Information We Collect
- Business account details such as owner name, business name, email, phone, address, logo, locations, services, staff, schedules, settings, and subscription data.
- Client and staff records entered by each business, including contact details, appointments, forms, notes, uploaded files, signatures, invoices, memberships, packages, gift cards, and communication history.
- Payment and billing information processed through Stripe, Square, and connected payment providers. Kaventara Style does not store full card numbers.
- Usage, device, browser, IP, log, and security information used to operate, secure, and improve the platform.
How We Use Information
- To provide the CRM, online booking, staff/client portals, scheduling, forms, invoices, email notifications, Stripe billing, connected tenant payments, support, and reports.
- To send transactional emails such as booking confirmations, reminders, invoices, password resets, form links, staff login notices, and workspace updates.
- To protect the platform, prevent abuse, troubleshoot issues, improve performance, and meet legal or financial obligations.
Tenant Customer Data
- Each business controls the customer and staff data inside its own workspace.
- Kaventara Style processes tenant customer data to provide the service and does not sell tenant customer data.
- Customers should contact the business they booked with for service-specific questions, cancellation/refund policies, or customer record requests.
Payment Processing and Fees
- Online customer payments may be processed through the tenant business connected Stripe or Square account.
- Kaventara may collect a 1% platform fee only on online customer payments processed through Stripe. Square customer payments do not include a Kaventara platform fee.
- This fee is separate from Stripe, bank, card network, refund, dispute, tax, or other payment provider charges.
- Payment providers process payment data under their own terms and privacy practices. Kaventara Style does not store full card numbers.
Communication Privacy
- Kaventara Style is designed to keep sensitive appointment, form, document, and health-related details inside secure CRM pages whenever possible.
- Email and SMS notifications may include transactional links, appointment timing, invoice links, or account notices, but should not be used by businesses to send diagnoses, medical notes, form answers, signatures, or document contents.
- Communication logs are intended for delivery status and troubleshooting. They should not be treated as a medical record or a place to store protected health information.
SMS Communications
- Kaventara Style uses one customer opt-in method for SMS: the optional SMS consent checkbox on each public online booking form. The checkbox is shown near the phone field before the customer confirms a booking, and it is separate from the phone field and unchecked by default.
- SMS consent is optional and is not required to book an appointment, buy services, or use the online booking form. Customers can complete a booking without checking the SMS consent box.
- Customers opt in to receive transactional text messages from Kaventara. Kaventara is the SMS sender and brand, and appointment texts may identify the tenant business name so customers know which business the appointment belongs to. Service names, medical details, form answers, invoices, signatures, and document contents are not included in SMS message copy.
- When a customer checks the SMS consent checkbox, Kaventara may send appointment confirmations and appointment reminders. SMS is not used for marketing campaigns, invoice notices, form links, password reset codes, verification codes, or promotional messages. Message frequency varies based on bookings and reminder settings. Message and data rates may apply.
- Customers can opt out of SMS messages by replying STOP where supported. After opt-out, appointment SMS messages may stop or be limited, and the customer may need to contact the business directly for appointment updates. Reply HELP where supported or contact the business or Kaventara support for assistance.
- Kaventara Style does not sell, rent, share, or disclose mobile phone numbers, SMS consent, SMS opt-in data, or SMS message data with third parties or affiliates for their marketing or promotional purposes.
- Mobile information may be shared with Twilio, messaging providers, carriers, hosting, security, and support vendors only as needed to deliver, secure, troubleshoot, and document the appointment messaging service. No mobile information will be sold or shared with third parties or affiliates for marketing or promotional purposes.
- Tenant businesses are responsible for using SMS features lawfully, honoring opt-out requests, and making sure their own customer-facing notices match how they use the CRM.
Forms, Signatures, and Tenant Responsibility
- Forms, waivers, intake answers, uploaded documents, drawn signatures, signed dates, and completed PDF copies are collected by or on behalf of the tenant business that sends the form to its customer.
- The tenant business is responsible for deciding what forms it uses, what information it requests, whether a signature is legally appropriate for its services, and how it handles customer consent, disclosures, retention, and service-specific legal requirements.
- Kaventara Style provides secure form collection, storage, viewing, and PDF export tools for the tenant workspace, but it is not the service provider to the tenant customer and does not independently verify the legal sufficiency of tenant-created forms.
Sharing and Service Providers
- We may share information with service providers needed to run the platform, including hosting, email delivery, analytics, security, support, payment processing, and Stripe services.
- We may disclose information when required by law, to protect rights and safety, or in connection with a business transfer involving Kaventara or OCODERZ LLC.
HIPAA-Ready Safeguards
- Kaventara Style includes safeguards designed to support HIPAA-aligned workflows for eligible healthcare, med spa, wellness, and service businesses, including role-based access, audit logs, private document storage, protected file downloads, session controls, and security monitoring.
- Tenant businesses are responsible for determining whether HIPAA applies to their operations, configuring staff access correctly, training workforce members, collecting required consent, and controlling what is sent through email or SMS.
- Kaventara Style does not provide legal advice and does not guarantee HIPAA compliance unless the tenant business also maintains the required policies, procedures, vendor arrangements, and compliant operating practices.
Security and Retention
- We use reasonable administrative, technical, and organizational safeguards designed to protect platform data.
- No internet service can be guaranteed completely secure, so businesses should use strong passwords, proper roles, and careful staff access.
- Data is retained as needed to provide the CRM, support account history, comply with obligations, resolve disputes, and enforce agreements.
Your Choices
- Business owners can update most workspace details, staff access, notification recipients, and email settings inside the CRM.
- Clients can use the client portal where available or contact the business directly to update customer information.
- For platform privacy requests, contact OCODERZ LLC using the contact details on this page.
Children and Updates
- Kaventara Style is not intended for children under 13.
- We may update this Privacy Policy as the platform changes. The updated date above shows the latest version.
Important Note
This page is the Kaventara Style platform policy. It is not legal advice. Businesses using the CRM may need their own privacy policy, waiver language, refund policy, cancellation policy, and customer terms based on their services, location, and legal requirements.