Privacy Policy
Koonixa is an AI assistant that answers questions and books, reschedules and cancels appointments for businesses on Facebook Messenger, Instagram and the web. Koonixa is operated by Koonixa Software Development Services, a sole proprietorship owned by Celso U. Misa Jr. and registered with the Department of Trade and Industry (Business Name No. 8533795), San Pablo City, Laguna, Philippines ("Koonixa", "we", "us"). This policy explains what information Koonixa handles, why, and the choices people have.
1. Who this policy covers
- Businesses that use Koonixa (for example a clinic or salon) and their staff who sign in to the Koonixa owner app.
- Customers who send messages to a business that uses Koonixa.
For customer conversations, the business decides why and how its customers' information is used, and Koonixa processes that information on the business's behalf. Under the Philippine Data Privacy Act of 2012 (Republic Act No. 10173), the business is the personal information controller and Koonixa is its personal information processor. Customers can also contact the business directly about their information.
2. Information we handle
| From | What |
|---|---|
| Customers | Messages sent to the business's Facebook Page or Instagram account, the Page-scoped or Instagram-scoped ID that Meta assigns to the sender, and details shared in the chat to book an appointment, such as name, mobile number, preferred service, date and time, and notes. |
| Businesses | Business name and settings (hours, services, prices, FAQs and rules), the Facebook Page ID, Instagram account ID and Page access token used to send replies, the Google Calendar and Google Sheets the business shares with Koonixa, the owner's email address and the owner app PIN. |
| Automatically | Technical records of each message Koonixa receives and sends (time, status and any error) so we can operate and troubleshoot the service. |
Koonixa does not ask for and should not be sent payment card numbers, government ID numbers, passwords or medical records. If a customer shares such details in a chat, Koonixa will not use them for anything beyond answering that message.
3. How we use information
- To read customer messages and reply on the business's behalf.
- To check availability and create, change or cancel appointments in the business's Google Calendar, and to record bookings in the business's Google Sheet.
- To show the business its bookings and conversations in the Koonixa owner app.
- To keep the service secure, fix problems and prevent misuse.
We do not sell personal information, use it for advertising, or use customer conversations to train AI models.
4. AI processing
Replies are written by AI language models. The text of a conversation and the business's settings are sent to the model provider only to generate the reply. We currently use Anthropic (Claude) as the main provider and Google (Gemini) as a backup, and they process this text under their own terms and privacy policies. Replies are automated, and a business can pause Koonixa at any time and answer customers itself.
5. Who we share information with
- The business the customer messaged.
- Service providers that run Koonixa: Meta (Messenger and Instagram), n8n (workflow hosting and storage), Google (Calendar, Sheets, Gemini and Firebase Hosting) and Anthropic (Claude). Each handles data only to provide its service.
- Authorities, only when required by law.
Some of these providers store or process data outside the Philippines. We use providers that protect data with industry-standard safeguards.
6. How long we keep information
Conversation records and booking details are kept while the business uses Koonixa, so it can see its history in the owner app. When a business stops using Koonixa, we delete its conversation records and settings within 30 days. Bookings saved in the business's own Google Calendar and Sheet belong to the business and stay there. Anyone can ask us to delete their information sooner (see section 8).
7. Security
Data is sent over encrypted (HTTPS) connections. Access to the owner app requires a business ID and PIN, and access to Koonixa's systems is limited to the people who operate it. No system is perfectly secure, but we take reasonable steps to protect information and will notify affected businesses of a breach as required by law.
8. Your choices and rights
Under the Data Privacy Act, you may ask to access, correct or delete your personal information, or object to its processing. To do this, follow our data deletion instructions or email us. Customers can also stop messaging the Page at any time, and businesses can pause or remove Koonixa from their Page whenever they want.
9. Children
Koonixa is not directed at children under 13, and we do not knowingly collect their information. If you believe a child has shared information with Koonixa, contact us and we will delete it.
10. Changes
We may update this policy as Koonixa changes. We will post the new version here with a new effective date.
11. Contact
Questions or requests: Koonixa Software Development Services, attention Celso U. Misa Jr., hello@celsomisa.com. You may also contact the National Privacy Commission of the Philippines at privacy.gov.ph.