Privacy Policy

Last updated: April 2026

1. Introduction

GetPhantom ("we," "our," or "us") operates the website https://getphantom.online and provides AI-powered front desk software services ("Services") primarily for tattoo studios. This Privacy Policy outlines how we collect, use, and protect your information.

2. Information We Collect

2.1 Client Data: When you connect your studio accounts to our engine, we process messages, contact details, and booking information strictly to operate the Service on your behalf.

2.2 Account Data: We collect your name, email, phone number, billing information, and studio metrics when you sign up for our Audit or DFY services.

2.3 Usage Data: We automatically collect information such as IP addresses, browser types, device identifiers, and usage patterns via cookies and similar technologies to improve the Service and maintain security.

2.4 AI Interaction Data: Messages exchanged with our AI demo chatbot and sales assistant on this website are processed to provide responses. These conversations may be stored temporarily for session continuity but are not linked to your identity unless you voluntarily provide personal information.

3. How We Use Information

To operate, maintain, and provide the features of the Service.
To handle automated messaging, bookings, and follow-ups on your behalf.
To improve our AI accuracy and response quality for your specific studio demographic.
For billing, account management, and customer support.
To send service-related communications (not marketing, unless you opt in).

4. Data Sharing and Sub-processors

We do not sell your data. We share data only with trusted third-party sub-processors required to operate the infrastructure, including:

AI/LLM Providers (e.g., OpenAI) — for generating automated responses
Hosting Services — for infrastructure and uptime
CRM Platforms — for managing client pipelines on your behalf
Payment Processors — for billing

All sub-processors are bound by strict data processing agreements.

5. Data Retention

We retain your account data for as long as your service is active, plus 30 days after termination for backup purposes. Client conversation data processed through the Phantom Engine is retained for the duration of your subscription to maintain context and quality. You may request deletion at any time.

6. Your Rights

Depending on your location, you may have the following rights under GDPR, CCPA, PIPEDA, or similar legislation:

Access: Request a copy of the personal data we hold about you.
Correction: Request correction of inaccurate data.
Deletion: Request deletion of your personal data and your clients' data processed by us.
Portability: Request your data in a machine-readable format.
Opt-out: Revoke consent for AI processing of your communications.

To exercise these rights, contact us at hello@getphantom.online.

7. Cookies

We use essential cookies for site functionality and session management. We do not use advertising cookies. Analytics cookies (if implemented) are used solely to understand site usage patterns.

8. Security

We use industry-standard encryption (TLS/SSL), secure hosting environments, and access controls to protect data. However, no internet transmission is perfectly secure. By using our Services, you acknowledge these inherent risks.

9. Children's Privacy

Our Services are not directed to individuals under 18. We do not knowingly collect personal information from minors.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify existing clients of material changes via email. Continued use of the Service after changes constitutes acceptance.

11. Contact

For privacy-related inquiries:
GetPhantom
Oshawa, Ontario, Canada
hello@getphantom.online