Privacy Policy

Last updated: June 2026

1. Who we are

DiaryWorx is a WhatsApp-based booking management service, part of the ChatWorx ecosystem. For any privacy-related queries, contact us at hello@diaryworx.co.uk.

2. What data we collect

Account data
When you subscribe we collect your email address (via Stripe), your WhatsApp number, and a unique token used to link your account during setup.

Google Calendar access
During setup you authorise DiaryWorx to access your Google Calendar via OAuth. We store a refresh token to create, view and modify calendar events on your behalf. We do not access any other Google data.

Payment data
Payments are handled entirely by Stripe. DiaryWorx stores only your Stripe customer ID and subscription ID. We never see or store your card details.

Voice note content
When you send a WhatsApp voice note, the audio is temporarily processed for transcription and booking extraction. We do not store the audio or transcript after the booking has been processed.

3. How we use your data

• To provide the DiaryWorx booking management service
• To manage your subscription and process payments
• To read and write events to your Google Calendar
• To send transactional emails (setup confirmation, cancellation)

4. Legal basis for processing

We process your data under Article 6(1)(b) of the UK GDPR — performance of a contract. Processing your WhatsApp number, Google Calendar credentials and payment details is necessary to deliver the service you have subscribed to.

5. Third-party services

DiaryWorx relies on the following sub-processors. Each has its own privacy policy:

• Stripe — payment processing (stripe.com/privacy)
• Google — Calendar API (policies.google.com/privacy)
• Twilio — WhatsApp message delivery (twilio.com/legal/privacy)
• OpenAI — voice transcription via Whisper (openai.com/privacy)
• Anthropic — AI booking extraction via Claude (anthropic.com/privacy)
• Supabase — database hosting (supabase.com/privacy)
• Resend — transactional email (resend.com/legal/privacy-policy)

We do not sell your data to any third party.

6. Data retention

• Account data (WhatsApp number, Google credentials, subscription IDs) is retained while your subscription is active and for 30 days after cancellation, then permanently deleted.
• Voice note audio and transcriptions are not retained after processing is complete.
• Stripe retains payment records in accordance with their own retention and legal obligations.

7. Your rights under UK GDPR

You have the right to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete data
• Request deletion of your data
• Restrict or object to how we process your data
• Receive your data in a portable format
• Withdraw consent at any time (where processing is based on consent)

To exercise any of these rights, email hello@diaryworx.co.uk. We will respond within 30 days.

8. Cookies

DiaryWorx does not use cookies or any tracking technology on this website.

9. Changes to this policy

We may update this policy from time to time. Material changes will be communicated by email to active subscribers.

10. Contact

For privacy queries: hello@diaryworx.co.uk