Privacy policy

Effective 7 October 2026 · Golden Key Holdings LLC, trading as NxtSeat

1. Who we are

NxtSeat is a booking platform with an AI phone receptionist, operated by Golden Key Holdings LLC ("we", "us"), a limited liability company registered in the United States. This policy explains what personal information we collect through the NxtSeat apps, website and phone service, how we use it, and the choices you have.

NxtSeat serves two kinds of people, and the difference matters throughout this policy. A business is a salon, barbershop, clinic or studio that uses NxtSeat to take bookings. A customer is someone who books an appointment with one of those businesses. When a customer books, we handle their information both for ourselves and on behalf of that business.

2. What we collect

Information you give us

• Account details — your name, email address, mobile phone number, and a password we store only as a cryptographic hash.
• Booking details — the service, date, time, member of staff, and any note you add.
• Messaging preferences — whether you agreed to receive marketing by text, when you agreed, and where the agreement came from.
• Business details, if you run a business on NxtSeat — business name, address, services, prices, opening hours, staff and rotas, and the identity documents we need to verify you.
• Profile photographs, if you upload one.

Information we collect automatically

• Call records — the calling number, the number dialled, the time, the duration, and what the call achieved. See section 5.
• Message records — each text message we send you, its delivery status, and, where a message was not sent, which check stopped it.
• Technical information — IP address, device and app version, and server logs, kept for security and for diagnosing faults.

Information we do not collect

• Card numbers. Payments are handled by Stripe. Card details go to Stripe directly and never reach our servers. We hold only a token that lets us charge a card you have already authorised, and the last four digits so you can tell your cards apart.
• Recordings or transcripts of phone calls. See section 5.
• Special category information. We do not ask for health, biometric, racial, religious, or political information. Do not put it in a booking note.

3. How we use it

We use personal information only to do the following:

• Create and secure your account, and verify it by one-time code.
• Take, change and cancel bookings, and show a business its own diary.
• Answer your call, identify the business you dialled, and quote that business's real services, prices and availability.
• Send the confirmations, changes, reminders and payment notices described in section 4.
• Send marketing by text, only where you have agreed to it.
• Take payment, and apply a business's published cancellation or no-show policy.
• Produce a business's own reports on its calls, messages and costs.
• Keep the service secure, prevent abuse, and meet our legal obligations.

We do not sell personal information. We do not use your information to train general-purpose artificial intelligence models.

4. Text messages and consent

We will not share your mobile phone number, or your consent to receive text messages, with any third party or affiliate for their own marketing or promotional purposes. Text-messaging originator opt-in data and consent are excluded from every category of sharing described in section 6: that information is passed only to the communications providers that deliver a message on our behalf, and to nobody else, for any purpose.

The two kinds of message

Messages about your appointment — confirmations, changes, cancellations, reminders and payment notices — are part of the service you asked for. We send them because you made a booking, and they continue for as long as you have appointments.

Marketing messages — offers, and reminders that you are about due to rebook — are sent only where you have explicitly agreed. We record every agreement with its date, time and source, and we keep that record so that we can show where it came from. Marketing is capped at one message per customer per 30 days across all campaigns.

The two are kept deliberately separate. Stopping marketing never stops the confirmation for an appointment you made.

How to agree, and how to stop

You may turn marketing on or off at any time in the NxtSeat app under Settings → Notifications. You may also reply STOP — or UNSUBSCRIBE, CANCEL, END or QUIT — to any message, which stops marketing from that business to that number immediately. Reply START to turn it back on. Reply HELP for help, or write to privacy@nxtseat.com.

Message frequency varies with how often you book. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages.

5. Phone calls

When you call a business that uses NxtSeat, your call is answered by an automated assistant. It will say so, and you can ask for a person at any point.

We do not keep a recording or a transcript of the call. Our voice provider processes the audio in order to hold the conversation and does not return a transcript to us for storage. What we keep is the calling number, the number dialled, the start and end time, the duration, the reason the call ended, and what the call achieved — whether a booking was made, changed or cancelled, whether a payment was taken, and whether the call was passed to a person. The business you called can see that record for its own calls, and no business can see another's.

6. Who we share it with

We share personal information only with the following, and only as far as each needs it. Note that, as stated in section 4, mobile numbers and text-messaging consent are never shared for anyone's marketing.

• The business you booked with. It sees your name, contact details, bookings and any note you added. It does not see your account password or your payment token.
• Twilio — carries our phone calls and text messages.
• Vapi — runs the voice conversation when you call.
• OpenAI — writes the wording of some messages. It is given the first name, the business name and the service only, and it has no say in who is contacted or when.
• Stripe — takes payments and holds card details.
• Amazon Web Services — hosting, and storage of uploaded images.
• Our email provider — delivers one-time codes and receipts.
• Law enforcement or a regulator, where we are legally required to, or to protect someone's safety.
• A buyer, if the business is sold or reorganised. We will tell you first, and this policy continues to apply until it is replaced.

Each of these acts on our instructions under a written agreement, and none may use your information for its own purposes.

7. How long we keep it

• Account and booking records — while your account is open, and for up to 7 years afterwards where we need them for tax or accounting.
• Consent and opt-out records — for 5 years after the last change. These are evidence that we had permission, so we keep them even after you close your account.
• Call and message records — 24 months.
• Server logs — 90 days.

8. Your rights

Wherever you live, you may ask us to give you a copy of the information we hold about you, correct it, delete it, or stop using it for marketing. If you live in California, Colorado, Connecticut, Virginia or another state with a comparable law, you additionally have the right to know what we collect and who we share it with, the right to delete, the right to correct, the right to opt out of sale or targeted advertising (we do neither), and the right not to be treated worse for exercising any of them.

Write to privacy@nxtseat.com. We will answer within 45 days and will not charge you. We may need to verify who you are first, which we will do through your registered email address or phone number. You may use an authorised agent; we will ask for proof.

Deleting your account does not delete a booking a business needs for its own accounts, and does not delete the record that you opted out.

9. Security

Traffic is encrypted in transit. Passwords are stored as bcrypt hashes and are not recoverable by us or by anyone else. Access to production data is limited to staff who need it. Each business can reach only its own customers, bookings, calls and messages, and this is enforced on our servers rather than in the app. No system is perfectly secure; if a breach affects you, we will tell you as the law requires.

10. Children

NxtSeat is not for children under 13, and we do not knowingly collect their information. A parent or guardian may book on a child's behalf using their own account. If you believe a child has given us information, write to privacy@nxtseat.com and we will delete it.

11. Changes

If we change this policy we will update the effective date above, and for a material change we will tell you in the app or by email before it takes effect.

12. Contact us

Golden Key Holdings LLC
5620 SW 39th St, West Park, FL 33023
privacy@nxtseat.com