Privacy Policy

1. Introduction

InkBook (“we”, “our”, or “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our tattoo studio management platform.

This policy covers both Studio Users (tattoo artists and studio owners who use InkBook) and Clients (individuals who book appointments or submit consent forms through InkBook).

2. Information We Collect

2.1 Studio User Information

When you create a studio account, we collect:

• Name and email address
• Studio name and business information
• Password (stored securely using industry-standard hashing)
• Subscription and billing information
• Payment method details (processed by Stripe)

2.2 Client Information

Studios may collect the following information about their clients through InkBook:

• Contact Information: Name, email, phone number, address
• Health Information: Allergies, medications, skin conditions, medical history (as requested by consent forms)
• Identification: Date of birth for age verification
• Consent Records: Digital signatures, form responses, timestamps
• Appointment History: Booking dates, services, deposit payments
• Photos and Images: Reference images, design files, healed tattoo photos

2.3 Automatically Collected Data

• IP addresses and device information
• Browser type and version
• Usage patterns and feature interactions
• Log data and error reports

3. How We Use Your Information

3.1 For Studio Users

• Provide and maintain the Service
• Process subscriptions and payments
• Send service updates and important notifications
• Provide customer support
• Improve and develop new features

3.2 For Client Data

• Enable studios to manage appointments and client relationships
• Process consent forms and e-signatures
• Send appointment reminders via SMS
• Process deposit payments
• Store reference images and design files

4. Data Sharing

We do NOT sell your personal data. We share data only with:

4.1 Service Providers

• Stripe: For payment processing. See their privacy policy.
• Twilio: For SMS appointment reminders. See their privacy policy.
• Cloud Infrastructure: For secure hosting and data storage.

4.2 Other Disclosures

• Legal Requirements: When required by law or to protect our rights
• Business Transfers: In connection with mergers, acquisitions, or asset sales
• With Consent: With your explicit consent for other purposes

5. Data Security

We implement appropriate technical and organizational measures to protect your data:

• All data transmission uses HTTPS encryption
• Passwords are hashed using industry-standard algorithms
• Database access is restricted and monitored
• Regular security audits and updates
• Access controls and authentication measures

6. Data Retention

We retain data based on legal requirements and legitimate business needs:

6.1 Consent Forms and Health Information

Important for Tattoo Industry: Consent forms and related health information are retained for a minimum of 7 years from the date of the tattoo service, or longer if required by your local regulations. This extended retention period is standard practice in the tattoo industry due to:

• Statute of limitations for personal injury claims
• Potential need for medical documentation
• Regulatory compliance requirements

6.2 Other Data Retention Periods

• Account Information: Retained while account is active and for 30 days after deletion
• Client Contact Information: Retained while studio account is active or until client requests deletion
• Photos and Images: Retained while studio account is active or until manually deleted
• Appointment History: Retained for 7 years for business record purposes
• Billing Records: Retained for 7 years as required by tax regulations
• SMS Logs: Retained for 90 days

7. Photo and Image Storage

InkBook allows studios to store reference images, design files, and photos. Regarding images:

• Images are stored securely in encrypted cloud storage
• Studios are responsible for obtaining appropriate consent to photograph clients
• Images are only accessible to authorized studio users
• Images are deleted when the studio account is deleted or upon request
• We do not use client images for marketing without explicit consent

8. Your Rights

8.1 For Studio Users

You have the right to:

• Access: Request a copy of your data
• Correction: Update inaccurate information
• Deletion: Request account and data deletion
• Export: Receive your data in a portable format
• Opt-out: Unsubscribe from marketing communications

8.2 For Clients

If you are a client of a tattoo studio using InkBook, your data is controlled by that studio. To exercise your privacy rights, please contact the studio directly. You may also contact us at privacy@inkbook.io and we will assist in connecting you with the appropriate studio.

9. GDPR Compliance (European Users)

If you are located in the European Economic Area (EEA), you have additional rights under GDPR:

• Legal Basis: We process data based on contract performance, legitimate interests, and consent
• Data Portability: Right to receive your data in a structured format
• Right to Object: Object to processing based on legitimate interests
• Restriction: Request restriction of processing
• Withdrawal: Withdraw consent at any time (for consent-based processing)
• Complaint: Lodge a complaint with a supervisory authority

Data Controller: For studio data, Automata Army acts as the data controller. For client data, the tattoo studio is the data controller and Automata Army is the data processor.

10. CCPA Compliance (California Users)

If you are a California resident, you have additional rights under CCPA:

• Right to Know: What personal information we collect and how we use it
• Right to Delete: Request deletion of your personal information
• Right to Opt-Out: We do not sell personal information
• Non-Discrimination: We will not discriminate against you for exercising your rights

To exercise your CCPA rights, contact us at privacy@inkbook.io.

11. Cookies

We use essential cookies to maintain your session and preferences. These cookies are necessary for the Service to function. We do not use tracking cookies or third-party advertising cookies.

12. International Data Transfers

Our servers are located in the United States. If you are accessing the Service from outside the US, your data may be transferred to, stored, and processed in the US. We implement appropriate safeguards for international data transfers in compliance with applicable laws.

13. Children's Privacy

InkBook is intended for use by adults. We do not knowingly collect information from children under 13. Studios using InkBook are responsible for ensuring they comply with applicable laws regarding minors in the context of tattoo services.

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page, updating the “Last updated” date, and sending an email notification for significant changes.

15. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at: