Autevia.

Privacy Policy

Last updated: April 15, 2026 | Applies to: All Autevia services including Smart Table AI Bot and Autevia Beauty

1. Who We Are

Autevia (operated by FHU Mateusz Gruza, Kasprowicza 20/4, 55-200 Oława, Poland) provides AI-powered automation tools for businesses, including:

• Smart Table AI Bot — an AI reservation chatbot for restaurants, pubs, bars and other hospitality venues
• Autevia Beauty — a salon management platform with AI-powered booking for beauty salons, barbershops, and wellness businesses

Contact: contact@autevia.com

2. What Data We Collect

We collect and process the following personal data:

Business owners and staff (our customers):

• Name, email address, phone number, business name, business address
• Facebook Page ID, Instagram account ID — provided during platform setup
• Login credentials (securely hashed) and role assignments (owner, manager, staff)
• Salon/restaurant configuration: services, pricing, staff schedules, opening hours

End users (clients/guests interacting via AI chatbot):

• First name and last name (provided during reservation)
• Phone number (optionally provided during reservation)
• Facebook/Instagram sender ID (automatically assigned by Meta)
• Reservation/booking details (date, time, service type, staff preference, party size)
• Waitlist preferences (preferred date, time range, staff member)
• Message content exchanged with the AI chatbot

Usage data:

• AI conversation logs (message content between the bot and end users)
• Reservation/booking history and status changes
• Platform usage statistics and analytics
• AI usage metrics (message counts, token consumption)
• Notification history

3. How We Use Your Data

We use personal data for the following purposes:

Providing our service:

• Processing reservations and bookings
• Responding to end user messages via AI chatbot on Messenger and Instagram
• Managing table assignments (Smart Table) and appointment scheduling (Autevia Beauty)
• Sending booking reminders and notifications
• Managing waitlists and notifying clients of available slots
• Generating business reports and analytics for business owners

Account management:

• Managing user registration, authentication, and subscription status
• Managing staff accounts and role-based access control

Service improvement:

• Analyzing aggregated, de-identified usage patterns to improve our AI chatbot and platform features

Communication:

• Sending service-related notifications (e.g., booking confirmations, reminders, account updates)

We do not use your data for advertising, sell your data to third parties, or send unsolicited marketing messages through Messenger or Instagram.

4. Meta Platform Data

Our applications integrate with Meta's Messenger and Instagram APIs. Through this integration, we receive:

• Message content sent by end users to business Facebook Pages and Instagram accounts
• Sender IDs (Meta-assigned user identifiers)
• Page/account identifiers
• User profile information (name, where available)

This data is used exclusively to facilitate reservations/bookings and provide customer service on behalf of our business clients. We comply with Meta Platform Terms and Developer Policies.

Automated messaging: Our AI chatbot processes messages automatically using Google Gemini AI to understand user intent and provide relevant responses. When a user requests to speak with a human, the bot transfers the conversation to the business owner/staff and stops responding automatically for 24 hours.

Booking reminders: We send automated reminder messages 24 hours before scheduled appointments through the same Messenger/Instagram channel the booking was made on. These are service-related messages, not marketing communications.

5. Data Processors

We use the following third-party services to process data on our behalf:

• Supabase Inc. (USA/EU) — database hosting, authentication, and real-time data synchronization
• Google LLC (USA) — AI language model processing (Gemini) for chatbot conversations
• Vercel Inc. (USA) — frontend hosting and deployment
• Hostinger International Ltd. (EU) — server hosting for automation workflows (n8n)
• Meta Platforms, Inc. (USA) — Messenger and Instagram messaging APIs

6. Data Retention

We retain personal data for as long as necessary to provide our services:

• Booking/reservation data: Retained for 12 months after the booking date, then automatically deleted.
• Chatbot conversation history: Retained for 7 days, then automatically deleted.
• Client/guest profiles: Retained for as long as the business account is active.
• AI usage logs: Retained for 12 months for billing and analytics purposes, then automatically deleted.
• Account data: Retained until the customer deletes their account.
• Notification history: Retained for 90 days, then automatically deleted.

7. Data Deletion

You can request deletion of your data at any time by contacting us at contact@autevia.com. We will process your request within 30 days.

Business owners can delete their account and all associated data (including bookings, client profiles, staff accounts, and conversation history) through the platform settings.

End users (clients/guests) can request deletion of their data by:

• Contacting the business directly
• Contacting us at contact@autevia.com
• Writing "Delete my data" to the AI chatbot, which will forward the request to the business owner

8. Your Rights (GDPR)

If you are located in the European Economic Area, you have the right to:

• Access your personal data
• Rectify inaccurate data
• Request deletion of your data
• Object to or restrict processing
• Data portability — receive your data in a structured, machine-readable format
• Withdraw consent at any time

To exercise these rights, contact us at contact@autevia.com.

9. Data Security

We implement appropriate technical and organizational measures to protect your data, including:

• SSL/TLS encryption for all data in transit
• Row Level Security (RLS) on our database ensuring multi-tenant data isolation
• Secure authentication with password requirements (minimum 8 characters, complexity rules)
• Role-based access control (owner, manager, staff roles with different permission levels)
• Anti-abuse protections (rate limiting, spam detection, sender blocking)
• Service role keys stored securely on server-side only (never exposed in frontend code)
• Regular security audits of database policies and access controls

10. Cookies

Our platform uses only essential cookies required for:

• Authentication (session tokens)
• Language preference (Polish/English)
• Theme preference (dark/light mode)

We do not use tracking cookies, analytics cookies, or advertising cookies.

11. International Data Transfers

Some of our data processors are located outside the European Economic Area (USA). We ensure appropriate safeguards are in place for international data transfers, including Standard Contractual Clauses (SCCs) where applicable.

12. Children

Our services are not directed at individuals under the age of 16. We do not knowingly collect personal data from children.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of significant changes via email. The "Last updated" date at the top indicates the most recent revision.

14. Contact

For any questions about this Privacy Policy or our data practices:

Autevia (FHU Mateusz Gruza)
Email: contact@autevia.com
Address: Kasprowicza 20/4, 55-200 Oława, Poland

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