device and browser information
• A log of who read or changed client records, kept for security auditing (see section 7)

Cookies & Local Storage

The cookie banner on our website lets you choose which optional cookies we may use. Your choice is saved in your browser's local storage. There are three categories:

• Essential — sign-in, security, and core app function. These cannot be turned off.
• Preference — remembers things like layout and reading preferences.
• Analytics— off unless you accept. Analytics scripts are not loaded at all until you opt in, and turning the switch back off expires the analytics cookies already set.

3. How We Use Your Information

We use your information to:

• Provide the NightBook service (scheduling, messaging, and your NightBook agent)
• Send appointment reminders, booking confirmations, and replies through the channels you have connected — see section 2 for the list
• Generate AI-powered responses to client messages
• Improve our platform and develop new features
• Process payments and manage subscriptions
• Communicate with you about your account

4. AI Processing

NightBook uses artificial intelligence to read client messages and write replies. On the web and in NightBook for Mac alike, it happens on the managed plan described below.

Managed plans (Plus, Pro, Max)

Your messages are sent to a cloud AI vendor that NightBook chooses, contracts with, and pays for. The vendor currently serving managed plans is OpenRouter, an AI inference router that forwards each request to a model host we select. We do not disclose which model we run there — that is an implementation detail we change centrally — and we may change vendors, in which case this section is updated. The vendor receives the message content needed to produce the reply and nothing else. We do not send your data to any AI vendor for them to train their own models on. Every request we send carries a "do not train" instruction, and it is only routed to model hosts that honor it.

NightBook for Mac

NightBook for Mac runs on your NightBook account's plan. Your clients, calendar and conversations are stored on your Mac and synced with your account while you are signed in. To write a reply, the message your agent is answering is sent from your Mac to NightBook, which passes it to the managed vendor named above — the same path as on the web, under the same "do not train" instruction.

Voice notes and photos

When a client sends a voice note, NightBook transcribes it so the agent can read it. On our hosted service, transcription is done by Groq or OpenAI, depending on which transcription key is configured — if neither is configured, the voice note is not transcribed at all. On NightBook for Mac, transcription runs on your machine, on a plan. Photos sent into a conversation are described by an AI model so your agent can respond to them — that goes to the same place your messages go: the managed vendor on a managed plan. With no plan, nothing is transcribed or described, and the photo is stored rather than sent anywhere. A photo or file you attach in your own chat with your agent goes the same way as your chat messages, so your agent can read it.

5. Third-Party Services

We use the following third-party services to operate NightBook:

• Stripe— subscription billing and payment processing. Stripe receives your billing details; we never store your card number (privacy policy)
• Resend— delivery of email we send on your behalf and email we send to you. Receives the recipient address and the message (privacy policy)
• OpenRouter— the AI inference router behind managed plans. Receives the message content needed to generate a reply and forwards it to a model host we select; our account is set so requests go only to hosts that do not train on inputs (privacy policy)
• Groq or OpenAI— transcription of client voice notes, when a transcription key is configured on our service. Receives the audio file (Groq · OpenAI)
• Railway— hosting for our API and database, where your account and conversation data lives (privacy policy)
• Vercel— hosting for the NightBook website (privacy policy)
• Google— "Sign in with Google", and Google Calendar sync if you turn it on. Also Google Analytics on our website, which loads only if you accept analytics cookies (privacy policy)
• Apple— "Sign in with Apple", if you use it (privacy policy)
• Meta— WhatsApp messages travel over Meta's network when you connect WhatsApp. If you connect a WhatsApp Business number, an Instagram professional account or a Facebook Page through Meta's official APIs, Meta also processes those conversations and the account details above to deliver them, and receives the replies NightBook sends there (WhatsApp privacy policy · Meta privacy policy)
• Telegram— Telegram messages travel over Telegram's network when you connect that channel (privacy policy)

Each service receives only what it needs to do its job — an email address to deliver an email, a message to generate a reply to it — and nothing more.

Web research is off by default. If it is switched on for your account, NightBook may use Firecrawl to fetch a public web page your agent was asked to look something up on (privacy policy). Firecrawl receives the search or the URL, not your client data.

No SMS vendor.NightBook has no relationship with any SMS carrier or aggregator, and never hands your clients' phone numbers to one. Text messages reach your agent only if you run the NightBook relay on your own Mac with your own iPhone paired — in that case the message travels over your own phone and your own carrier plan, and only the text arrives at NightBook.

6. Data Sharing

We do not sell, rent, or share your personal information with third parties for marketing purposes. We only share data with the third-party services listed above, and only as necessary to provide the NightBook service.

