Privacy notice

1. Who is responsible

Reservemate is operated by Alireza Bandegi as an individual, with the contact details below. Reservemate independently controls accounts, discovery, security, platform support, proportionate booking-integrity checks and dispute handling, public reviews, moderation and agreement evidence. The booked business independently controls its service delivery and customer relationship. For business-managed appointment records, staff schedules and private customer notes stored on the business’s instructions, Reservemate acts as a processor under the Data Processing Agreement. Reservemate controls only its separate security and legal-compliance uses of those records. The business remains responsible for its own lawful basis, customer notice and any records it exports. Contact privacy@reservemate.app about platform data or assistance reaching a business; no account is required.

2. Information we use

Withdrawal records include your name, verified receipt email, booking reference, declaration, original submission time and outcome. The service provider receives the declaration; Reservemate records and transmits it on its instructions, with separate legal-accountability uses. We record the pre-contract information version and any express early-performance request. Ordinary declaration evidence is reviewed for deletion 12 months after the later of declaration or appointment, with narrow dispute/rights holds. Necessary receipts are independent of optional reminders; failed delivery requires follow-up. Account and verified guest exports/deletion include this evidence. Scheduled expiry applies the reviewed limits and exceptions. Account information includes your email, name, optional phone, language, preferences and optional private avatar. Bookings include selected services, staff, location, time, price snapshots, contact details, status and optional notes. We also hold favourites, reviews, reports, waitlist preferences where used, notification delivery records and requests to exercise your rights. Businesses supply their public profile, services, prices, staff, schedules and images. Technical providers process connection, device and security information needed to deliver the service.

3. Purposes and legal bases

We use account and booking information to provide the service you request and perform our contract with you. Security, abuse prevention and proportionate support rely on legitimate interests, assessed against your rights. Legal obligations may require limited retention or disclosure. Optional marketing relies on consent, which you can withdraw without affecting earlier lawful processing. Device permissions are requested only when you choose the corresponding feature. We do not sell personal data or use it for targeted advertising. We do not make solely automated decisions with legal or similarly significant effects.

4. Attendance, corrections and booking safeguards

An attendance confirmation records your account, appointment, its current schedule version and confirmation time. A new appointment time requires a new confirmation. Email links only open the booking; signing in and submitting an action is required to confirm or cancel. Nonresponse never cancels a booking or proves a no-show. You can report inability to attend until the appointment starts; after the ordinary cancellation deadline it is recorded as a late cancellation. Reservemate charges no cancellation or no-show fee. Authorised business staff can record attendance after the appointment starts. We retain the original outcome, actor and time alongside later corrections. You can challenge an incorrect no-show in the booking or contact support@reservemate.app, without supplying medical details. A business response cannot decide an independent platform review. The initial response period is at least seven days after verified delivery of the notice; later corrections, objections and other data rights remain available. An ordinary integrity rule prevents overlapping appointments and allows up to eight active future customer bookings; manual and past appointments are excluded, and rescheduling replaces an appointment. Reservemate independently controls proportionate booking-integrity checks and dispute support on the basis of legitimate interests. Combining eligible attendance events to assess reliability can constitute profiling. The stronger reviewed allowance system is currently inactive. Before activation, it requires a published policy, booking-specific notice, independently reviewed non-health service scope, verified notice delivery and meaningful individual human review. It excludes historical, undisclosed, disputed, corrected, late-cancelled and sensitive-service events. Only eligible events in the last 90 days can be considered. A human reviewer may decide no restriction, or at most three future bookings after two eligible reports, or one after three, for at most 30 days. Existing appointments are preserved; no permanent ban or automatic renewal is permitted. The affected customer can see the reasons, expiry and factual basis in their profile and request a free review, which suspends the limit. Businesses cannot see a cross-business score or another business’s records. Decisions, notices and rights requests require their own retention and recovery safeguards before public activation.

5. Who can see your information

Your booking details are shared with the booked business and its authorised staff. Staff access follows their assigned role; internal business notes are separated from customer screens. An avatar is private to its account and is not published with reviews. When you submit a review, its rating, text and first name with last initial become public; a business reply is also public. Review reports are private to the reporter and moderators. Public business images and profiles can be seen and copied by others. Support administrators access information only for justified administration and support.

