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Snook Platform Legal Documentation
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Legal Document

Privacy Policy

Effective Date October 2, 2026

Privacy Policy

Operated by Spotted Squirrel Technology, LLC (Texas, USA)

1. Introduction

Snook ("Platform", "we", "us", or "our"), operated by Spotted Squirrel Technology, LLC, a Texas limited liability company, provides a multi-tenant cloud-based appointment scheduling and calendar management platform. This Privacy Policy outlines how we collect, use, disclose, and safeguard personal information when you visit our central website at snookapp.com, use our software as an organization ("Tenant", "Organization"), access our administration or specialist interfaces, or schedule appointments as an end client ("Customer", "Client").

2. Data Controller vs. Data Processor Roles

In accordance with applicable privacy laws:

  • Snook as a Data Controller: We act as a Data Controller regarding the personal data of our direct customers—the administrators, staff, and representatives of Tenant Organizations who register for Snook accounts, manage platform subscriptions, or communicate with us, as well as visitors to our central marketing website (snookapp.com).
  • Snook as a Data Processor / Service Provider: We act as a Data Processor / Service Provider on behalf of Tenant Organizations regarding the personal data of their end Clients (such as appointment booking details, contact records, and custom booking notes). The Tenant Organization is the Data Controller responsible for establishing lawful grounds for collecting information and honoring client rights.

3. Information We Collect

A. Information Provided by Tenant Organizations and Staff

  • Account Registration: Full name, business email address, organization name, designated subdomain, and cryptographically hashed passwords.
  • Organization Profile & Settings: Business address, phone number, operating hours, service catalogs, durations, pricing, specialist staff profiles, calendar schedules, and branding assets.
  • Calendar Connection Credentials: When staff members connect external calendars, we store encrypted authentication credentials (OAuth 2.0 access and refresh tokens for Google Calendar, or Apple ID and application-specific passwords for Apple iCloud Calendar via CalDAV). These credentials are encrypted at rest and are used solely to synchronize appointment schedules.
  • Billing Details: Billing address and payment transaction tokens. Snook platform subscriptions are processed directly through secure, PCI-compliant payment processors.

B. Information Collected from End Clients During Appointment Booking

  • Booking & Contact Details: Full name, email address, telephone number, booked service category and service name, preferred specialist/staff member, appointment date and time.
  • Customer Notes: Any optional comments, preferences, or details submitted by the client during booking or appointment management.
  • Account Information: When an end client creates a self-service account (/account), we store their name, email address, telephone number, and hashed password.

C. Automatically Collected Technical & Log Data

  • Device & Connection Details: IP address, browser type and version, operating system, referring URL, request timestamps, and system performance metrics.
  • Strictly Necessary Cookies: Session identifiers and CSRF security tokens required to authenticate user sessions and isolate tenant context. Snook does not deploy third-party behavioral advertising trackers.

4. How We Use Collected Information

We use personal information strictly for legitimate operational purposes:

  1. Delivering Scheduling Services: Facilitating, scheduling, managing, rescheduling, and canceling appointments across multi-tenant environments.
  2. Transactional Communications: Delivering automated appointment confirmations, reminders, reschedule notifications, and cancellation alerts by email and SMS.
  3. Calendar Synchronisation: Generating downloadable RFC 5545 iCalendar (.ics) files and Google Calendar integration links, as well as facilitating optional direct calendar synchronization for staff with Google Calendar (via OAuth 2.0) and Apple iCloud Calendar (via CalDAV). Synced event details include appointment start and end times, booked service names, customer first names, booking reference numbers, and staff time-off or unavailability notes. Stored connection credentials remain encrypted at rest. Disconnecting an external calendar integration immediately stops synchronization, deletes stored credentials and event mappings from Snook, and requests removal of the dedicated external calendar where supported.
  4. Platform Security: Keeping each Organization's data separate, preventing unauthorized access, diagnosing system errors, and detecting fraudulent activity.
  5. Subscription & Account Administration: Managing tenant subscriptions, verifying plan entitlements, and providing technical support.

5. Data Security

We use administrative, technical, and organizational safeguards designed to protect personal information, including encryption of data in transit, hashed passwords, encryption of stored calendar connection credentials, separation of each Organization's data, and access limited to personnel who need it. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

6. Service Providers

We share personal information with service providers that help us operate the platform, only as needed for them to perform services on our behalf. These include providers of:

  • Cloud hosting and infrastructure.
  • Email and SMS delivery.
  • Payment processing, including ticket payments for Organizations that enable event booking.

When a staff member chooses to connect Google Calendar or Apple iCloud Calendar, appointment and schedule information is exchanged with that provider as described in Section 4. Snook's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

7. Data Retention and Account Deletion

  • Active Accounts: Data is maintained during the term of an active subscription.
  • Post-Cancellation Grace Period: When a canceled subscription reaches the end of its paid billing period, or a subscription expires, the account is disabled. The tenant organization has a thirty (30) day grace period from the date the account is disabled to request temporary access for data export.
  • Six-Month Purge: Tenant databases and all associated appointment and customer records are retained in a disabled state for six (6) months after the account is disabled, after which they are permanently and irreversibly purged from our active systems and production databases.
  • Client Booking Inquiries: End clients wishing to modify or remove booking records should direct requests to the respective Tenant Organization (the Data Controller).

8. Children's Privacy

Snook is not directed to children under the age of 13, and we do not knowingly collect personal information from children under 13 in compliance with the Children's Online Privacy Protection Act (COPPA) and Texas state privacy statutes. If we become aware that personal information from a child under 13 has been collected without verifiable parental consent, we will promptly delete that information.

9. Contact Information & Privacy Requests

For inquiries regarding this Privacy Policy or to exercise your privacy rights, please contact us at: