01Who this covers

BuboSoma serves two kinds of users, and it's worth being clear about the difference between them.

Subscribers are the massage therapy businesses, solo practitioners, clinics, and franchise operators who sign up for BuboSoma to run their practice. Subscribers hold their own client relationships and are responsible for how they use client information within the Service.

Clients are the individuals who book appointments, submit intake forms, or otherwise interact with a Subscriber through BuboSoma. If you're a client of a practice that uses BuboSoma, that practice is who you have a direct relationship with. BuboSoma is primarily the software Subscribers use to manage that relationship.

If you're a client with questions about how your specific information is used, your practice is often best placed to answer, though you're always welcome to contact us directly too.

02Information we collect

From Subscribers, when you sign up and use BuboSoma, we collect:

• Business name, address, phone number, and email
• Practitioner and staff names, roles, and login credentials
• Billing information, processed through our payment partner
• Business tax and compliance information relevant to payment processing

From Clients, through a Subscriber's use of BuboSoma, we may collect:

• Contact details (name, email, phone number)
• Appointment history and scheduling preferences
• Intake form responses, which may include health-related information relevant to treatment, such as areas of concern, contraindications, or conditions disclosed for the practitioner's safety and care planning
• SOAP notes and treatment documentation created by the practitioner
• Payment and transaction information, processed through our payment partner

Automatically, through use of the Service:

• IP address, device type, and browser information
• Usage data, such as pages visited, features used, and login times
• Cookies and similar technologies, used to keep you logged in and understand how the Service is used

We don't ask Subscribers or Clients for more than is necessary, and we ask Subscribers to collect from their own clients only what's needed for legitimate treatment, scheduling, and business purposes.

03A note on health information

Because BuboSoma is built for massage therapy practices, some information passing through the Service, SOAP notes, intake responses, and treatment history, relates to a client's health. We take this seriously.

• We apply administrative, technical, and physical safeguards designed to protect this information, including encryption at rest and in transit.
• We do not sell, rent, or use health-related information for advertising purposes, ever.
• Subscribers remain responsible for obtaining any consents required under applicable law before collecting health-related information from their own clients.

04How we use information

We use the information we collect to:

• Provide, operate, and maintain the Service, scheduling, SOAP notes, client records, payments, and communications
• Process transactions and send related confirmations
• Send appointment reminders, confirmations, and other transactional communications on behalf of Subscribers
• Respond to support requests and communicate with Subscribers about their accounts
• Monitor and improve the security, performance, and reliability of the Service
• Comply with legal obligations, including tax, financial, and payment-processing recordkeeping requirements
• With consent, send product updates or marketing communications, which you can opt out of at any time

We do not use client health-related information to build advertising profiles, and we do not sell personal information to third parties for their own marketing purposes.

05How we share information

We share information only as needed to provide the Service.

• With the Subscriber a client is booking with. If you're a client, the practice you're booking with sees the information relevant to your appointment and treatment.
• With service providers who help us operate BuboSoma, including payment processing, appointment reminder delivery, cloud hosting, and email or SMS delivery.
• For legal reasons, if we believe disclosure is necessary to comply with a subpoena, court order, or other legal process, or to protect the rights, safety, or property of BuboSoma, our Subscribers, or others.
• In a business transaction, such as a merger, acquisition, or sale of assets, in which case information may transfer as part of that transaction, subject to this Policy or a successor policy.

We do not sell personal information. We do not participate in any marketplace model that shares client data with competing businesses or third-party advertisers.

06Payments

Payment processing is handled through our payment partner, currently Stripe. When you make or receive a payment through BuboSoma, your payment card information is collected and processed directly by Stripe under Stripe's own privacy policy. BuboSoma does not store full payment card numbers on our own servers.

07Data retention

We retain information for as long as a Subscriber's account is active, and for a reasonable period afterward to comply with legal, tax, and recordkeeping obligations. Subscribers can request export or deletion of their data at any time, your information is yours, and you're never locked into staying with us to keep access to it.

Some information may be retained longer where required by law, such as financial transaction records for tax purposes.

08Your choices and rights

Depending on where you live, you may have rights over your personal information, including the ones below. These are available to residents of states with comprehensive privacy laws, and, where applicable, individuals in the European Economic Area or United Kingdom.

To exercise these rights, contact us at privacy@bubosoma.com. If you're a client of a Subscriber, we may need to direct your request to that Subscriber, since they control the underlying client relationship, but we're glad to help facilitate it either way.

09Service providers

BuboSoma works with the following categories of service providers, who may process information on our behalf:

• Payment processing (Stripe)
• Appointment reminders and communications (Twilio)
• Email marketing, where Subscribers opt in (Mailchimp)
• Calendar sync (Google Calendar)
• Accounting sync, where Subscribers opt in (QuickBooks)
• Cloud hosting and infrastructure

10Cookies

We use cookies and similar technologies to keep you logged in, remember your preferences, and understand how the Service is used. You can control cookies through your browser settings; disabling them may affect some functionality of the Service.

11Children's privacy

BuboSoma is not directed at children, and we do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us information without appropriate consent, contact us at privacy@bubosoma.com and we will address it.

12Security

We use administrative, technical, and physical safeguards designed to protect the information in our care, including encryption, access controls, and regular review of our security practices. No system is 100% secure, and we encourage Subscribers and clients to use strong, unique passwords and to contact us immediately if they suspect unauthorized access to their account.

13Changes to this policy

We may update this Privacy Policy from time to time. If we make material changes, we'll notify Subscribers by email or through the Service, and update the "Last updated" date at the top of this page. Continued use of the Service after changes take effect means you accept the updated Policy.

14Contact us

Questions about this Privacy Policy or how we handle your information can be sent our way any time.