6. Service providers and transfers

Supabase provides authentication, the database and image storage; the primary project region is Ireland. Cloudflare provides website hosting, DNS, HTTPS and private encrypted recovery storage. Its website network operates globally. Resend delivers authentication and booking emails using its Ireland sending region. Zoho Mail hosts the support, privacy and general-contact aliases in its Europe data centre under an executed Data Processing Agreement. Zoho expressly permits restricted support and troubleshooting access from India. The three aliases share one operator-controlled mailbox. Expo supplies tooling for the separately prepared mobile applications; native push delivery is disabled. OpenFreeMap receives your IP address and the requested map area when you load a map; a list alternative is available. No booking notes are sent to the map provider. GitHub holds source and deployment integration information, not customer exports or recovery keys. Primary storage regions do not mean that all supplier support, security or subprocessor processing stays in the EEA. Suppliers use applicable contractual safeguards, including standard contractual clauses for relevant transfers. The account-specific review of onward-transfer safeguards remains open. You may ask privacy@reservemate.app about the recipients and safeguards applicable to your data.

7. Location, cookies and local storage

You can browse by municipality without sharing device location. Device location is requested only when you choose Use my location and is used for the current search; it is not saved as a profile field or used for background tracking. Essential browser or device storage keeps your sign-in session, language and settings. When you request a new verification email, a temporary marker binds the link to that request in the same browser. It contains a one-way hash of the email address and is valid for 30 minutes; it is removed after successful verification or, once expired, on your next visit. No advertising trackers or optional analytics are enabled. Turning off essential storage can prevent sign-in or preference persistence. You can change permissions in your browser or device settings.

8. Retention and deletion

We keep account information while needed for your requested account and valid claims or obligations; inactive accounts are reviewed after 24 months rather than silently deleted. Ordinary identifying contact details and private notes on terminal bookings are eligible for removal after 12 months. Business relationship notes require both the last appointment and last note update to be older than 12 months, with no active appointment. Reviews have a 36-month limit. Terminal notification payloads and waitlists have 30-day limits, and inactive device tokens have a 90-day limit. Security/audit and closed rights/moderation evidence normally have a 12-month window. Specific disputes, open requests, unresolved necessary notices and recorded lawful holds can defer only the relevant removal; holds have reasons and review dates. Retained appointment facts are not necessarily anonymous. Scheduled maintenance applies these limits in bounded batches with independent encrypted recovery records, subject to the exceptions above. Verified individual account-erasure requests require operator approval; failures remain visible and retry.

Withdrawal evidence is reviewed 12 months after the later of declaration or appointment. Closed attendance cases and their messages are reviewed 12 months after the latest relevant appointment, response deadline or case action; independently reviewed booking-limit decisions have a separate 12-month window after expiry or resolution. The stronger cross-business restriction system is not active. Agreement evidence is reviewed annually and at relationship end, normally removed within three years after the relationship ends unless a specific continuing claim requires a documented exception. Necessary support/privacy correspondence is reviewed at closure and normally kept for 12 months afterward. Temporary exports are removed after verified retrieval or seven days.

Active object deletion and retry handling do not recall copies already downloaded by others. Private website avatars use authenticated fresh reads without browser caching; older provider caches may persist until expiry. Encrypted local and private EU recovery backup sets have a configured 28-day expiry, applied asynchronously by the provider. Backups are taken once per day when the operator computer is available, with catch-up and independent stale/failure monitoring; offline days leave a recovery gap. Later completed erasures and corrections must be replayed before restored data is reopened. Minimal identifying replay evidence is reviewed monthly after 90 days and removed only when affected snapshots have expired or been excluded and dependencies or claims are resolved. Provider security logs and internal backup/termination cycles follow their separate applicable policies; application deletion is not a promise of immediate global erasure.

9. Your rights and contact

You may request access, correction, erasure, restriction or portability where applicable, object to processing based on legitimate interests and withdraw consent. Account holders can export their data and request deletion in Profile. Guest customers can contact privacy@reservemate.app or write to the operator’s postal address without creating an account. Identity and business-controller authorisation are checked proportionately before disclosure or changes; a booking reference alone is not proof of identity. We normally respond within one calendar month of receipt. Complex or numerous requests may require up to two additional months, with reasons notified within the first month. A lawful refusal explains the reason and your complaint rights. You may complain to Finland’s Office of the Data Protection Ombudsman at tietosuoja.fi. Exercising rights is normally free; the narrow statutory exceptions for manifestly unfounded or excessive requests are assessed individually.

10. Security, sensitive data and changes

Access is limited by account and business role, images are validated and private avatars require account-authorised access. These measures reduce risk but do not guarantee absolute security. Do not put health details, identity documents or payment-card information in booking notes or reviews. The platform is not designed for emergency care or confidential medical records. We update this notice when processing changes and explain significant changes before they take effect where required.