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Privacy Policy

Last updated: 2026-09-25 · OpenSassy is operated by ANDUMA Intelligence Group Ltd (Company No. 17180471)

1. Who we are, and our two roles

OpenSassy is a product of ANDUMA Intelligence Group Ltd, a company registered in England and Wales.

We hold two distinct roles, and which one applies depends on who you are:

  • Controller — for our own users: business owners and staff who sign up to OpenSassy, people using the Sassy client app for their Passport account and platform discovery, visitors and leads on the-sassy.com, and any data about the founder/platform itself. We decide why and how this data is processed, and this policy is about that role.
  • Processor — for a business customer's own clients. If a business (e.g. a salon) uses OpenSassy to manage its clients, that business is the controller of its clients' data; we process it on the business's behalf under our Data Processing Agreement. If you are an end-client of a business that uses OpenSassy, your business's own privacy notice governs, and you should look to them first — though the data-flow detail below (where it's stored, which AI providers see it) still describes how we, as their processor, handle it.

Contact: hello@the-sassy.com

2. What data we collect

Account data (business owners, staff and client Passport holders):

Name, email, phone, password (hashed) or Supabase-managed authentication, business/organisation details. Collected at sign-up.

End-customer data (your business's clients, where we act as processor):

Name, email, phone, booking history, appointment notes, consent records, marketing preference. Collected when a client books, signs up for their own account, or is imported by the business.

Voice call data:

If a business enables the AI voice receptionist ("Ara"), inbound calls are answered, recorded, and transcribed to identify the caller's booking intent. This includes the caller's phone number and the audio/transcript of the call.

Chat content:

Messages sent to our AI assistant ("Sassy"), by business owners/staff, by their clients, or by guests on the-sassy.com. This may incidentally contain personal data you mention in conversation (e.g. a client's name in a request).

Sassy client discovery, maps and voice:

You can browse as a guest and enter a town, postcode or area instead of sharing device location. If you allow foreground location, we use the current coordinates and reported accuracy to find nearby places while the search screen is active. We do not build a movement history. Search locations and queries are sent to our search service; external place searches send the search area and query to Google Maps. A UK postcode you enter may be resolved by Postcodes.io. Some town and city results use GeoNames data.

Typed AI discovery sends your message and selected town or area labels to Anthropic. Live voice uses OpenAI for conversation and discovery reasoning. If you ask live voice to prepare a visit, the request and the relevant spoken conversation are also sent to Anthropic through the signed-in confirmation flow. Structured device coordinates are excluded from the chat model input. Google Maps listings appear in attributed result cards and are not sent to the language model. Opening an external website or Maps link is subject to that service's own privacy notice.

Public web search (opt-in): Sassy can search the public web with Tavily only after it shows you a notice in the chat and you reply “Use web search”. Tavily then receives a short search question that Sassy writes, which can include a place you asked about. We do not send your full chat history, structured device coordinates or account identifiers, and a heuristic screen blocks queries that look like credentials, contact details or IDs — this screen reduces risk but is not a guarantee. Public search does not connect to private accounts such as email or university systems. Say “No” or “Stop web search” at any time; ordinary discovery and bookings keep working without it. Tavily handles searches under its own privacy policy and terms: it says queries may be used to improve its responses and shared with third-party search indexes, and it keeps data for as long as it needs rather than for a fixed period, so we cannot promise a deletion deadline for Tavily.

Live voice starts only after you choose Talk to Sassy and agree to the applicable AI notice and microphone permission. While it is on, your microphone audio and words are sent continuously to OpenAI, which replies with an AI-generated voice. You can interrupt naturally. Tap End conversation, leave the conversation screen or put the app in the background to stop the microphone. What you and Sassy say appears in the conversation; signed-in transcripts may be saved with your chat history. Preparing a visit does not book, change or pay for it: you must review and approve the request in the app. Ordinary search and typing remain available.

Where dictation is available, OpenAI transcribes a recording you start into a draft you can edit before sending. Optional playback sends reply text to OpenAI to generate speech. These separate controls do not start a live microphone session.

