Privacy Policy

Who we are

This Privacy Policy explains how SIA AITECH, operating the rebookAI service, collects, uses, stores, shares and protects personal data.

Data controller: SIA AITECH

Registration number: 40203701153

Registered address: Āgenskalna iela 19–1, Rīga, LV-1048, Latvia

Service name: rebookAI

Privacy contact: info@rebookai.co

In this Privacy Policy, "we", "us" and "our" refer to SIA AITECH.

Scope of this Privacy Policy

This Privacy Policy applies when you:

This Privacy Policy primarily concerns website visitors, prospective customers, customers, clinic representatives, business contacts and other people communicating with us.

It does not fully describe how a clinic or another customer processes its patients' or clients' personal data through rebookAI. When rebookAI processes personal data on behalf of a clinic or another customer, that customer will normally act as the data controller and SIA AITECH will act as its data processor under a separate agreement, including a data processing agreement where required.

• visit the rebookAI website
• submit a form on our website
• submit a lead form through Facebook, Instagram or another Meta service
• use the rebookAI ROI calculator
• request an ROI estimate by email
• book a demonstration, consultation or other call
• communicate with us by email, telephone, video call, WhatsApp or another communication channel
• subscribe to product updates, educational content or promotional communications
• become a customer or represent an organisation using rebookAI
• otherwise interact with SIA AITECH or the rebookAI service.

Personal data we collect

The personal data we collect depends on how you interact with us.

Contact and identity information

We may collect:

• full name
• business email address
• telephone number
• job title or professional role
• preferred communication method
• language
• country, region and time zone.

Company and clinic information

We may collect:

• company or clinic name
• business website
• business type or industry
• number of business locations
• approximate patient or client volume
• average service or treatment value
• approximate business revenue
• information about current booking, follow-up or customer-management processes
• information about software or systems currently used by the organisation
• other business information you voluntarily provide.

ROI calculator information

When you use the rebookAI ROI calculator, we may collect:

The ROI calculator uses aggregated business information. It is not intended to collect information about identifiable patients or individual medical treatments.

ROI calculator results are estimates based on the information entered and the assumptions used in the calculation. They are provided for informational and planning purposes only and do not guarantee revenue, profit, patient returns, appointments or any other financial result.

• your full name
• company or clinic name
• business email address
• monthly patient or client volume
• average service or treatment value
• approximate monthly revenue
• other business figures entered into the calculator
• calculated estimated monthly revenue recovery
• calculated estimated annual revenue recovery
• estimated number of reactivated patients or clients
• estimated revenue uplift
• estimated return on investment
• the date, time and source of the calculator submission
• relevant campaign and referral information.

Call-booking information

When you book a demonstration, consultation or another call, we may collect:

Calls are not recorded unless we clearly inform you before recording begins and have an appropriate legal basis for doing so.

• full name
• company or clinic name
• business email address
• telephone number
• selected meeting date and time
• time zone
• meeting preferences
• calendar invitation information
• meeting-link information
• information included in optional booking notes
• relevant notes made during or following the call.

Meta lead-form information

When you submit a lead form through Facebook, Instagram or another Meta service, we may receive:

Meta separately processes information under its own privacy terms and policies.

• information pre-filled from your Meta account
• information you enter into the lead form
• your name, business email address, telephone number or company information
• the advertisement, campaign or form through which you contacted us
• your selected privacy and marketing choices
• the date and time of submission
• campaign attribution and technical information made available by Meta.

Contact-form and enquiry information

When you contact us, we may collect:

• the content of your enquiry
• emails and replies
• support or sales requests
• messages sent through website forms
• messages sent through WhatsApp or another communication channel
• communication preferences
• information necessary to prepare a proposal or respond to your request.

Customer relationship information

If you or your organisation becomes a customer, we may collect:

• customer account and contact information
• contract and proposal information
• billing and invoicing information
• subscription and service information
• service configuration information
• support requests
• correspondence relating to the customer relationship
• information regarding authorised users and access permissions
• records necessary to administer and protect the service.

Marketing and communication information

Where legally permitted, we may collect:

• whether you agreed to receive marketing communications
• the wording and version of the consent presented to you
• the date and time consent was provided
• communication preferences
• unsubscribe or objection records
• records showing whether a message was delivered, opened or clicked, where such tracking is lawfully enabled
• responses to marketing or sales communications.

Technical and website information

Depending on the technologies enabled on our website, we may collect:

Non-essential analytics and marketing technologies will be used only where legally permitted and, where required, after you have provided consent.

