Legal

Privacy Policy

Last updated: 1 June 2026

The Beauty Clinic Concierge ("we", "us", or "our") operates as an AI-powered front-of-house concierge service for beauty and cosmetic clinics. This Privacy Policy explains how we collect, use, store, and protect information when we provide our services, including through Instagram Direct Messages, website enquiry forms, and SMS.

1. Who we are

The Beauty Clinic Concierge is operated by Charlie Veeneklaas, based in Sydney, Australia. You can contact us at team@thebeautyclinicconcierge.com or +61 451 986 650.

2. Information we collect

When a person contacts a clinic using our concierge service, we may collect:

  • Name and contact details (phone number, email address, Instagram username)
  • The content of messages sent via Instagram DM, SMS, or website contact forms
  • Booking preferences, treatment interests, and appointment details
  • Basic profile information made available through the Instagram or Meta platform

We do not collect payment information, Medicare numbers, or sensitive medical records.

3. How we use your information

Information collected through the concierge service is used solely to:

  • Respond to enquiries on behalf of the clinic you contacted
  • Qualify your interest and facilitate a booking
  • Notify the clinic owner of new leads and confirmed appointments
  • Improve the accuracy and quality of our automated responses

We do not use your information for advertising, and we do not sell your data to third parties.

4. Meta and Instagram data

Our service integrates with the Meta Graph API to receive and respond to Instagram Direct Messages on behalf of clinics that have authorised our app. By messaging a clinic that uses our service, you acknowledge that your message content and Instagram profile information may be processed by our automated system.

Our use of Meta platform data complies with Meta's Platform Terms and Developer Policies. We only request the minimum permissions necessary to provide the messaging service.

5. Data storage and security

Conversation data is stored securely in an encrypted database hosted in Australia. We retain conversation records for up to 12 months to allow clinics to review enquiry history, after which they are automatically deleted.

Access to stored data is restricted to the clinic that received the original enquiry and to our technical team for support and maintenance purposes.

6. Third-party services

Our concierge platform uses the following third-party services to operate:

  • Meta / Instagram — for receiving and sending Direct Messages
  • Twilio — for SMS communication
  • Supabase — for secure data storage
  • OpenAI — for AI-powered response generation
  • n8n — for workflow automation
  • Cal.com — for booking calendar integration

Each of these services maintains their own privacy policies and data protection practices.

7. Your rights

You have the right to request access to, correction of, or deletion of any personal information we hold about you. To make a request, contact us at team@thebeautyclinicconcierge.com. We will respond within 30 days.

If you are located in the European Economic Area, you may also have rights under the GDPR. If you are located in California, you may have rights under the CCPA.

8. Cookies

Our website uses minimal cookies for analytics and functionality purposes only. We do not use tracking cookies for advertising. You can disable cookies in your browser settings at any time.

9. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. Continued use of our service after any changes constitutes acceptance of the updated policy.

10. Contact

If you have any questions about this Privacy Policy or how we handle your data, please contact us: