Privacy Notice

1. Introduction

This Privacy & Cookie Notice explains how YouCanBookMe (“YCBM”, “we”, “us”, or “our”) collects, uses, stores, and protects personal data.

YouCanBookMe is provided by:

AI Software (Capacity) UK Ltd

Trading as YouCanBookMe

Registered in England and Wales with company number 7221202

Registered Office: Bedford Heights, Brickhill Drive, Bedford, United Kingdom, MK41 7PH

We operate globally and are committed to protecting personal data in accordance with applicable data protection laws.

If you have questions about this Notice, please contact:

Privacy Team: compliance@youcanbook.me

At a Glance

• We act as a data processor for booking data collected through customer booking pages.
• We act as a data controller for account, website, marketing, and support data.
• Our infrastructure is hosted in the United States (AWS).
• Analytics and advertising technologies are disabled by default and activated only after your consent.
• We do not store payment card numbers.
• We do not sell personal data for monetary consideration.

2. Our Role: Controller and Processor

When We Act as a Data Processor

When booking data is submitted through a YCBM booking page:

• The booking organiser (our customer) is the data controller.
• The organiser determines what information is collected.
• We process personal data solely on their instructions.
• We do not determine how booking data is used outside providing the service.

If you have questions about data entered into a booking form, please contact the booking organiser directly.

When We Act as a Data Controller

We act as a data controller for:

• Account registration and administration
• Subscription and billing management
• Website usage and analytics
• Marketing communications
• Customer support interactions
• Security monitoring and fraud prevention

3. Personal Data We Collect

Information You Provide

• Name
• Email address
• Account credentials
• Company information
• Support communications

Booking Data (Processor Role)

Booking Data (also referred to as ‘Customer Personal Data’ in our Data Processing Addendum). Booking organisers configure what personal data is collected. This may include:

• Name
• Email
• Appointment details
• Custom booking form fields

We do not intentionally require special category data.

Information Collected Automatically

When you visit our website, we may collect:

• IP address
• Device identifiers
• Browser type and version
• Operating system
• Pages viewed
• Interaction timestamps
• Referring URLs

This data is collected using cookies and similar technologies (see Section 11).

4. How We Use Personal Data

We use personal data for the following purposes and lawful bases:

We do not sell personal data for monetary consideration.

5. Advertising and Marketing Technologies

We use third-party advertising and marketing partners, including:

• Google Ads
• LinkedIn Ads
• Microsoft (Bing) Ads
• Meta (Facebook) Ads
• HubSpot advertising tools

These technologies may use cookies or similar tools to:

• Measure marketing campaign performance
• Deliver relevant advertising
• Enable remarketing

We operate a global opt-in cookie framework. Advertising and analytics technologies are activated only after your consent.

Under certain US state privacy laws, sharing identifiers for cross-context behavioural advertising may be considered “sharing.” Where applicable, you may opt out via our cookie settings or by contacting us.

6. Artificial Intelligence

YouCanBookMe does not use automated decision-making within its booking platform that produces legal or similarly significant effects.

We may use AI-assisted tools within our customer support systems to assist support agents in responding to enquiries. These tools:

• Do not make automated decisions
• Do not train external AI models using booking data

7. Payment Processing

We do not store or process payment card numbers within the YouCanBookMe platform.

Payments are processed by PCI DSS-compliant third-party providers such as Stripe.

Customers must not collect payment card information within booking forms.

8. International Data Transfers

Our infrastructure is hosted in the United States via Amazon Web Services (AWS).

Personal data transferred from the UK, EU, or EEA to the United States is protected using:

• EU Standard Contractual Clauses (SCCs)
• The UK International Data Transfer Addendum
• Supplementary safeguards and transfer risk assessments
  

9. Data Sharing

We share personal data with trusted service providers that support our operations, including:

• Amazon Web Services (hosting)
• Stripe (payments)
• Google Analytics
• Mixpanel
• Hotjar
• HubSpot
• G2
• Ahrefs
• Advertising partners listed above

All providers are contractually required to protect personal data and use it only for authorised purposes.

10. Data Retention

Booking Data

Booking data is retained for a default period of 24 months unless modified by the account holder.

If an account is permanently deleted (not merely closed), associated booking data is deleted immediately, subject to backup processes.

Account Data

Retained for the duration of the account and any applicable legal obligations.

Support Communications

Retained for up to 7 years unless deletion is requested or legally required.

11. Cookies and Tracking Technologies

We use cookies and similar technologies to operate our website, analyse performance, and support marketing.

Non-essential cookies are disabled by default and activated only after your consent.

Strictly Necessary

• Required for core functionality (authentication, security, payments, cookie preferences).

Performance & Analytics

• Used to understand how visitors use our website and improve services.

Functional

• Enable enhanced features such as support chat and preference storage.

Advertising & Targeting

• Used to measure marketing performance and deliver relevant advertisements.

All non-essential cookies require your consent before activation.

You may update your preferences at any time via our cookie settings.

The above list represents the primary cookies used within our website and application. Infrastructure-level and session-based security cookies may also be used to ensure the secure and reliable operation of our services.

12. Your Privacy Rights (Global)

Depending on your location, you may have rights to:

• Access your personal data
• Correct inaccurate data
• Request deletion
• Restrict processing
• Object to processing
• Data portability
• Withdraw consent
• Lodge a complaint with a supervisory authority

To exercise your rights, contact:
compliance@youcanbook.me

We may verify your identity before responding.

13. Children’s Data

Our services are not directed at children under 16.

If we become aware of unlawful collection of children’s data, we will delete it.

14. Security

We implement appropriate technical and organisational safeguards including:

• Encryption in transit and at rest
• Access controls
• Monitoring and logging
• ISO/IEC 27001:2022 certification

15. Data Processing Addendum (DPA)

Where YouCanBookMe acts as a data processor, our Data Processing Addendum forms part of our customer agreement and sets out our obligations under applicable data protection laws.

Customers may request a signed copy of the DPA for their records or compliance purposes.

You can access our current DPA here: https://app.hellosign.com/s/5J4cPLm9

16. Changes to This Notice

We may update this Notice periodically. The updated version will be published with a revised “Last updated” date.

17. Contact

Privacy Contact: compliance@youcanbook.me

You may lodge a complaint with the UK Information Commissioner’s Office or your local supervisory authority.