The Google Maps SDK also processes technical information such as IP address, device and app metadata, SDK identifiers, usage and diagnostic information to provide and improve maps. Its processing is described in the Google Privacy Policy, which applies to the Google Maps features.

Payment data:

Stripe is our payment processor (and Stripe Connect for businesses taking their own payments). We never see or store full card numbers — only Stripe-tokenised metadata, customer email/name for receipts, and transaction records.

Usage data:

Pages visited, features used, timestamps, IP address, browser type, collected via server logs. We do not use cookies or third-party analytics/advertising trackers — see our Cookie Policy for the full, code-audited list of what's actually stored in your browser (it's localStorage, not cookies).

Guest/lead data:

If you chat with Sassy on the public landing page before signing up, we keep the conversation and, if you give it, your email, to follow up.

Communications:

Emails and support messages you send us.

3. Lawful basis for processing

Contract performance: Running your account, providing bookings/CRM/payments, answering calls — the core service you (or your business) signed up for.

Consent: Account sign-up captures a specific, versioned choice for AI processing (`ai_processing`). Guest discovery asks you to agree in the current session before sending messages to AI; you can choose ordinary Search instead. Location and microphone access require their own device permissions. Marketing communications are opt-in and can be withdrawn at any time.

Legitimate interests: Keeping the platform secure, detecting fraud/abuse, and personalising the AI assistant's memory of your business (minimised — see retention below). We've assessed that this doesn't override your rights.

Legal obligation: Retaining billing records as required by UK tax law.

4. The AI behind OpenSassy

OpenSassy's AI assistant ("Sassy") and voice receptionist ("Ara") are built on third-party large language model providers. To generate a response, the relevant message content (and necessary business context) is sent to one of these providers:

  • Anthropic (Claude) — our primary AI brain for chat, analysis, and building features. Located in the United States.
  • xAI (Grok) — AI fallback and the brain behind the voice receptionist. Located in the United States.
  • Google (Gemini) — image analysis and memory/embeddings. Located in the United States.
  • OpenAI — reasoning for the founder’s own tools, the fallback voice that reads Sassy’s replies aloud when ElevenLabs is not enabled, and Sassy client live conversations, discovery reasoning, optional dictation and spoken replies. Located in the United States.
  • ElevenLabs — text-to-speech for Sassy’s spoken replies, where enabled. Located in the United States.
  • Tavily — web search, used by the assistant on our public site, for research tasks, and for Sassy client public web search only after you opt in (§2). See Tavily’s privacy policy and terms. Located in the United States.
  • Moonshot AI (Kimi) — long-context analysis. Located in the People’s Republic of China.

Several of these providers publish business or API terms saying they do not train their models on data sent through those services, but we have not completed a contractual verification of every provider, so we do not promise that no provider uses your data for training. In particular, Tavily’s own policy and terms allow search input and output to be used to improve and train its AI functionality. Because these providers are based outside the UK/EEA, sending data to them is an international transfer — see §6.

5. Data storage and residency

Our database and application hosting run on Google Cloud Platform's europe-west1 region (Belgium), within the EEA. Our database itself is hosted by Supabase, also on an EEA-region project. These locations describe our primary hosting, not a guarantee that every provider stores or processes data only in the UK/EEA. AI, maps, messaging and payment providers may process or retain data elsewhere under their own service terms and applicable retention controls (§4, §6 and §7).

6. International transfers

Anthropic, xAI, Google, OpenAI, ElevenLabs and Tavily (§4), plus Twilio (our voice/SMS provider, used for the receptionist and text reminders), are based in the United States. Each of these transfers needs an appropriate safeguard under UK GDPR Chapter V — typically the UK International Data Transfer Addendum (IDTA) or Standard Contractual Clauses, backed by a transfer risk assessment.

Moonshot AI (Kimi) is based in the People’s Republic of China, which has no UK adequacy decision. That is a separate transfer question from the US providers above, and it needs its own Chapter V safeguard and transfer risk assessment.

