OpenSlot Privacy Notice

Last updated: 20/06/2026

1. Introduction

At OPENSLOT LTD (“OpenSlot”, “we”, “us”, or “our”), we are committed to protecting the privacy of the people who use our platform.

This Privacy Notice explains how we collect, use, store, share and protect personal information when you use our website, mobile apps, booking tools, partner dashboard, marketplace, payment features, communication tools, AI voice features and other OpenSlot services.

This Privacy Notice applies to you if:

you visit our website or use our mobile apps
you create an OpenSlot account
you book an appointment with a business using OpenSlot
you communicate with a business through OpenSlot
you call a business using OpenSlot’s AI voice or phone features
you work for, own, or manage a business that uses OpenSlot
your business is listed on the OpenSlot marketplace
you receive marketing or service communications from us

OpenSlot provides software tools to businesses such as salons, barbers, spas, clinics, beauty professionals, wellness providers and other service-based businesses. These businesses are referred to in this notice as Partners.

Depending on how your information is used, OpenSlot may act as either:

a data controller, where we decide how and why personal information is used; or
a data processor, where we process personal information on behalf of a Partner

Where a Partner collects or uses your information through OpenSlot to manage bookings, services, client records, consultation forms, communications or payments, the Partner will usually be the data controller for that information.

Where we process personal information only on behalf of a Partner, we follow the Partner's instructions unless the law requires otherwise.

2. Contacting us

If you have questions about this Privacy Notice or how we handle personal information, you can contact us at:

OPENSLOT LTD

Company number: 16290359
Email: privacy@openslot.io
Address: 2nd Floor College House, 17 King Edwards Road, Ruislip, London, United Kingdom, HA4 7AE

If we appoint a Data Protection Officer or privacy contact, their details will be listed here:

Privacy contact / DPO: dpo@openslot.io

3. Information we collect and how we use it

We only use personal information where we have a lawful reason to do so under data protection law.

The lawful reasons we rely on may include:

performing a contract with you
our legitimate interests
the legitimate interests of a Partner
your consent
complying with a legal obligation
protecting legal claims, security, fraud prevention or platform integrity

Where we rely on legitimate interests, those interests may include operating and improving OpenSlot, keeping the platform secure, preventing fraud and misuse, supporting Partners and users, enforcing our terms, managing business records, and developing services in a way that is proportionate and does not override your privacy rights.

We may collect personal information directly from you, from Partners that use OpenSlot, from staff members or account administrators, from connected payment, messaging, calendar, analytics and identity-verification providers, from publicly available sources, and from your device or browser when you use the platform.

Some personal information is needed to create an account, make or manage bookings, process payments, provide support, meet legal obligations, or keep the platform secure. If you do not provide information that is required for a particular service, we or the relevant Partner may not be able to provide that service.

4. If you visit our website or use our apps

When you visit our website or use our apps, we may collect technical and usage information automatically.

This may include:

IP address
browser type and version
device type
operating system
app version
language and time zone settings
pages visited
buttons clicked
booking journeys started or completed
errors, crashes and diagnostic data
referral links, campaigns or tracking links
approximate location based on IP address
cookie and similar tracking information

We use this information to:

operate and secure the platform
understand how people use OpenSlot
improve website and app performance
detect bugs, fraud, abuse or security issues
personalise your experience where permitted
measure marketing performance

Lawful bases: legitimate interests, consent where required.

5. If you create an OpenSlot client account

If you create an account or make a booking through OpenSlot, we may collect:

first and last name
email address
mobile phone number
date of birth, where required by a Partner
gender, where relevant to the service or voluntarily provided
address, where required for home visits or service delivery
profile photo, if uploaded
login details
account preferences
booking history
cancellation and refund history
saved payment method references
reviews, ratings or feedback
marketing preferences

We use this information to:

create and manage your account
allow you to book, cancel or reschedule appointments
allow Partners to provide services to you
send booking confirmations, reminders and service updates
process payments, refunds and cancellation fees
help you contact Partners
provide support
prevent fraud and misuse
improve our services

Lawful bases: contract with you, legitimate interests, legal obligation where applicable.

