Skinart Studio Dashboard privacy

Skinart Studio Dashboard is the desktop sales, messaging and appointment application used by Skinart Trading (Pty) Ltd. Each studio computer connects its own Google account only when its user chooses to connect Calendar.

Google Calendar

The application requests your account email, the list of calendars you subscribe to, and permission to read and edit calendar events. You choose which calendars appear in the dashboard. Calendar information is used to display appointments, identify time off and check availability. Creating an appointment requires a separate review and confirmation in the desktop application.

Google access tokens, cached calendars and saved appointment drafts are encrypted for the signed-in Windows user on that computer. They are not included in installers or copied to another studio. Google sign-in takes place in your normal browser; the dashboard does not receive your Google password.

Appointment assistance

When a user explicitly requests an AI appointment suggestion, the dashboard may send a limited availability summary for the selected day to the private Skinart messaging server and OpenAI. This summary contains busy times, calendar-cache coverage and relevant artist time-off indicators. It excludes private event titles, descriptions, calendar identifiers and the connected account email. Suggestions are drafts and do not themselves create Google Calendar events.

Skinart does not sell Google user data, use it for advertising, or use it to train general-purpose AI models. Skinart Studio Dashboard’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements.

Messages, voice notes and designs

Customer messages, reference photos and saved designs follow the separate studio messaging privacy notice. Where enabled, eligible new customer messages automatically trigger reply drafts; staff can also request a draft or rough quote. OpenAI receives the full saved conversation text, including available transcripts, and relevant reference photos from that conversation or saved quote. Detected telephone numbers, email addresses and identity or account numbers are masked in text. Reference photos are resized and re-encoded with file metadata removed; personal information visible in a photo can remain. Supported incoming WhatsApp audio is stored privately and sent to OpenAI for automatic transcription. Authorised staff can play the audio and review the transcript in the chat.

Edits to staff replies accepted by the messaging provider or confirmed sent or delivered may be analysed with the original draft and redacted same-conversation text to store scoped conversational preferences and management-review proposals. Images and audio files are not included in this learning step. Management can review and revoke preferences; studio prices and policies are not changed automatically. Staff review model-generated replies and new estimates, which remain provisional until an artist accepts or adjusts them. A separate bounded handler may automatically answer simple greetings, studio locations, regular hours, business-phone and walk-in questions from approved facts. An exact staff-queued follow-up may be released after the customer chooses Yes on its specific permission request; No or silence does not release it. No image is automatically sent to a customer. A customer-supplied first name may be used for the first greeting of the day.

Artist portfolios and business photo accounts

The portfolio workspace shows existing public artist galleries and lets staff submit their genuine work from a photo upload or a claimed tattoo job. A recorded photo-publication permission is required; an explicit recorded refusal cannot be overridden by a staff checkbox. Portfolio submissions include the selected artist and studio-device audit, optional story or post suggestion, saved artist social handles and publication status. Medical answers and signatures are not sent to OpenAI for portfolio captions. Selected tattoo photos and redacted optional text may be processed by OpenAI; file metadata is removed, but personal information visible in a photo can remain.

Consented photographs may be published automatically to the artist website and connected studio Google Business photo collections. The owner privately reviews the enhanced photograph and drafted post before Facebook or Instagram publication. Expiring links support approval, decline and website removal. Provider-accepted, verified-uploaded and publicly visible states are not treated as interchangeable. Weekly posting progress is an administrative prompt and does not block sales or procedure forms.

Google Business uses a separate owner-authorised connection with the business.manage permission for the selected studio profiles. Its tokens are held privately on the server. Calendar tokens and Calendar data are not reused for Business Profile publishing. Operational cash-up, float and stock summaries may be sent to authorised management contacts; portfolio publication approvals remain owner-only. Private management replies are kept outside the staff inbox and reply-learning records.

Control and contact

You can revoke Calendar access at any time through your Google Account connections. For help removing local calendar tokens, caches or saved drafts, or for questions about this application, contact zane@skinart.co.za.

Skinart Trading (Pty) Ltd · Registration 2019/195545/07 · Updated 31 October 2026.