7. Data retention

Active accounts: Data is retained for as long as your subscription is active.

Booking/customer records: The duration of the business relationship plus 6 years (UK limitation period).

Voice call recordings/transcripts: Retained for up to 90 days, then deleted.

Client discovery and voice: Device location is transient search context. Recent searches store your query and selected area locally, not a trail of GPS fixes; saved places store identifiers and any nickname you choose. You can clear this discovery history in the app. Temporary client recording and playback files are removed after use or cancellation; the new transcription service does not add the audio to a conversation ledger. Dictation produces an editable draft that enters chat when you send it. Live voice displays spoken turns as they happen; signed-in turns can enter the saved conversation and, when you request a visit, the server task used to prepare it for your review.

Voice provider retention: Removing our temporary files does not delete a provider's records. OpenAI currently lists no application-state or abuse-monitoring retention for its audio transcription endpoint. Its live conversation, reasoning and speech-generation endpoints ordinarily retain abuse-monitoring data for up to 30 days, subject to the exceptions in its data controls. We request no stored application state for live conversations and their OpenAI reasoning requests; that does not disable provider abuse-monitoring retention. Account settings can affect processing; we do not claim verified zero-data-retention for our account. See OpenAI API data controls.

AI conversation memory: Our assistant's longer-term memory of facts decays automatically (90-day half-life) and is minimised by design.

Guest chat / leads: Retained for up to 12 months, then deleted.

After account cancellation: Data is retained for 30 days to allow export, then deleted, except billing records (7 years, UK tax law).

You can request earlier deletion at any time — see Your Rights below.

8. Who we share data with

Supabase: our database host.

Google Cloud Platform: application hosting and infrastructure (europe-west1, Belgium).

Google Maps: maps and optional external place searches, including the requested search area and query, and SDK technical information described in §2.

Postcodes.io: lookup of UK postcodes you enter, where supported. See the Postcodes.io terms.

Stripe: payment processing — PCI-DSS compliant, itself a controller for fraud/AML purposes.

Twilio: SMS and voice calling for the receptionist (US-based — see §6).

Anthropic, xAI, Google, OpenAI, ElevenLabs, Tavily: AI processing, speech and web search as described in §4 (US-based — see §6).

Moonshot AI (Kimi): AI processing for long-context analysis as described in §4 (based in the People’s Republic of China — see §6).

Resend: sends our transactional emails (welcome, booking confirmations, one-time codes).

We do not sell your personal data to anyone, ever.

9. Automated processing

Our AI assistant can propose actions (like sending a message or rescheduling a booking), but anything involving money or an irreversible/destructive change requires a human to approve it before it happens — it is not a "solely automated decision" in the UK GDPR Article 22 sense.

10. Your rights under UK GDPR

You have the following rights regarding your personal data:

  • Access: Request a copy of all data we hold about you
  • Rectification: Correct inaccurate data
  • Erasure: Request deletion of your data ("right to be forgotten")
  • Portability: Receive your data in a machine-readable format
  • Restriction: Request we limit how we process your data
  • Objection: Object to processing based on legitimate interests
  • Withdraw consent: For any processing based on consent, including AI processing

If you are a business owner/staff member, you can also manage and erase your own data via your account. If you are a client of a business that uses OpenSassy, you can manage your bookings yourself via your business's booking page, and request erasure either from that business directly or from us. To exercise any right, email hello@the-sassy.com. We will respond within one month, as UK GDPR requires.

11. Children

OpenSassy is a business tool, not directed at children. You must be at least 18 to create a business account.

12. Complaints

If you believe we have handled your data unlawfully, you have the right to lodge a complaint with the Information Commissioner's Office (ICO): ico.org.uk or 0303 123 1113. We'd appreciate the chance to resolve any concerns directly first.

13. Changes to this policy

We will notify you by email and update the date above when we make material changes. Continued use of OpenSassy after notification constitutes acceptance.