6. If you book an appointment with a Partner

When you book an appointment with a Partner using OpenSlot, we may collect and process:

booking date and time
selected services
staff member selected or assigned
service price
appointment notes
cancellation status
no-show status
payment status
refund details
communication history related to the booking

We share relevant booking information with the Partner so they can provide the service you requested.

The Partner may also add information to your client record, such as:

visit notes
service history
consultation form responses
consent forms
patch test records
treatment history
before and after photos, where enabled
product or service recommendations
internal notes

Where this information is created or controlled by the Partner, the Partner is responsible for how it is used.

Lawful bases: contract with you, legitimate interests, Partner legitimate interests, legal obligation where applicable.

7. Consultation forms, health information and sensitive information

Some Partners may use OpenSlot to collect consultation forms, consent forms, patch test information, treatment notes or other information before or after an appointment.

This may include sensitive information, such as:

allergies
medical history
medication
pregnancy status
skin conditions
treatment suitability information
previous reactions
health-related notes
photos related to a treatment or consultation

This type of information may be considered special category data under data protection law.

Partners are responsible for deciding what information they collect and why they need it. OpenSlot provides the software tools that allow Partners to collect and manage this information.

We process this information on behalf of the Partner unless we separately explain otherwise.

Partners should only collect sensitive information where they have a valid lawful basis and, where required, explicit consent or another permitted condition under data protection law.

Where OpenSlot processes special category data as a controller, we will only do so where a lawful basis and a special category condition applies, such as explicit consent, legal claims, substantial public interest, or another condition permitted by law.

Lawful bases: Partner instructions where we act as processor, contract, legitimate interests, consent or explicit consent where required, legal obligation where applicable.

8. AI voice and phone call features

OpenSlot includes voice and phone features that allow Partners to receive, make and manage calls through the platform.

Some Partners may choose to enable AI voice assistance. This means an AI assistant may answer or handle calls on behalf of the Partner.

The AI voice assistant may be able to:

answer incoming calls
identify an existing client
check availability
book appointments
reschedule appointments
cancel appointments
answer questions about services, prices, opening hours and policies
collect information needed to complete a booking
transfer or escalate the call to a human staff member
create call notes or summaries for the Partner

When you call a Partner using OpenSlot voice features, or when a Partner calls you through OpenSlot, we may process:

your phone number
call date and time
call duration
call status
call recording, if recording is enabled
call transcript, if transcription is enabled
AI-generated summary
actions taken during the call
booking or client record updates created from the call
voicemail or missed call information
staff handoff details

Partners can choose whether certain voice features are enabled, including recording, transcription, AI handling and human handoff.

Where required by law, you should be informed that a call is being recorded, transcribed or handled by AI. Partners are responsible for making sure they use these features lawfully in their business. OpenSlot may also display or play notices within the platform where appropriate.

We use voice and call information to:

provide the phone and AI voice service
route calls correctly
support bookings and client communication
generate transcripts and summaries
improve reliability and security
help Partners manage missed calls and follow-ups
investigate support, fraud or safety issues

Unless we clearly tell you otherwise, we do not use Partner client calls, recordings or transcripts to train general AI models.

Lawful bases: contract, legitimate interests, consent where required, legal obligation where applicable.

9. AI features and automation

OpenSlot may include AI-powered features to help Partners manage their business.

These may include:

AI call answering
AI appointment booking assistance
message drafting
conversation summaries
client lookup assistance
intent detection
support automation
reminder suggestions
business insights
internal admin assistance

AI features may process information such as:

booking details
client names
phone numbers
messages
call transcripts
appointment history
business rules
staff availability
service prices
cancellation policies
client preferences

AI features are designed to assist Partners and users. They should not be used as a replacement for professional judgement where human review is required.

Where AI creates a booking, message, note or summary, Partners remain responsible for checking that the information is accurate and appropriate for their business.

OpenSlot AI features are intended to support booking, communication, administration and customer-service workflows. We do not use AI features to make decisions about you that have legal or similarly significant effects without appropriate human involvement, unless we clearly explain this and the law allows it.

Lawful bases: contract, legitimate interests, Partner legitimate interests, consent where required, legal obligation where applicable.

10. Messages and unified inbox

OpenSlot may allow Partners to manage communications from different channels in one inbox.

This may include:

SMS
email
WhatsApp
Instagram messages
Facebook Messenger
website chat
in-app messages
voice call notes and transcripts

When you communicate with a Partner through these channels, we may process:

your name
contact details
social media handle
message content
attachments or images
timestamps
delivery status
read status
channel source
conversation history
staff replies
AI-generated replies or summaries, where enabled

We use this information to:

deliver messages between you and the Partner
allow the Partner to respond to you
keep a communication history
provide customer support
detect misuse or abuse
improve platform reliability

Third-party messaging platforms may also process your data under their own privacy notices.

Lawful bases: contract, legitimate interests, Partner legitimate interests, consent where required, legal obligation where applicable.

11. If you work for or manage a Partner

If you are a business owner, manager, staff member, contractor or freelancer using OpenSlot on behalf of a Partner, we may collect:

first and last name
email address
phone number
job title or role
staff profile
login details
permissions and access level
calendar availability
assigned bookings
services you provide
working hours
commission or payout information, where applicable
ratings or reviews, where enabled
support conversations
training or onboarding progress
identity or verification checks, where required
business account activity logs

We use this information to:

create and manage Partner accounts
allow staff to access the platform
manage permissions and security
manage calendars, bookings and services
support payments and reporting
provide customer support
maintain audit logs
prevent misuse or unauthorised access
improve Partner tools

Lawful bases: contract, legitimate interests, legal obligation where applicable.

12. Partner business information

If your business uses OpenSlot, we may process business information including:

business name
trading name
address
phone number
email address
website
social media links
business type
opening hours
staff members
services and prices
images and marketing content
cancellation policies
availability
customer records
bookings
payments and payout information
reviews and ratings
promotions
analytics and reports
inventory or point-of-sale data, where enabled

We use this information to:

provide the OpenSlot business management tools
display your business on the marketplace, where enabled
allow clients to book with you
process payments
provide analytics and reporting
support customer communication
provide technical support
improve and secure the platform

Lawful bases: contract, legitimate interests, Partner legitimate interests, legal obligation where applicable.

13. Payments

OpenSlot may use third-party payment processors, such as Stripe or other payment providers, to process payments.

When you make or receive a payment through OpenSlot, we may process:

payment amount
appointment or order reference
payment status
refund status
cancellation fee
payment processor reference
last four digits of card
card brand
card expiry month and year
billing details where required
payout records
transaction history
fraud or dispute information

Full card details are handled by our payment processor and are not stored directly by OpenSlot.

Payment processors act under their own privacy notices and terms.

We use payment information to:

process bookings and transactions
manage refunds and cancellations
support Partner payouts
detect fraud
manage disputes
comply with financial, tax and legal obligations

Lawful bases: contract, legitimate interests, legal obligation.

14. Reviews, ratings and public content

If you leave a review, rating or public comment about a Partner, we may publish:

your first name or display name
rating
review text
review date
related Partner or service
response from the Partner, if any

Reviews may be visible to other users and members of the public.

Partners may also receive ratings or feedback linked to their business, services or staff.

We may remove, moderate or restrict reviews that breach our policies.

Lawful bases: legitimate interests, consent where required, legal obligation where applicable.

15. Marketing

We may use your contact information and marketing preferences to send you:

product updates
newsletters
offers
promotions
surveys
business tips
Partner-related updates
marketplace recommendations

You can unsubscribe from marketing emails using the unsubscribe link in the email.

You may still receive service messages, such as booking confirmations, payment receipts, security notices or important account updates.

Partners may also use OpenSlot tools to send marketing to their own clients. Where they do this, the Partner is responsible for making sure they have the right permission to contact you.

