Legal · Privacy
Aesthetika is an AI-powered booking and operations platform for beauty and wellness businesses, operated by MindFractal Media Inc. (Vancouver, BC, Canada). Our platform enables salons, spas, and studios to automate appointment booking, client communications, and business operations.
When you interact with an Aesthetika-powered business, your data is processed by us on that business's behalf. This policy explains what we collect, how we use it, and how we protect it.
We collect the following categories of personal data:
| Data Type | Examples | Source |
|---|---|---|
| Identity | Full name | Booking form, AI booking agent, direct message |
| Contact | Phone number, email address | Booking form, AI booking agent, direct message |
| Appointment history | Services booked, dates, therapist, status | Platform database (generated during booking) |
| Message content | SMS, Facebook Messenger, Instagram DM conversations | Messaging platforms (Meta, Telnyx) |
| Payment data | Transaction amount, payment status | Payment processor (Stripe / Poynt) — we do not store card numbers |
| Device and usage | IP address, browser type, pages visited | Website and platform analytics |
We use your personal data solely to deliver and improve the services you requested:
| Purpose | Detail |
|---|---|
| Appointment management | Booking, confirming, rescheduling, and cancelling appointments on behalf of your service provider |
| SMS notifications | Booking confirmations, reminders, cancellation notices, and post-visit follow-ups delivered via SMS |
| Email notifications | Booking confirmations, receipts, and operational communications |
| AI booking assistance | Our AI booking agent interprets your messages and completes bookings on your behalf via SMS, website chat, Facebook Messenger, and Instagram DMs |
| Platform operations | Fraud detection, security monitoring, and service reliability |
| Product improvement | Aggregated, de-identified analytics to improve booking flows and AI accuracy |
We do not sell your personal data. We do not use your data for advertising or marketing unrelated to the business you booked with.
We share your data only with the vendors required to deliver our services. Each provider is bound by their own privacy obligations:
| Provider | Role | Data Shared |
|---|---|---|
| Anthropic | AI language model powering the AI booking agent | Message content (processed in real time; not stored by Anthropic for training without consent) |
| Telnyx | SMS delivery | Phone number, SMS message content |
| Resend | Transactional email | Email address, message content |
| Stripe / Poynt | Payment processing | Transaction amount; card data handled directly by the processor — never stored by Aesthetika |
| Meta Platforms (Facebook / Instagram) | Messaging channel for Facebook Messenger and Instagram DMs | Message content from conversations initiated on those platforms |
| Railway / Cloudflare | Cloud infrastructure and CDN | All platform data at rest and in transit |
When a client business connects their Facebook Page or Instagram Business account to Aesthetika, our AI booking agent receives and responds to inbound direct messages on their behalf.
Message data accessed via the Meta Platform API is used exclusively to:
1. Respond to appointment booking inquiries from customers of the connected business.
2. Route booking confirmations and status updates back to the same customer.
3. Record conversation history in the business's Aesthetika account for operational continuity.
We do not use Facebook or Instagram message data for advertising, profiling, or any purpose outside of appointment management for the specific business account that sent or received the message. We do not share this data with any third party beyond the providers listed in Section 4.
Data obtained through Meta's platform is used only as permitted by Meta's Platform Terms and Developer Policies.
We retain personal data only as long as necessary to deliver our services and meet legal obligations:
| Data Type | Retention Period |
|---|---|
| Booking and appointment records | 2 years from date of service |
| Contact records (name, phone, email) | 2 years from last interaction |
| Message content (SMS, Messenger, DMs) | 2 years from date of message |
| Payment transaction records | 7 years (required by Canadian financial regulations) |
| Anonymous analytics | Retained indefinitely in aggregate, de-identified form |
When the retention period expires, data is permanently deleted from our systems unless a longer period is required by law.
All data is encrypted in transit (TLS 1.2+) and at rest. Our database is hosted on Railway with network-level access controls. We restrict access to personal data to authorized personnel only. We conduct regular security reviews as our platform scales.
No method of transmission over the internet is 100% secure. We maintain industry-standard safeguards and will notify affected parties of any breach as required by applicable law.
Depending on your location, you may have the right to:
Access the personal data we hold about you.
Request correction of inaccurate data.
Request deletion of your data (subject to legal retention requirements).
Object to or restrict certain processing activities.
Withdraw consent where processing is based on consent.
Lodge a complaint with your local data protection authority.
To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.
Our marketing website (aesthetika.io) uses minimal first-party cookies for session management and analytics. We do not use third-party advertising cookies. Our platform (console and booking pages) uses session cookies required for authentication. No cross-site tracking is employed.
Aesthetika is not directed at children under the age of 13. We do not knowingly collect personal data from children. If you believe we have inadvertently collected such data, contact us immediately at [email protected] and we will delete it promptly.
We may update this policy as our platform evolves. Material changes will be communicated to client businesses via email. The "Last updated" date at the top of this page reflects the most recent revision. Continued use of Aesthetika after a policy update constitutes acceptance of the revised terms.
Questions, requests, or concerns about this privacy policy:
MindFractal Media Inc.
Vancouver, British Columbia, Canada
Email: [email protected]
Website: aesthetika.io