Sentinel Automations is a technology company based in Rishon LeZion, Israel, developing AI-powered tools that help businesses automate their daily operations. Our product, Gibby, is an AI receptionist for small businesses that handles customer communication and appointment scheduling through WhatsApp, integrating directly with Google Calendar. We build for businesses that need professional, reliable customer service without the overhead of a full-time receptionist.

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We operate Gibby, an AI-powered WhatsApp receptionist that manages customer inquiries and books appointments on behalf of small businesses via the WhatsApp Business Platform.

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1. Who We Are

Sentinel Automations ("Sentinel Automations," "we," "us," or "our") develops and operates Gibby, an AI-powered receptionist service for businesses. Gibby helps businesses manage customer communications and appointment scheduling through the WhatsApp Business Platform provided by Meta Platforms, Inc.

This Privacy Policy explains how we collect, use, store, and protect information when customers interact with a business that uses our Gibby service via WhatsApp. This policy applies to all users who communicate with businesses powered by Gibby.

2. What Data We Collect

When you send a message to a business that uses Gibby, we process the following information:

2.1 Information received through WhatsApp

• Phone number — Your phone number is received as part of the WhatsApp message delivery through Meta's WhatsApp Business Platform. We store a cryptographic hash of your phone number for identification purposes.
• Message content — The text messages you send to the business. These are processed to understand your request and provide relevant responses.
• Message metadata — Timestamps and message identifiers provided by the WhatsApp Business Platform.

2.2 Appointment information

• Booking details — Service type, preferred date and time, and your first name, when you provide these during a booking conversation.

2.3 What we do not ask you to send

• We do not ask you to send payment information, financial information, government identification numbers, medical information, or location data to schedule an appointment.
• WhatsApp message content is controlled by you. If you choose to include extra personal details in a message, those details may be processed as part of the conversation according to this policy.
• We do not request access to your WhatsApp contacts, profile photo, or status.

3. How We Use Your Data

We use the information we collect strictly for operational purposes related to the service you are interacting with:

• Responding to your messages — Your message content is processed by an AI language model (provided by Anthropic) to generate relevant, helpful responses on behalf of the business you are contacting.
• Scheduling appointments — When you request a booking, your appointment details are created in the business's calendar system (Google Calendar) to confirm and manage your appointment.
• Sending confirmations and reminders — We may send you appointment confirmations, reminders, or follow-up messages related to your booking through WhatsApp.
• Notifying the business owner — The business owner receives notifications about new bookings and customer inquiries so they can manage their business operations.

3.1 How we do NOT use your data

• We do not sell your personal data to any third party.
• We do not use your data for advertising or marketing purposes.
• We do not use your data to build user profiles for purposes unrelated to the service you are using.
• We do not share your data with third parties for their own independent use.
• We do not use data obtained from WhatsApp messages for any purpose other than providing and improving the appointment scheduling and communication service.

4. WhatsApp Business Platform

Gibby operates through Meta's WhatsApp Business Platform (Cloud API). When you send a message to a business using Gibby:

• Your message is transmitted through WhatsApp's infrastructure and delivered to our service via a secure webhook endpoint.
• We process your message and send responses back through the WhatsApp Business Platform.
• Meta's own data practices are governed by WhatsApp's Privacy Policy and WhatsApp Business Policy.

Use of the WhatsApp Business Platform is governed by the WhatsApp Business Policy and the Meta Platform Terms. We do not use data obtained about you through WhatsApp for any purpose other than what is reasonably necessary to support the messaging and scheduling service.

5. Google Calendar Integration

When a business uses Gibby for appointment scheduling, appointment details are written to the business's Google Calendar. The calendar event may include the service type, date, time, customer name, and customer phone number in readable form so the business can identify and manage the appointment. This integration uses Google's OAuth 2.0 authorization and is governed by:

• Google's Privacy Policy
• Google API Services User Data Policy

We access only the business's calendar data necessary to check availability and create, read, or modify appointments. We do not access any other Google services or data belonging to either the business or the customer.

6. AI Processing

Your messages are processed by an AI language model provided by Anthropic to generate responses on behalf of the business. Message content is sent to Anthropic's API for processing and is handled in accordance with Anthropic's Privacy Policy. Anthropic states that API inputs and outputs are not used to train models by default, unless the customer opts in or provides feedback.

7. Third-Party Services

We rely on the following third-party service providers to operate Gibby. Each provider processes data only as necessary for the specific function described:

• Meta Platforms, Inc. — WhatsApp Business Platform for message delivery and receipt.
• Google LLC — Google Calendar API for availability checking and appointment scheduling. Receives customer name, phone number, service, date, and time when an appointment event is created.
• Anthropic PBC — AI language model API for generating conversational responses.
• Hetzner Online GmbH — Cloud server and Object Storage hosting (Germany, European Union). Stores the application database and daily database backups.
• Telegram FZ-LLC — Internal operational alerts only. Receives event type, severity, and the last four digits of an affected phone number. Telegram is not used for customer-facing messaging or appointment notifications.

The providers listed above are the third-party services currently used for the Gibby functions described in this policy. We use each provider only for the function described.