Lawful bases: consent, legitimate interests.

16. Who we share information with

We may share personal information with:

Partners

We share information with Partners where needed to manage bookings, services, communications, payments and client records.

Service providers

We use trusted service providers to help us operate OpenSlot, including providers for:

cloud hosting
databases
email delivery
SMS and phone services
AI voice, transcription or automation
payment processing
analytics
fraud prevention
customer support
monitoring and error tracking
identity verification
security tools

These providers may only use personal information as needed to provide services to us, unless they act as independent controllers under their own terms.

Payment providers

Payment providers process payments, refunds, disputes and payout information.

Messaging and social platforms

Where Partners connect WhatsApp, Instagram, Facebook Messenger or other communication channels, relevant message data may be processed by those platforms.

Professional advisers

We may share information with lawyers, accountants, auditors, insurers or other professional advisers.

Legal and regulatory authorities

We may share information where required by law, court order, regulator request, fraud prevention, security investigation or to protect legal rights.

Business transfers

If OpenSlot is involved in a merger, acquisition, investment, restructuring or sale of assets, personal information may be shared as part of that process.

17. International transfers

OpenSlot may use service providers located outside the UK, EU or EEA.

Where personal information is transferred internationally, we will use appropriate safeguards where required by law. These may include:

adequacy decisions
standard contractual clauses
UK international data transfer agreements
data processing agreements
technical and organisational security measures

You can contact us at privacy@openslot.io if you would like more information about the safeguards we use for international transfers.

18. How we protect information

We use technical and organisational measures designed to protect personal information.

These may include:

encryption in transit
access controls
role-based permissions
secure authentication
audit logs
monitoring and alerting
secure cloud infrastructure
data backups
staff access restrictions
vulnerability management
incident response procedures

No system is completely secure. If you believe your account or information has been compromised, contact us immediately.

19. How long we keep information

We keep personal information for as long as needed for the purpose it was collected.

Retention periods may depend on:

whether you have an active account
whether a Partner still needs the information
legal, tax or accounting requirements
fraud prevention
dispute handling
complaints or legal claims
regulatory obligations
backup and security requirements

We may keep certain records for up to six years or longer where required by law or where there is a possible legal claim.

We may keep anonymised or aggregated information indefinitely, provided it can no longer identify you.

20. Anonymised and aggregated data

We may use anonymised or aggregated information to:

improve OpenSlot
understand booking trends
provide analytics to Partners
monitor platform performance
develop new features
improve AI and automation features
produce business insights

Anonymised data does not identify you.

21. Your rights

Depending on where you live, you may have rights to:

access your personal information
correct inaccurate information
request deletion
restrict processing
object to processing
withdraw consent
request data portability
object to direct marketing
object to processing based on legitimate interests
rights relating to automated decision-making and profiling, where applicable
complain to a data protection authority

If your request relates to information controlled by a Partner, we may direct you to the relevant Partner or help pass your request to them.

To exercise your rights, contact us at:

privacy@openslot.io

Where we rely on consent, you can withdraw that consent at any time. Withdrawing consent will not affect processing that took place before consent was withdrawn.

You have an absolute right to object to direct marketing. You may also object to processing based on legitimate interests, and we will consider your objection in line with data protection law.

If you are in the UK, you can complain to the Information Commissioner’s Office:

Website: https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113
Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

If you are in the EU, you can complain to your local data protection authority.

22. Cookies and similar technologies

OpenSlot uses cookies and similar technologies to:

keep you signed in
remember preferences
secure the platform
understand website usage
measure marketing performance
improve user experience
support analytics and advertising, where permitted

Some cookies are necessary for the platform to work. Others are optional and may require your consent.

You can manage cookies through your browser settings or our cookie preferences tool, where available.

23. Changes to this Privacy Notice

We may update this Privacy Notice from time to time.

If we make important changes, we may notify you by:

email
in-app notification
website notice
dashboard notice

The latest version will always be available on our website.