• IP address
• browser type and version
• device type
• operating system
• approximate location derived from an IP address
• pages visited
• referral source
• date, time and duration of visits
• button, form and page interactions
• cookie and similar technology identifiers
• campaign parameters, including UTM parameters
• error logs
• security logs
• information used to detect fraud, spam or misuse.

Information you should not submit through public forms

Our public website, ROI calculator, Meta lead forms and call-booking forms are intended for business enquiries.

Please do not submit:

If you need to discuss a technical integration involving patient data, contact us first without including identifiable patient information.

• patient names
• patient email addresses or telephone numbers
• medical records
• diagnoses
• treatment histories
• medical images
• identifiable appointment details
• health information
• national identification numbers
• passwords
• payment-card details
• authentication credentials
• other sensitive or confidential patient information.

How we obtain personal data

We may obtain personal data:

• directly from you
• through the rebookAI website
• through the ROI calculator
• through a Meta lead form submitted by you
• through our calendar or booking service
• through emails, calls, demonstrations and other communications
• from another representative of your organisation
• from our service providers when necessary to operate the website, process a request or provide the service
• from advertising and analytics providers where the relevant processing is legally permitted
• from publicly available business sources where lawful and relevant to legitimate business-to-business communication.

Why we process personal data and our legal bases

We process personal data only where we have an appropriate legal basis.

Providing an ROI estimate

We process contact information, company information and calculator inputs to:

Our legal basis is taking steps at your request before entering into a possible contract and our legitimate interest in responding to genuine business enquiries.

• calculate and display an estimated result
• send the requested calculation to your email
• explain the estimate and assumptions
• answer questions about the calculation
• provide information directly related to your request.

Arranging and conducting requested calls

We process booking and contact information to:

Our legal basis is taking steps at your request before entering into a possible contract and our legitimate interest in managing genuine business enquiries.

• arrange a demonstration or consultation
• create a calendar invitation or meeting link
• send booking confirmations and reminders
• prepare for and conduct the requested call
• respond to questions raised during the call
• follow up on matters directly connected with the call.

Responding to enquiries

We process information you provide to:

Our legal basis is taking steps at your request before entering into a possible contract and our legitimate interest in communicating with prospective customers and customers.

• answer your questions
• provide requested information
• assess whether rebookAI may be suitable for your organisation
• prepare a proposal
• provide sales or technical assistance
• continue a conversation initiated by you.

Providing and administering rebookAI services

Where you or your organisation becomes a customer, we process information to:

Our legal bases may include performance of a contract, compliance with legal obligations and our legitimate interests in administering and protecting our business.

• establish and manage the customer relationship
• provide the agreed services
• configure accounts, integrations and access
• provide customer and technical support
• communicate about service operation
• manage subscriptions, billing and payments
• maintain necessary business and transaction records
• enforce our agreements
• protect the security and integrity of the service.

Sending marketing communications

Where required by applicable law, we send newsletters, promotional offers, product updates, educational content, case studies and similar marketing communications only after receiving your consent.

Marketing consent is optional and is not required to:

You may withdraw your consent at any time by:

Where applicable law permits us to contact an existing customer about our own similar services without obtaining new consent, we may rely on that legal exception. In such cases, we will provide a clear and free method to object to further marketing.

Withdrawing consent does not affect processing that occurred before the withdrawal.

• use the ROI calculator
• receive a requested ROI estimate
• submit a business enquiry
• request a demonstration
• book a call
• receive services under an existing contract.
• clicking the unsubscribe option in an email
• replying and asking us to stop
• emailing info@rebookai.co.

Business-to-business follow-up communications

Where you request an ROI estimate, demonstration, proposal or other information, we may send reasonable follow-up communications directly related to that request.

These communications may include:

You may object to further follow-up communications at any time by replying to the message or contacting info@rebookai.co.

• the requested ROI estimate
• clarification of submitted information
• answers to questions
• a proposal or service explanation
• reminders relating to a requested call
• follow-up regarding an active business enquiry.

Operating, protecting and improving the website and services

We may process technical information to:

Our legal bases may include our legitimate interests in operating and securing the website and services, compliance with legal obligations and consent for optional analytics or marketing technologies where required.

• provide website and form functionality
• protect the website and systems from misuse
• prevent spam, fraud and unauthorised access
• diagnose errors
• monitor service availability and security
• maintain backups and technical logs
• improve website usability and performance
• measure aggregate service performance.

Analytics and advertising

Where you have provided any legally required consent, we may process website and campaign information to:

Where consent is required, non-essential analytics and advertising technologies will not be activated before consent is provided.

• understand how the website is used
• measure the performance of advertisements
• attribute enquiries to campaigns
• improve advertisements and website content
• create or measure advertising audiences
• prevent repeated or irrelevant advertising.

Compliance with legal obligations

We may process personal data to:

Our legal bases are compliance with legal obligations and our legitimate interests in protecting our legal rights.

• comply with accounting, tax and regulatory obligations
• respond to lawful requests from courts, regulators or public authorities
• maintain records required by law
• investigate suspected fraud or unlawful activity
• establish, exercise or defend legal claims.

Required and optional information

Fields marked as required must be completed so that we can provide the requested result, answer your enquiry or arrange a call.

You are not generally legally required to provide personal data to us. However, if you do not provide the necessary contact, calculator or booking information, we may be unable to:

Marketing consent is optional where consent is used as the legal basis.

Acknowledging that you have read this Privacy Policy is not the same as consenting to marketing.

• calculate or send your ROI result
• respond to your enquiry
• schedule a requested call
• prepare a proposal
• enter into or perform a contract
• provide the requested service.

Automated calculations and decision-making

The rebookAI ROI calculator automatically applies predefined formulas and assumptions to the information entered.

The calculation:

We do not use the ROI calculator to make decisions based solely on automated processing that produce legal or similarly significant effects on you.

• produces an estimated business result
• is provided for informational and planning purposes
• does not guarantee any particular outcome
• does not determine whether you are permitted to purchase or use rebookAI
• does not produce legal or similarly significant effects concerning you.

Cookies and similar technologies

Our website may use cookies, local storage, pixels and similar technologies.

Necessary technologies

Necessary technologies may be used to:

These technologies may be used without optional consent where they are strictly necessary for a service requested by the user.

• provide website and form functionality
• maintain security
• prevent spam or abuse
• remember privacy preferences
• balance website traffic
• maintain a user session
• provide other essential website functions.

Analytics technologies

With any legally required consent, analytics technologies may be used to understand:

• which pages are visited
• how visitors interact with the website
• how visitors arrived at the website
• whether errors occur
• how the website can be improved.

Marketing technologies

With any legally required consent, marketing technologies may be used to:

• measure advertising performance
• attribute enquiries to advertisements
• create or measure remarketing audiences
• improve the relevance of advertising
• send campaign events to advertising platforms such as Meta.

Managing cookie choices

Where optional technologies are used, the website will allow you to:

Withdrawing consent will not affect processing that occurred before the withdrawal.

More detailed information may be provided through the website's cookie banner, Cookie Settings interface or a separate Cookie Policy.

• accept optional technologies
• reject optional technologies
• choose individual categories
• change or withdraw your previous choice.

Who may receive personal data

We may disclose personal data where necessary to the following categories of recipients:

Service providers acting on our behalf may process personal data only for agreed purposes and subject to appropriate contractual, confidentiality and security obligations.

We do not sell personal data.

• website hosting and infrastructure providers
• website development and maintenance providers
• cloud storage and database providers
• email and business communication providers
• workflow and automation providers
• calendar and booking providers
• video-meeting providers
• customer relationship management providers
• analytics and advertising providers where legally enabled
• Meta when you interact with Meta advertisements or lead forms
• IT, cybersecurity and technical-support providers
• payment, invoicing and accounting providers
• legal, accounting, tax and professional advisers
• public authorities where disclosure is required by law
• potential buyers, investors or successors in connection with a genuine corporate transaction, subject to appropriate confidentiality and legal safeguards.

Service providers

Depending on how you interact with us and the technical configuration of our systems, we may use third-party providers for:

These providers may include services such as:

The precise list of providers may change as our systems and services develop. Where required, we enter into appropriate data-processing and confidentiality arrangements with providers processing personal data on our behalf.

• website creation and hosting
• cloud infrastructure and databases
• email and business communications
• workflow automation
• calendar scheduling
• video meetings
• advertising and lead generation
• analytics
• customer relationship management
• security and technical support.
• Lovable or other website development and hosting providers
• n8n or similar workflow-automation providers
• Google Workspace, Gmail, Google Calendar and Google Meet
• Meta Platforms, including Facebook and Instagram
• cloud database and hosting providers
• other providers necessary to operate rebookAI.

International data transfers

Some of our service providers may process personal data outside Latvia or outside the European Economic Area.

Where personal data is transferred outside the European Economic Area, we will use an appropriate transfer mechanism where required, such as:

You may contact us at info@rebookai.co for additional information about safeguards relevant to your personal data.

• a European Commission adequacy decision
• European Commission Standard Contractual Clauses
• another legally recognised transfer mechanism
• supplementary technical and organisational safeguards where appropriate.

How long we retain personal data

We retain personal data only for as long as reasonably necessary for the purpose for which it was collected.