Improving NightBook's own models

Two settings under Settings → Privacy & Data control whether NightBook may learn from your account beyond your own agent: anonymized, privacy-preserving patterns used to improve the product, and carefully redacted, labeled examples kept to evaluate or train future NightBook models. Both are on by default and can be turned off at any time, in one tap — turning the second one off also removes your saved redacted examples from that dataset. Raw conversations are never added this way, and neither setting sells or transfers your data to another company. Your own agent's learning — NightBook getting better at your business from your conversations and corrections — stays inside your account either way.

7. Data Retention

We keep your data for as long as your account exists. We do not run a scheduled job that deletes old messages or appointments — your conversation history and your books stay intact and searchable for as long as you use NightBook, which is the point of them.

Deleting your account deletes the data. When you delete your account from Settings → Danger Zone, we cancel your subscription, disconnect your channels, and delete your provider record together with your clients, appointments, messages, memories, and availability. This happens immediately, not on a delay, and it cannot be undone. Export first if you want a copy (section 9).

Three exceptions. Security audit records of who read or changed client health-related records are kept for six years, which is the retention period HIPAA requires of them. And a data export ZIP you request is held on disk for seven days so you can download it, then expires.

And abuse reports (section 2). A report a provider filed is deleted with their account. A report a client filed about a provider is kept for one year after that provider deletes their account, for safety records: it keeps the client's report and the attached messages, but no longer the provider's name or contact details — only a code that can't be traced back to them. After that year it is deleted automatically. Deleting one client keeps a report about them, so a report can't be erased by deleting the person it is about.

Backups and third-party services keep their own copies on their own schedules — a message delivered over WhatsApp, for example, lives in WhatsApp regardless of what we do.

Channels connected through Meta. Disconnecting a WhatsApp Business number, Instagram account or Facebook Page deletes its stored token and ids at once. Removing NightBook from your Facebook or Instagram settings does the same: Meta tells us, and we delete them. See deleting data from Meta.

8. Data Security

We use industry-standard security measures to protect your data:

• Encrypted at rest. Message content, client notes, the memories your agent saves, your Google Calendar tokens, and a mailbox app password in the rare case an administrator connects a mailbox on your behalf are stored encrypted in our database (Fernet symmetric encryption). Client names, phone numbers and email addresses are not encrypted: your agent looks them up to recognise who is writing
• Encrypted in transit. HTTPS for everything between you and us
• Passwords are hashed (bcrypt), never stored or recoverable in readable form
• Signed, expiring sessions — access tokens are JWTs with a short lifetime
• Access logging. Reads and changes to client health-related records are written to an audit log (see section 7)

No method of transmission or storage is 100% secure, and we do not claim otherwise.

9. Your Rights

You have the right to:

• Access your personal data
• Correct inaccurate information
• Delete your account and associated data
• Export your data in a portable format
• Decide what NightBook may learn from— both switches described in section 6

Three of these you can do yourself, without asking us:

• Export: Settings → Privacy & Data→ request an export. We build a ZIP of your clients, appointments, messages, settings and history in the background; the page tells you when it is ready to download. The file expires after seven days
• Learning switches: Settings → Privacy & Data
• Delete: Settings → Danger Zone→ delete your account. See section 7 for exactly what that removes

Deleting data NightBook got from Meta

If you connected WhatsApp Business, Instagram or Facebook Messenger through Meta, any one of these deletes the Meta account details and access token NightBook holds for it, at once:

• In NightBook: Messages → tap the channel's mark → ··· → Disconnect
• In Facebook: Settings & privacy → Settings → Apps and websites→ remove NightBook (the app may be listed as "NB Agent")
• In Instagram: Settings → Website permissions → Apps and websites→ remove NightBook
• Or email support@nightbook.ai and we will do it for you

A request Meta sends us is completed the moment it arrives — nothing waits in a queue. The conversations themselves stay in your NightBook inbox until you delete them or your account (section 7).

For anything else, or to exercise a right on behalf of a client, contact us at support@nightbook.ai.

10. California Residents (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to delete your data, and the right to opt out of the sale of personal information. We do not sell personal information.

11. International Users (GDPR)

If you are located in the European Economic Area, you have rights under the General Data Protection Regulation (GDPR), including the right to access, rectify, erase, restrict processing, and port your data. Our legal basis for processing is your consent and the performance of our contract with you.

NightBook is operated from the United States and your data — including messages, photos and account details — is stored and processed there, on servers run by the vendors listed in §5. By using NightBook from outside the United States you agree to that transfer; we protect it with the safeguards described in this policy.

12. Children's Privacy

NightBook is not intended for use by anyone under 18 years of age. We do not knowingly collect personal information from children.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or through the Service. The "Effective Date" at the top indicates when the policy was last revised.

14. Contact Us

If you have questions about this Privacy Policy, contact us at: support@nightbook.ai