Privacy Policy

Last Updated: January 2025

1. Introduction

Webtex-IT ("we," "us," "our," or "Company") operates the AstralBooking WordPress plugin ("Plugin"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Plugin, including all features, functionality, and services offered through it.

Please read this Privacy Policy carefully. If you do not agree with our policies and practices, please do not use our Plugin.

2. Information We Collect

2.1 Information Collected from Plugin Users (Website Visitors)

• Appointment Data: Customer names, email addresses, phone numbers, appointment dates, times, and service information
• Payment Information: Credit card information, billing addresses, and transaction details (processed through secure third-party payment gateways)
• Communication Data: Messages, inquiries, and correspondence related to bookings or services
• Technical Data: IP address, browser type, operating system, referring URL, pages visited, and time/date stamps
• Location Data: Geographic location information if provided or inferred from IP address

2.2 Information Collected from Plugin Administrators

• Account Information: Name, email address, business name, and website URL
• Business Information: Business type, services offered, operating hours, and business policies
• Configuration Data: Plugin settings, customization preferences, and business rules configured within the plugin
• Usage Data: Features used, frequency of use, and plugin interactions
• Support Data: Communications with our support team, including tickets, emails, and chat logs

2.3 Automatically Collected Information

• Log files and server data
• Device identifiers and cookies
• Analytics data about how the plugin is used
• Error reports and debugging information

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 Providing and Improving Services

• Delivering and maintaining the Plugin's functionality
• Processing bookings and appointments
• Sending confirmations, reminders, and notifications
• Responding to customer inquiries and support requests
• Improving and optimizing plugin performance and user experience
• Developing new features and services

3.2 Business Operations

• Processing payments and managing billing
• Conducting business and financial transactions
• Sending administrative notices and updates
• Maintaining records and accounts

3.3 Marketing & Communications

• Sending marketing communications (only with your consent)
• Personalizing and improving marketing efforts
• Conducting surveys, polls, and gathering feedback

3.4 Legal & Security

• Complying with legal obligations and regulations
• Protecting against fraud, abuse, and security threats
• Enforcing our Terms of Service and other agreements
• Responding to legal requests from authorities
• Protecting the rights, property, and safety of our company, users, and the public

4. Data Sharing & Third Parties

4.1 Payment Processors

If you use payment features in the Plugin, payment information is shared with third-party payment processors (e.g., Stripe, PayPal) to process transactions. These processors are subject to strict data protection obligations. We do not store complete payment card information on our servers.

4.2 Email Service Providers

We use third-party email service providers to send appointment confirmations, reminders, and notifications. Customer email addresses and appointment data are shared with these providers solely to deliver these communications.

4.3 Cloud Hosting Providers

Data may be stored on secure cloud hosting infrastructure provided by third-party vendors. These vendors are contractually bound by strict data protection agreements.

4.4 Analytics Services

We may use analytics tools to understand how the Plugin is used. These services may collect anonymized usage data but do not identify individuals personally.

4.5 Legal Requirements

We may disclose personal information when required by law, regulation, legal process, or government request. We will provide notice where legally permissible.

4.6 Business Transfers

If our company is involved in a merger, acquisition, bankruptcy, or asset sale, your information may be transferred as part of that transaction. We will provide notice before your information becomes subject to a different privacy policy.

4.7 We Do NOT Sell Data

We do not sell, rent, or trade personal information to third parties for marketing purposes.

5. Data Retention

5.1 Appointment Data

Appointment records are retained as long as your account is active and for a reasonable period afterward (typically 3 years) for business and legal purposes, unless you request deletion.

5.2 Payment Data

Payment transaction records are retained for a minimum of 7 years to comply with tax and financial regulations.

5.3 User Accounts

Inactive accounts may be deleted after 2 years of non-use. We will attempt to notify you before deleting an inactive account.

5.4 Support Communications

Support tickets and communications are retained for 3 years for reference and dispute resolution purposes.

5.5 Right to Deletion

You may request deletion of your personal data at any time, subject to legal retention requirements. We will comply with deletion requests within 30 days where legally permissible.

