Tabizy Privacy Policy

Effective date: October 3, 2026
Last updated: October 3, 2026

1. Who we are and what this policy covers

Tabizy is operated by Wassim Zouhdi, based in Japan. You can contact us about privacy at wassim@tabizy.com.

This policy explains how we handle personal information through the Tabizy website, its iOS application, booking and messaging services, and CoHost, our AI assistant. It also covers our TestFlight beta where these features are available. Feature availability can differ between the website and the app.

We are responsible for the personal information we process to operate Tabizy, manage accounts, secure our service and communicate with users. When an experience operator uses Tabizy to manage guests, that operator is responsible for the purposes of its guest-data processing. We process that workspace data to provide the service to the operator. An operator's own privacy notice may also apply to a guest's booking or communication with that operator.

2. Information we process

Depending on the features you use, we process the following categories:

Payment card entry is handled by the relevant payment provider. Tabizy does not need your complete card number or card security code to display a payment's status. Do not include card details, passwords, authentication codes or unnecessary sensitive information in messages to us or to CoHost.

3. How we use information

We use information to:

• provide and maintain Tabizy, including account access and workspace permissions;
• manage experiences, departures, reservations, booking changes and operational records;
• deliver messages, transactional emails and notifications;
• connect and synchronize services you authorize;
• provide CoHost responses, transcription, conversation context and authorized actions;
• provide support and investigate errors, abuse and security incidents;
• understand service performance and improve reliability and usability;
• manage applicable payments, billing, disputes and legal obligations.

Where applicable law requires a legal basis, we rely on the basis relevant to the particular processing: providing the requested service or performing a contract, complying with legal obligations, consent, or legitimate interests such as proportionate service security and improvement where permitted. Guest information supplied by an operator must also have an appropriate basis for that operator's processing.

We do not sell personal information. We do not use workspace messages, guest records or uploaded media to create advertising audiences for unrelated advertisers.

4. CoHost and audio transcription

CoHost uses OpenAI's API. To respond to a request, Tabizy sends OpenAI the message, attached images when relevant, conversation context and workspace information needed for the task. That context can include guest names, reservation information, messages, resource information and preferences. Relevant information returned by tools can also become part of the assistant's context.

When you use voice transcription, the recorded audio is transmitted to OpenAI to produce text. A transcript can become part of a conversation if you send it. We retain conversation history and relevant saved context in Tabizy to support persistent conversations. CoHost may use external search when a task requires it; search queries may be sent to the search service used by that feature.

OpenAI states that API data is not used to train its models by default unless the API customer opts in. Its own retention rules depend on the endpoint, configuration and safety requirements; its default abuse-monitoring logs may be retained for up to 30 days, with exceptions. This is not a promise that all AI-related data is deleted immediately or that Tabizy history is deleted after 30 days. See OpenAI's API data controls.

AI data sharing is an optional choice, separate from accepting the Terms of Use. Before enabling AI features, we ask you to allow relevant messages, images, audio and workspace information to be sent to OpenAI for those features. Declining this choice does not prevent use of Tabizy's non-AI features. You can change your choice in Privacy & AI settings. Withdrawing permission stops new AI requests under your account; it does not recall an already transmitted request or delete existing history. You should only submit information you are authorized to share, including information about guests. Contact us if you wish to request deletion of retained CoHost history or saved context, or to stop future AI processing of your information. Stopping future processing does not undo an action or message already completed.

5. Permissions, connected accounts and local storage

The app requests device permissions for features that need them:

• Microphone: record audio when you start a voice-input feature.
• Camera: capture photos and show a live preview while using camera features.
• Photos: display or select library items and prepare the items you choose.
• Notifications: send alerts if you enable notifications.

You can change these permissions in your device settings. Declining a permission limits the related feature rather than granting access to other device data. Opening a photo picker or camera preview does not itself send all your library photos or camera footage to CoHost.

Google account connections

Google sign-in and the optional Google integrations serve different purposes:

• Google sign-in: we use your account identifier, email address and basic profile information to authenticate you and manage your Tabizy account.
• Google Calendar: we use the permissions you grant to create and update Tabizy-created calendars and booking events. Event details may include guest information needed for your operations.
• Gmail: we use your account email, authorized correspondence, message metadata and attachments to display correspondence, synchronize replies and send messages you authorize. When an organization owner or admin explicitly connects a shared Gmail mailbox, its received, sent and archived correspondence is available to members of that organization, including emails unrelated to bookings. Spam, trash and drafts are excluded from the import. Disconnecting stops synchronization; already imported correspondence remains in the workspace. Gmail access is not required simply to sign in with Google.
• Google Contacts: where you grant these optional permissions, we use contact email addresses and photos to display matching contact photos in conversations and notifications. These permissions are not needed for basic Gmail messaging.

Tabizy's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including its Limited Use requirements. Google-sourced information is used only to provide or improve the relevant user-facing features. We do not sell it, use it for advertising, or use or permit it to be used to train generalized AI or machine-learning models.

Where an authorized AI feature needs Google-sourced correspondence, relevant content may be sent to OpenAI only after you enable AI data sharing and only to provide that feature, subject to Google's applicable restrictions. Enabling AI does not authorize a use prohibited by Google's policies. Human access to Google-sourced data is limited to cases permitted by those policies, such as your explicit agreement to access specific information, a security investigation, or a legal requirement.

You can disconnect integrations in Tabizy and revoke access through your Google account connections. Revocation stops future authorized access, but does not automatically erase information already imported into a workspace or delivered to a recipient. Contact us or the relevant workspace operator to request deletion of that information. Other connected services similarly use the permissions you grant and remain subject to their own terms and privacy notices.

The iOS app uses secure system storage for authentication tokens and local caches for service functionality. The website uses session storage, cookies or similar technologies for authentication and selected features. Additional analytics depend on the deployed configuration and any applicable consent requirements.

6. Who receives information

Information is shared only as needed for the service, your instructions or a lawful purpose. The providers used depend on the feature and environment:

Workspace members can access information according to their roles. Messages and booking updates are shared with their intended recipients. Information published in a public experience page or public business profile is visible to people who can access that page. Your private CoHost conversation is not made public merely because you use the assistant.

Transactional email features may record delivery, bounce and opening events, including information associated with an opening request, where tracking is enabled. Opening detection is not always reliable and can be affected by email-provider privacy protections.

We may also disclose information when required by law, to respond to a lawful request, or when reasonably necessary to protect the rights and security of users and the service. A provider acting independently, such as a payment provider, Apple or a connected-account provider, also processes information under its own applicable terms and privacy notice.

7. International processing and security

We are based in Japan. Service providers and their infrastructure may process information in Japan and other countries, including the United States and European countries. Data-protection rules can differ between these locations. Where required, we use applicable contractual and other transfer safeguards and obtain the necessary permissions. Contact us for information about the providers, destinations and safeguards relevant to your account. We do not promise that all processing remains in Japan.

We use technical and organizational measures such as authenticated access, workspace permissions and secure token storage to protect information. No service can guarantee absolute security. Report suspected unauthorized access to wassim@tabizy.com.

8. Retention and deletion

We determine retention by the type of information and why it is still needed. The relevant criteria include whether your account or workspace remains active, whether a booking or dispute is unresolved, legal recordkeeping requirements, and a deletion request from an authorized person:

• Account and workspace records support the service while the account or workspace remains active.
• Booking records remain as needed to manage the booking, its cancellation, refund or dispute, and applicable accounting or legal obligations.
• Messages, attachments and CoHost history remain for the workspace's ongoing communications and chosen history. They can be covered by an authorized deletion request; we do not retain them merely to train generalized AI models.
• Audio submitted for transcription and technical copies are processed for the requested feature. Their handling depends on whether the recording is also saved as a message or attachment and on the relevant provider's retention.
• Records of accepted terms and AI choices include the document version and decision time, to administer your choices and establish the applicable terms.
• Security, diagnostic, transaction and dispute records may need to remain for their relevant operational or legal purpose.
• Local caches, provider records and backups may follow different deletion processes from active application records. Deletion from the active service does not mean every backup or independent provider record disappears at once.

Eligible workspace owners can use the account-deletion option in Settings. The current self-service flow has eligibility and confirmation requirements: deleting an owner's account can also delete the workspace and its operational data. For other circumstances, contact us to request deletion or discuss workspace ownership. Signing out, uninstalling the app, withdrawing from TestFlight or disconnecting an integration does not by itself delete your server-side account and history.

Independent payment-provider accounts are not deleted by deleting Tabizy. Information required for an ongoing legal obligation or dispute may be retained where permitted. When handling a deletion request, we check the requester's authority, any unresolved operations and any applicable obligation to keep specific records. We delete or anonymize records that no longer need to be kept. If deletion cannot be completed as requested, we explain the reason and available options. Backup and independent-provider deletion may occur on different schedules; contact us for the information applicable to your request.

9. Your choices and rights

Depending on applicable law and your relationship with the workspace, you may request access, correction, deletion, restriction of use, cessation of certain sharing, withdrawal of consent or a copy of your information. Under Japan's Act on the Protection of Personal Information, applicable rights and exceptions depend on the data and circumstances. Additional rights may apply under other laws, including the GDPR where it applies.

Email wassim@tabizy.com with your request. We may ask for proportionate verification of identity or authority before acting, and will respond within applicable legal deadlines. A guest can also contact the experience operator responsible for their booking. If a request concerns operator-controlled information, we may need to coordinate with that operator. You may raise concerns with the relevant data-protection authority, including Japan's Personal Information Protection Commission.

10. Children, changes and contact

Tabizy's workspace-management app is intended for adult professional users. We do not direct it at children. A booking may contain information about a minor participant supplied by an authorized adult or operator; that information must be limited to what is needed for the booking. Contact us if you believe children's information has been provided improperly.

We may update this policy as the service changes. The published version will show its update date. We will give notice of material changes and request new permission where required.

Privacy contact: Wassim Zouhdi, Japan — wassim@tabizy.com.