Privacy Policy

Bookopio is operated by [Company Name Ltd], a company registered in England and Wales (company number [Company number]), registered office [Registered address]. We are registered with the Information Commissioner's Office (ICO) under number [ICO registration number].

For anything about your personal data, contact us at support@bookopio.com. [If you appoint a Data Protection Officer, add their name and contact details here.]

Controller. We decide how and why we use the personal data of the business owners who sign up for Bookopio ("owners") — your account, login, subscription and support messages. This policy explains that use.

Processor. When a member of the public ("customer") books through an owner's booking page, the owner is the controller of that customer's data and we process it on the owner's behalf, under the Data Processing Addendum in our Terms of Use. Customers should contact the business they booked with about their data first; we will help that business respond.

Owners

• Account: name, email address, password (stored only as a one-way scrypt hash), or your Google account identifier if you sign in with Google.
• Business profile: business name, trade, contact phone and email, base address and postcode, working hours, services and prices, quote template and branding, and any bank details you choose to show on quotes.
• Subscription: Square customer and subscription IDs, card brand, last four digits and expiry date, billing status, invoice history and the date you accepted these terms. We never receive or store your full card number or security code.
• Team members an owner invites: name, email address, login (as above), their working hours, start point and the services they do, and the bookings assigned to them.
• Support: messages you send us and our replies.
• Technical: IP address and browser user agent attached to sign-in sessions, and server logs used for security.

Customers of owners (processed on the owner's behalf)

• Name, email, phone, job address and postcode, job details and notes, chosen appointment, quotes, and messages exchanged with the business.

• Providing the service — running your account, booking page, scheduling, quotes and emails (contract).
• Billing — taking your subscription payments through Square and keeping invoices (contract; legal obligation for accounting records).
• Security and fraud prevention — rate limiting, session management, audit logs (legitimate interests in keeping the service and its users safe).
• Support — answering your messages (contract / legitimate interests).
• Service emails — trial reminders, payment failures, status changes (contract). We do not send marketing email without your consent.
• Customer data — only to provide the service to the owner, on their documented instructions.

We don't sell personal data. We use these providers to run Bookopio:

• Square (Block, Inc. and its UK/EU affiliates) — card tokenisation, subscriptions and invoices. Square is a PCI-DSS Level 1 service provider.
• Turso (ChiselStrike, Inc.) — managed database hosting.
• [Hosting provider] — application hosting.
• Resend — transactional email delivery, where enabled.
• Google — sign-in, only if you choose "Continue with Google".
• postcodes.io (Ideal Postcodes) and OSRM / OpenStreetMap — we send postcodes or coordinates only (never names or contact details) to look up locations and drive times.

We may also disclose data where required by law, or to protect our rights or the safety of others.

A small number of authorised [Company Name Ltd] staff can sign in to an internal admin console to run the service and help you. Access is limited to named people, protected by verified sign-in, and every action taken there is recorded in an audit log (who, what, which account and when).

• What staff can see: your account details (name, email, business name, trade and booking page address), your subscription and billing status from Square, the number of bookings your account has received, and messages you send to customer service.
• What staff can't see: the names, contact details, addresses, notes, bookings or quotes of your customers. These stay private to your account and are encrypted in our database.
• What staff can do: give or remove a complimentary plan, extend a free trial, and pause, resume or cancel a subscription on your behalf — normally only when you ask, or to fix a billing problem.

Our lawful basis is contract (providing and supporting the service) and legitimate interests (keeping billing accurate and preventing misuse).

Some providers above are based in, or may access data from, the United States or other countries outside the UK. Where they do, we rely on UK adequacy regulations, the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, or the UK–US Data Bridge, as applicable. [Confirm the database and hosting regions you have chosen.]

• Account and business data — while your account is open. Delete your account from Billing and it is erased immediately, including your customers' bookings.
• Cancelled subscriptions — your data stays so you can reactivate; delete your account at any time to remove it. [Optionally state an automatic deletion period, e.g. 12 months after cancellation.]
• Email log — copies of emails sent by the system are deleted automatically after 90 days.
• Billing records — invoices are held by Square; we and Square keep the records required by UK tax law (normally 6 years).
• Sign-in sessions — expire after 7 days of inactivity.
• Support messages — [24 months] after the conversation closes, or until account deletion.

What we actually do:

• Passwords are hashed with scrypt and a unique salt; we cannot read them. Minimum length is 10 characters, and sign-in and sign-up attempts are rate limited.
• Card details are typed into Square's secure, hosted card fields and tokenised by Square. Card numbers never reach our servers or database. Your bank may ask you to confirm the card (Strong Customer Authentication).
• Encryption in transit — the site is served over HTTPS, and API responses set HTTP Strict Transport Security. The database connection uses TLS.
• Encryption at rest — customer names, email addresses, phone numbers, addresses, notes and messages; quote notes; bank details; support messages; and the email log are encrypted in our database with AES-256-GCM using a key held separately from the database. Postcodes are kept unencrypted because they're needed to calculate travel times; they are coarse location data.
• Access control — each owner can only access their own business's data, enforced on the server for every request. Customers manage their booking through a private, unguessable link.
• Hardening — rate limits on booking, sign-in, support and payment endpoints; security headers on API responses (no-sniff, frame denial, strict referrer policy); webhooks from Square are verified by signature.

No system is perfectly secure. If we become aware of a breach affecting your data, we'll notify you and, where required, the ICO within 72 hours.

We only use what's strictly necessary to keep you signed in: a session cookie and a session token held in your browser's local storage. These are exempt from consent under PECR. We don't use advertising cookies. [If you add analytics that use cookies, describe them here and add a consent banner.]

Under UK GDPR you have the right to:

• access the personal data we hold about you;
• have inaccurate data corrected;
• have your data erased (you can delete your account yourself from Billing);
• restrict or object to certain processing, including processing based on legitimate interests;
• data portability — receive your data in a machine-readable format;
• withdraw consent where we rely on it.

Email support@bookopio.com or use the contact form (topic "Privacy / data request"). We'll respond within one month. We may need to verify your identity.

Please talk to us first so we can put things right. You also have the right to complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint, 0303 123 1113.

We'll post any changes here and update the date at the top. If the changes are significant, we'll email account holders before they take effect.