8. Data Retention

• Customer profile — Hashed phone, first name, booking count, last service, and preferences. Retained until you request deletion.
• Customer conversation sessions — Automatically expire after 7 days.
• Salon admin conversation sessions — Automatically expire after 30 days.
• Pending appointment requests — Retained until the salon owner approves or rejects, then 90 days from that decision.
• Appointment reminders — Retained for 90 days from the appointment date.
• Outbound message records — 30 days.
• WhatsApp session activity record (no message content) — 30 days.
• Delivery error records (with masked phone) — 30 days.
• Operational audit log (internal Sentinel use, masked phone, no customer name) — 90 days.
• Server logs (with masked phone) — 14 days.
• Database backups — 30 days, then automatically deleted.

Live deletion vs backups: When you request deletion, it is processed against the live database when verified. Backup copies created before the request may continue to contain your data for up to 30 additional days, until those backups are automatically replaced and discarded.

9. Data Security

• All communications between our service and the WhatsApp Business Platform are transmitted over encrypted HTTPS connections.
• WhatsApp webhook requests are verified using cryptographic signature validation to ensure they originate from Meta.
• Phone numbers in our identification and consent records are stored in one-way hashed form (SHA-256) — the original number cannot be recovered from the stored value.
• Some operational records — such as appointments awaiting salon owner approval, appointment reminders, and the active conversation session — contain your name and phone number in readable form, as required to manage your appointment.
• Phone numbers in operational log files are masked (for example, +972****4567).
• Access to our systems and databases is restricted and secured.
• Third-party API communications (Google Calendar, Anthropic) use authenticated, encrypted connections with scoped access tokens.

10. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• Right to access — You may request information about what personal data we hold about you.
• Right to correction — You may request that we correct inaccurate data.
• Right to deletion — You may request that we delete your personal data from our systems. Upon such a request, we will remove your data from our database and notify the relevant business to remove any associated calendar entries. For detailed instructions, see our Data Deletion Instructions page.
• Right to opt out of marketing or non-essential messaging — You can opt out of non-essential messages at any time by sending one of the following words directly to the salon on WhatsApp:
  • Hebrew: הפסק · הסר אותי · לא לשלוח · בטל הרשמה · הפסק הודעות · הפסקת הודעות · תפסיקו לשלוח לי · אל תשלחו לי הודעות
  • Russian: стоп · отписка · не присылать · остановить · отписаться
  • English: stop · unsubscribe
  The opt-out is processed immediately. You can still write to the salon to request or manage appointments, and service replies related to your booking may still be sent.

11. Consent and Customer-Initiated Conversations

By initiating a conversation with a business that uses Gibby via WhatsApp, you consent to the processing of your messages and information as described in this Privacy Policy. You can stop sending messages at any time, use the opt-out keywords above for marketing or non-essential messaging, or request deletion through the Data Deletion Instructions page.

Business owners who use the Gibby service are responsible for informing their customers that their business uses an AI-powered assistant for handling WhatsApp communications and appointment scheduling.

Sentinel Automations does not use customer data for marketing or promotional purposes.

12. Contact Us

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. When we make changes, we will update the "Effective" date at the top of this page. We encourage you to review this page periodically. Continued use of the service after changes are posted constitutes acceptance of the updated policy.

1. Agreement to Terms

These Terms of Service ("Terms") govern your use of the Gibby AI Receptionist service ("Service") operated by Sentinel Automations ("Sentinel Automations," "we," "us," or "our"). By accessing or using the Service — whether as a business owner integrating Gibby or as a customer interacting with a Gibby-powered WhatsApp number — you agree to be bound by these Terms.

If you do not agree with any part of these Terms, you should not use the Service.

2. Service Description

Gibby is an AI-powered receptionist that helps businesses manage customer conversations and appointment scheduling through the WhatsApp Business Platform. Gibby can respond to customer inquiries, check calendar availability, and book appointments on behalf of the business.

The Service is designed to assist — not replace — human decision-making. Final responsibility for business operations, customer relationships, and appointment management rests with the business owner at all times.

3. Eligibility

To use Gibby as a business owner, you must be at least 18 years of age and have the legal authority to enter into these Terms on behalf of yourself or your business. Customers interacting with Gibby-powered WhatsApp numbers do so under the terms and policies of the business they are contacting.

4. Acceptable Use

You agree to use the Service only for its intended purpose. When using Gibby, you must not:

• Send spam, unsolicited messages, or bulk promotional content through the Service.
• Use the Service for any unlawful, fraudulent, or deceptive purpose.
• Attempt to reverse-engineer, exploit, or interfere with the Service or its underlying systems.
• Impersonate another person, business, or entity through the Service.
• Use the Service to harass, threaten, or abuse any individual.
• Transmit malicious code, viruses, or harmful data through the Service.
• Violate any applicable WhatsApp, Meta, or Google policies while using the Service.

We reserve the right to suspend or terminate your access to the Service immediately if we determine, at our sole discretion, that you have violated these acceptable use requirements.

5. AI Limitations and No Guarantees

Gibby is powered by artificial intelligence. While we strive to make the Service as accurate and helpful as possible, you acknowledge and agree that:

• AI may make mistakes. Responses generated by Gibby may occasionally be inaccurate, incomplete, or inappropriate. We do not guarantee the correctness of any AI-generated response.
• Availability is not guaranteed. The Service may experience downtime due to maintenance, technical issues, or circumstances beyond our control. We do not guarantee uninterrupted or error-free operation.
• Scheduling may have conflicts. While Gibby checks calendar availability before booking, edge cases, simultaneous requests, or calendar sync delays may result in double bookings or missed slots.
• The Service may change. Features, capabilities, and behaviour of the AI may change over time as we improve the system.

6. Business Owner Responsibilities

If you are a business owner using Gibby, you are responsible for:

• Ensuring the information provided to Gibby (services, pricing, hours, etc.) is accurate and up to date.
• Monitoring and managing your own appointment calendar.
• Informing your customers that they are interacting with an AI-powered assistant.
• Complying with all applicable laws and regulations relevant to your business and jurisdiction.
• Handling any customer disputes, complaints, or issues arising from bookings or communications.

Sentinel Automations provides the technology platform. We do not manage, oversee, or take responsibility for the day-to-day operations of your business.

7. Limitation of Liability

To the maximum extent permitted by applicable law, Sentinel Automations and its officers, employees, and agents shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from or related to your use of the Service. This includes, but is not limited to:

• Missed, incorrect, or double-booked appointments.
• Loss of revenue or customers due to Service errors or downtime.
• Inaccurate or misleading AI-generated responses sent to your customers.
• Any actions taken by customers based on information provided by Gibby.
• Data loss or interruption caused by third-party platform outages (WhatsApp, Google, etc.).

Our total cumulative liability for any claims arising from or related to the Service shall not exceed the amount you have paid us for the Service in the twelve (12) months preceding the claim, or fifty US dollars (USD $50), whichever is greater.

8. Third-Party Platforms

The Service relies on third-party platforms including Meta's WhatsApp Business Platform and Google Calendar. Your use of these platforms is subject to their respective terms of service and policies. We are not responsible for any changes, outages, or policy updates made by these third-party providers that may affect the Service.

9. Service Modifications and Termination

We reserve the right to modify, update, or discontinue any aspect of the Service at any time, with or without notice. This includes changes to features, functionality, supported platforms, and pricing.

We may suspend or terminate your access to the Service at any time if you breach these Terms or if we discontinue the Service. You may stop using the Service at any time by ceasing to interact with Gibby-powered WhatsApp numbers or by requesting account deactivation.

10. Intellectual Property

All rights, title, and interest in and to the Service — including the software, branding, design, and documentation — are and shall remain the exclusive property of Sentinel Automations. Nothing in these Terms grants you any right to use our trademarks, logos, or brand assets without prior written permission.

11. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Israel. Any disputes arising from these Terms or the Service shall be resolved through good-faith negotiation before pursuing formal legal proceedings in the competent courts of Israel.

12. Changes to These Terms

We may update these Terms from time to time. When we make changes, we will update the "Effective" date at the top of this page. Continued use of the Service after changes are posted constitutes your acceptance of the updated Terms. We encourage you to review this page periodically.

13. Contact Us

How to Request Deletion of Your Data

If you have interacted with a business that uses Gibby (our AI-powered WhatsApp receptionist service) and you would like your personal data to be deleted from our systems, you may submit a data deletion request by following the steps below.

Step 1: Send Your Request

Send an email to contact@sentinel-automations.com with the subject line "Data Deletion Request" and include the following information:

• The phone number you used when communicating with the business via WhatsApp.
• The name of the business you communicated with (if known).
• A brief statement requesting deletion of your data.

Step 2: Verification

We may contact you to verify your identity before processing the request. This is to ensure that only the rightful owner of the data can request its deletion. Verification will be conducted via the same phone number or email address you provide.

Step 3: Processing

Once your request is verified, we will delete from the live database:

• Your customer registry entry (hashed phone, first name, booking count, last service, and preferences).
• Conversation session data still held in our systems.
• Pending appointment requests, appointment reminders, and related records.

Live-database deletion is carried out when the request is verified. Database backups created before your request may continue to contain your data for up to 30 additional days, until those backups are automatically replaced and discarded by our retention schedule.

We will also notify the relevant business to remove any associated appointment records from their Google Calendar.

Step 4: Confirmation

After your data has been deleted, we will send you a confirmation email to the address you provided with your request. The confirmation will include a reference number for your records.

What Data Is Deleted

• Customer registry entry — Your hashed phone number and stored first name.
• Conversation data — Any message history or session data still in our systems.
• Booking reminder records — Any pending reminder entries associated with your phone number.

What Data We Cannot Delete

• WhatsApp message history — Messages stored on WhatsApp's servers are governed by WhatsApp's Privacy Policy. We cannot delete messages from WhatsApp's infrastructure.
• Google Calendar entries — Appointment records in the business's Google Calendar are under the business owner's control. We will notify the business to remove relevant entries, but we cannot guarantee their removal as the calendar is managed by the business.

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