6. Data Security

6.1 Security Measures

We implement industry-standard security measures to protect your personal information, including:

• Secure SSL/TLS encryption for data transmission
• Secure password hashing and storage
• Regular security audits and vulnerability assessments
• Access controls and user authentication
• Firewalls and intrusion detection systems
• Data backup and disaster recovery procedures

6.2 Data Breach Notification

In the event of a data breach involving personal information, we will notify affected individuals within 72 hours, as required by applicable law. Notification will include details of the breach, affected data, and steps we're taking to address the issue.

6.3 Security Limitations

While we implement strong security measures, no system is completely secure. We cannot guarantee absolute security of your information. You use the Plugin at your own risk.

7. Your Rights

7.1 Access

You have the right to request and receive a copy of personal information we hold about you.

7.2 Correction

You have the right to request correction of inaccurate or incomplete personal information.

7.3 Deletion

You have the right to request deletion of your personal information, subject to legal retention requirements and exceptions.

7.4 Data Portability

You have the right to receive your personal information in a structured, commonly used, and machine-readable format.

7.5 Withdrawal of Consent

If we process your information based on your consent, you have the right to withdraw that consent at any time.

7.6 Opt-Out

You may opt out of receiving marketing communications by clicking the "unsubscribe" link in any promotional email.

To exercise your rights, please contact us at support@webtex-it.com

8. Cookies & Tracking Technologies

8.1 Cookies

The Plugin may use cookies and similar tracking technologies to enhance your experience, remember preferences, and analyze usage patterns. Cookies are small data files stored on your browser.

8.2 Types of Cookies

• Essential Cookies: Required for the Plugin to function (e.g., session management, security)
• Performance Cookies: Used to understand how the Plugin is used and improve performance
• Preference Cookies: Remember your settings and preferences
• Marketing Cookies: Used for targeted advertising (only with consent)

8.3 Managing Cookies

You can control cookies through your browser settings. Most browsers allow you to refuse cookies or alert you when cookies are being sent. Note that disabling cookies may affect plugin functionality.

9. GDPR Compliance (European Residents)

If you are a resident of the European Economic Area (EEA), United Kingdom, or Switzerland, the following applies:

9.1 Legal Basis

We process personal information on the following legal bases:

• Consent: Where you have explicitly consented to processing
• Contractual Necessity: Where processing is necessary to perform our services
• Legal Obligation: Where required by applicable law
• Legitimate Interests: Where our interests in processing are not overridden by your interests or rights

9.2 Data Transfers

If your data is transferred outside the EEA, we ensure appropriate safeguards such as Standard Contractual Clauses or adequacy decisions.

9.3 Data Protection Officer

While we don't currently have a designated Data Protection Officer, you may contact our support team at support@webtex-it.com for privacy-related inquiries.

9.4 Supervisory Authority

You have the right to lodge a complaint with your local data protection authority if you believe we are not complying with GDPR.

10. CCPA Compliance (California Residents)

If you are a California resident, you have the following rights under the California Consumer Privacy Act (CCPA):

10.1 Right to Know

You have the right to know what personal information we collect, use, share, and sell.

10.2 Right to Delete

You have the right to request deletion of personal information we have collected from you.

10.3 Right to Opt-Out

You have the right to opt out of the sale or sharing of your personal information. We do not sell personal information.

10.4 Right to Non-Discrimination

We will not discriminate against you for exercising your CCPA rights.

To exercise your CCPA rights, please contact us at support@webtex-it.com with "CCPA Request" in the subject line.

11. Children's Privacy

The Plugin is not intended for use by children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete such information promptly.

For users between 13 and 18, we provide additional privacy protections in compliance with applicable children's privacy laws.

If you believe we have collected information from a child under 13, please contact us immediately at support@webtex-it.com

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

We will respond to your inquiry within 30 days. If you are not satisfied with our response, you have the right to lodge a complaint with your local data protection authority.

Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, and other factors. We will notify you of material changes by updating the "Last Updated" date at the top of this page and posting the revised policy on our website. Your continued use of the Plugin following the posting of revised Privacy Policy means that you accept and agree to the changes.