Privacy notice

Pleomatic is a brand and service operated by Allied Biztech Solutions Pvt Ltd, a private limited company registered in India (Chennai, Tamil Nadu, India). This privacy notice describes how we collect, use, store, and protect personal data in the course of operating appointment engines for our clients.

Effective date: October 12, 2026.

1. Who is the data fiduciary

Under India's Digital Personal Data Protection Act 2023 (DPDP), the data fiduciary for inquiries captured through Pleomatic-installed funnels is Allied Biztech Solutions Pvt Ltd. Our client (the clinic, salon, studio, or veterinary practice using our engine) is the joint data fiduciary for any data flowing into their booking calendar, CRM, or in-clinic systems. The data-fiduciary handoff is documented in each client's signed service agreement.

2. What data we collect

From prospective patients/customers filling out our client's lead forms or WhatsApp threads: name, phone number, email, city, treatment/service interest, appointment preferences, and any free-text information the patient voluntarily shares.

From website visitors: standard analytics signals — IP address, browser type, pages visited, referrer, timestamp. We use Google Analytics 4 with IP-anonymisation enabled; no individual visitor is personally identified from analytics data.

From visitors who use our free audits or ask for a call: the website address you enter, your work email, and your name, WhatsApp number and business name where a form asks for them; for the analytics audit, the score and the checks that need attention for the website you scanned. With each request we also record how you reached us (the ad click identifier and campaign tags in the page address, the page you landed on and when), so we can see which campaign produced it, and a one-way hashed form of your network address for abuse control.

From clients who sign a work order on this site: the business's legal and trading name, registered address and GSTIN; the signatory's name, designation, email address and mobile number; a record of the signature (time, verified email address, your browser type, a truncated network address with its last part removed, and a fingerprint of the signed document) and of each step in the signing and payment (the code emailed, the signing, the payment confirmation), kept in a tamper-evident chain; and payment identifiers. We email a copy of these records to you and keep an identical copy, and we retain the signed work order and its record for as long as the contract runs and for the period the law requires us to keep contract and tax records afterwards. This data is used only to form and perform the work order, to raise GST invoices and to meet legal and tax obligations. Payments are processed by Razorpay: card, UPI and bank details are entered in Razorpay's own payment window and are never seen or stored by us.

We do not collect sensitive personal data (financial account numbers, biometric data, health records beyond stated treatment interest, government identifiers) on any Pleomatic-operated surface.

3. Lawful purpose

For inquiries captured through our clients' funnels, data is collected for one purpose: connecting a prospective patient/customer with the relevant clinic/business so they can book an appointment. For visitors to pleomatic.com, the details you give us through the free audits or a call request are used to run the audit you asked for, to reply to you, and to follow up about Pleomatic's services. We do not sell data, share it with third parties for marketing, or use it for any purpose outside the appointment-engine workflow.

4. Where data is stored

All personal data captured through our funnels is stored on servers located in India. Our infrastructure providers (cloud platforms, CRM, WhatsApp Business API providers) are required to maintain Indian data-residency for our accounts. Anonymous analytics data may transit Google's global infrastructure per their standard Google Analytics terms. Each free-audit and call request is emailed to our team and kept in a private file on our server. The human check on our forms is run by Cloudflare, Inc.: it receives your network address and browser signals to decide whether you are a person, and runs on Cloudflare's global network.

5. Retention

Personal data is retained only as long as required to fulfil the appointment-booking purpose. Default retention: active inquiry data for 12 months, then anonymised aggregate metrics only. Free-audit and call-request records follow the same period. Data subjects may request deletion sooner — see Section 7.

6. Your rights under DPDP

You have the right to:

• Access the personal data we hold about you
• Correct or update any inaccurate information
• Withdraw consent for data processing at any time
• Request erasure of your data (we process within 30 days)
• Nominate another person to exercise these rights on your behalf
• Grievance redressal if you believe your data has been mishandled

7. How to exercise your rights

Email privacy@pleomatic.com with your request. Include the phone number or email you used when submitting your inquiry so we can locate your record. We respond within 30 days per DPDP Section 13.

8. Grievance officer

If you believe your data has been processed in violation of DPDP or this notice, escalate to our grievance officer:

Grievance Officer
privacy@pleomatic.com
Allied Biztech Solutions Pvt Ltd, Chennai, Tamil Nadu, India

If unsatisfied with the resolution, you may further escalate to the Data Protection Board of India.

9. Cookies + tracking

We use first-party cookies for session management and Google Analytics cookies (with IP anonymisation) for aggregate traffic analysis. No third-party advertising cookies are set by pleomatic.com. We do not run remarketing pixels on this site.

On your device we use the browser's local storage for three things. Your cookie choice (pl_consent) is kept so we do not ask again. The campaign that brought you here (pl_attr) is saved for 90 days, and only after you accept on the cookie banner, so a request you make later is credited to the right campaign. Your details (pl_lead) are saved for 180 days, and only if you tick "Remember my details on this device" on a form, so the next form is filled in for you. Use "Not you? Clear them" on a form, or clear your browser's site data, to erase them at any time. Until you have chosen on the cookie banner, the campaign tags in the page address are passed along as you move between our pages, in the address only and not stored; if you decline, nothing is passed along.

The audit tool at pleomatic.com/audit shares these choices and is covered by this notice. Our forms use Cloudflare Turnstile as a human check, which may use its own technical storage to do so.

10. Changes to this notice

Material changes will be flagged via a new effective date at the top of this page. The current effective date is October 12, 2026. For contract-side questions, see /terms.