Privacy Policy

This Privacy Policy explains how Koda, operated by Pawan & Sahaana LLC ("Koda," "we," "us"), collects, uses, and shares information when you use our websites, booking pages, groomer dashboard, and text-message service (the "Service"). By using the Service, you agree to this Policy.

1. Information we collect

• Contact information — your name, mobile phone number, and email address.
• Pet information — details you provide about your pet, such as name, breed, weight, age, and photos.
• Veterinary and vaccination documents — files you upload (images or PDFs) and the details extracted from them, such as vaccine types and expiration dates.
• Appointment information — the services, dates, times, groomer, notes, and history of your bookings.
• Payment information — processed by Stripe. Koda does not store your full card number; we receive limited details such as confirmation of payment and the last four digits.
• Messages — the content of text messages and chats you exchange with the Service, including with our AI assistant.
• Usage and device data — basic technical information such as IP address, browser type, and how you interact with the Service, collected to operate and secure it.

2. How we use information

• To provide the Service — create and manage bookings, process payments, and keep your pet's records.
• To send appointment confirmations, reminders, and status updates, and to answer your questions.
• To power features like vaccine-status checks and the AI assistant.
• To secure the Service, prevent fraud, and comply with law.
• To improve the Service.

3. AI processing

To read uploaded documents and to power the assistant, we send the relevant content (such as an uploaded vaccine document or a message you send) to our AI provider, Anthropic, which processes it on our behalf to return a result. We use AI providers that do not train their models on this data.

4. How we share information

We share information only as needed to run the Service:

• The Shop you book with — your booking, contact, pet, and records information is shared with the grooming business so they can serve you.
• Service providers who process data on our behalf: Stripe (payments), Twilio (text messaging), Anthropic (AI), Supabase (database/storage), Vercel (hosting), and Resend (email).
• Legal and safety — when required by law or to protect rights, safety, and the integrity of the Service.
• Business transfers — in connection with a merger, acquisition, or sale of assets, subject to this Policy.

We do not sell your personal information. We will not share your mobile phone number, text-message opt-in, or consent with any third party or affiliate for their own marketing or promotional purposes. Mobile information collected for the text-message program is used only to operate that program (such as sending appointment messages) and is shared only with the messaging providers needed to deliver those messages.

5. Text messaging

If you provide your mobile number and consent during booking, we send appointment-related texts on the Shop's behalf. You can opt out at any time by replying STOP, or get help by replying HELP. Message and data rates may apply, and message frequency varies. See our Terms of Service for full program details. As stated above, your mobile opt-in data is never shared with third parties for their marketing.

6. Data retention

We keep information for as long as needed to provide the Service and for legitimate business or legal purposes (such as recordkeeping and resolving disputes). You may ask us to delete your information, subject to limited exceptions where retention is required.

7. Security

We use reasonable technical and organizational measures to protect your information, including encryption in transit and access controls. No method of transmission or storage is completely secure, however, and we cannot guarantee absolute security.

8. Your choices & rights

You can access or update your information through the Service or by contacting us. Depending on where you live, you may have rights to access, correct, delete, or limit the use of your personal information. To make a request, email sahaanapawan@gmail.com. You can opt out of texts by replying STOP, and of marketing emails using the unsubscribe link.

9. Children's privacy

The Service is not directed to children under 18, and we do not knowingly collect their personal information.

10. Cookies

We use only essential cookies and similar technologies needed to operate the Service (for example, to keep you signed in). We do not use them for third-party advertising.

11. Changes to this Policy

We may update this Policy from time to time. Changes are reflected by the "Last updated" date above and, where appropriate, by notice.

12. Contact

Questions about your privacy? Email sahaanapawan@gmail.com.