Unless a longer period is required by law or necessary for legal claims, our intended retention periods are:

When personal data is no longer required, it will be deleted, anonymised or securely archived where continued retention is legally required.

• ROI calculator submissions and results: up to 24 months after submission or the last meaningful related interaction
• business enquiries and prospective-customer information: up to 24 months after the last meaningful interaction
• call-booking information and sales-call notes: up to 24 months after the call or last meaningful interaction
• customer relationship information: for the duration of the customer relationship and afterwards for as long as required for legal, accounting, contractual and dispute-resolution purposes
• marketing information: until consent is withdrawn, an objection is received or the information is no longer reasonably necessary
• consent and opt-out records: for as long as reasonably necessary to demonstrate compliance and ensure that communication preferences continue to be respected
• technical and security logs: normally for up to 12 months, unless a longer period is necessary to investigate an incident or protect legal rights
• accounting and legally required records: for the period required by applicable law.

Data security

We use reasonable technical and organisational measures intended to protect personal data against:

These measures may include:

No internet transmission or storage system can be guaranteed to be completely secure. You should not submit sensitive patient or medical information through public website forms.

• unauthorised access
• accidental loss
• alteration
• misuse
• unauthorised disclosure
• unlawful processing
• destruction.
• access controls
• authentication
• encrypted transmission
• secure hosting
• role-based access
• restricted employee and contractor access
• backups
• logging and incident monitoring
• confidentiality obligations
• security updates
• periodic reviews of access and retention.

Your data-protection rights

Subject to the conditions and limitations established by applicable law, you may have the right to:

These rights are not absolute. In some circumstances, applicable law may allow or require us to continue retaining or processing certain information.

• obtain confirmation of whether we process your personal data
• request access to your personal data
• request correction of inaccurate or incomplete personal data
• request deletion of your personal data
• request restriction of processing
• object to processing based on legitimate interests
• object at any time to processing for direct marketing
• withdraw consent at any time where processing is based on consent
• receive certain personal data in a structured, commonly used and machine-readable format
• request that certain personal data be transmitted to another controller where technically feasible
• lodge a complaint with a data-protection supervisory authority.

Exercising your rights

To exercise a privacy right or ask a question about how your personal data is processed, contact:

info@rebookai.co

Please provide enough information for us to understand your request.

We may request additional information where reasonably necessary to:

We will respond within the period required by applicable data-protection law.

• confirm your identity
• locate the relevant information
• protect personal data from unauthorised disclosure.

Right to lodge a complaint

You have the right to lodge a complaint with a competent data-protection supervisory authority.

We encourage you to contact us first at info@rebookai.co so that we have an opportunity to address your concern, but you are not required to contact us before submitting a complaint to the supervisory authority.

Marketing opt-outs

You can stop receiving marketing communications at any time by:

After an opt-out, we may retain limited information on a suppression list so that your preference continues to be respected.

You may still receive non-promotional communications that are necessary to:

• using the unsubscribe option included in an email
• replying with an opt-out request
• emailing info@rebookai.co.
• provide a requested ROI estimate
• confirm or manage a booked call
• respond to an enquiry
• administer an active customer relationship
• provide contractual, security, legal or service-related information.

Privacy acknowledgements and consent records

Where a form asks you to confirm that you have read this Privacy Policy, that acknowledgement records that privacy information was presented to you.

It does not constitute consent to receive marketing communications.

Where you separately choose to receive marketing communications, we may retain:

• the consent status
• the date and time of consent
• the wording presented
• the version of the consent wording
• the source through which consent was obtained
• the date and time of any subsequent withdrawal.

Third-party websites and services

Our website may contain links to websites or services operated by third parties.

Those third parties process personal data under their own privacy policies. We are not responsible for the privacy or security practices of third-party websites or services that we do not control.

Children

rebookAI is a business-to-business service and is not intended for children.

We do not knowingly collect personal data from persons under 18 through our lead forms, ROI calculator or call-booking process.

If you believe that a child has submitted personal data to us, contact info@rebookai.co.

Changes to this Privacy Policy

We may update this Privacy Policy when:

The latest version will be published on this page with an updated revision date.

Where appropriate, material changes may also be communicated through the website, email or another suitable channel.

• our services change
• our website or technical systems change
• our service providers change
• legal or regulatory requirements change
• our personal-data processing practices change.

Contact us

For questions about this Privacy Policy, the rebookAI service or how SIA AITECH processes personal data, contact:

SIA AITECH

Operating the RebookAI service

Registration number: 40203701153

Registered address: Āgenskalna iela 19–1, Rīga, LV-1048, Latvia

Email: info@rebookai.co