Privacy and Data Protection

YouCanBookMe Ltd Privacy and Data Protection Notice

1. General

   1. YouCanBookMe limited ("we" or "us") take the privacy of your information very seriously. Our Privacy and Data Protection Notice is designed to tell you, the user of our availability and booking service ("Service") about our practices regarding the collection, use and disclosure of personal and other information about you or your business that may be provided via this website or collected through our booking form or otherwise.
   2. This privacy notice applies to information provided by our members and account holders ("members") and also applies to information which is processed by us when a person (referred to for convenience as a "Customer") books an appointment or submits data using our Service.
   3. This privacy notice is prepared in compliance with applicable data protection legislation including the EU General Data Protection Regulation (the “GDPR”), the Data Protection Act 2018 and the retained EU law version of the GDPR (“UK GDPR”).
   4. Important Note: If you are using our Service to make a booking with our member or account holder ("account holder") please note that we are a processor of that data but we are not the data controller. We will pass the data you provide onto our account holder in accordance with this privacy notice.

2. Our Policy

   1. We aim to limit our interaction with your data wherever possible. We have a general policy relating to access to your data. We will generally seek only to access that data which is necessary in accordance with the privileges you have granted to the system. Automated processes may scan your data, but only for an explicit purpose to do with the management of your bookings or delivery of other services. When working with data that was originally collected by us, our processes may need to scan and manipulate the information in order to deliver our service to you. We have systems in place which allow you to limit and control the access you allow to your calendar data.
   2. However when working with data or content that was not collected by us and which originated elsewhere (e.g. private information you may have entered on your calendar) our policy is to only access and process a limited amount of outline data which we need to deliver the service to you (e.g. your 'free/busy' times). We will not review and analyse content. Occasionally, to assist with troubleshooting problems you are experiencing with the system, we will seek your permission to access your data. Our policy is always to minimise the instances that this occurs, judge the necessity on a case-by-case basis, not to automate this process and only to do so with the knowledge and permission of the owner of the data.

3. Basis on which we process personal data

   1. Personal data we hold about you will be processed either because:
      1. the processing is necessary in order for us to deliver our Service (i.e. to comply with our obligations under the contract between us and our account holder);
      2. the processing is necessary in pursuit of a “legitimate interest”, a legitimate interest in this context means a valid interest we have or a third party has in processing your personal data which is not overridden by your interests in data privacy and security;
      3. the processing is necessary to comply with a legal obligation; or
      4. in certain limited circumstances because you have consented to the processing for specific purposes.

4. Personal data we collect

   1. We may collect and process the following personal information or data (information that can be uniquely identified with you) about you:
      1. Log-In Information log-in details and information you provide as an account holder when you register with the Service or as a customer of our account holder and you have overlaid your availability;
      2. Contact Information contact information we collect from you as an account holder about you or your employees (for example, names, addresses, contact addresses, telephone numbers and email address provided to us by you or by your employer);
      3. Calendar Information certain information which is contained in a third party service or calendar account (e.g. Google Calendar account) which you have linked with your YouCanBook.me account, please refer to our list of processors in section 9 this policy for information about those third party services from whom we may collect data, any data we do collect from a third party service will be used strictly in accordance with this policy;
      4. Booking Information a record of the bookings made through the Service and information relating to each individual booking (time, location etc.);
      5. Correspondence Information a record of any correspondence between you and us and other interactions with the Service or the Site;
      6. Booking Form Information information which may be provided to our account holder using an online booking form;
      7. Payment Information information relating to payment transactions which is collected where we collect payment on behalf of our account holder (but we do not collect credit card information which is sent directly from the user to our payment processor);
      8. Technical Information details of your visits to the Site, the resources and pages that you access and any searches you make.
   2. We only collect such information when you choose to supply it to us. You do not have to supply any personal information to us and you may withdraw your authority for us to process your data or request that we restrict our processing (see section 11 in this policy) but our Service may not be operable in practice without providing such data to us.
   3. Information may also be gathered through the Service without you actively providing it, through the use of various technologies and methods such as Internet Protocol (IP) addresses and cookies.
   4. An IP address is a number assigned to your computer by your Internet Service Provider (ISP), so you can access the Internet.
   5. We use your IP address to diagnose problems with our server, report aggregate information, and determine the fastest route for your computer to use in connecting to our site, and to administer and improve the site.
   6. If you are a customer of our account holder and our account holder has connected with us via Stripe Connect (allowing us to collect payment on the Site) then we may have access to your payment history with our account holder, even if you are not a user of the Site. We will not seek to access nor will we process any data other than data specifically relating to our users and payments made via the Site. We will restrict access to any such information and we will also take steps to remove our access to any non-relevant data.

5. How we use your personal data

   1. Please see the table below which sets out the manner in which we will process the different types of personal data we hold. Please note that some of this data (including Calendar Information, Booking Information and Booking Form Information) is processed by us as a ‘processor’ and our account holder will be the ‘data controller’ (please see section 3, Data Processing, which explains the terms which apply to us as a processor).

6. Sharing your information

   1. We do not disclose any information you provide to any third parties other than as follows:
      1. if you are an account holder we will share information about your free and busy times from any third party calendar account (e.g. Google Calendar account) which is linked with your account to anyone who is seeking to make a booking using the Service (please note that any data held on any third party calendar service will be subject to their privacy terms);
      2. if you use the Service to interact with other third party accounts or services you have then the Service may send information to those third party services. Any information sent to a third party service will be subject to the privacy policies of those services, please note that these third party services are not processors of ours or under our control - they are independent processors (or controllers) of data you choose to provide to them using the Service. Please refer to our list of processors which provides information about third party services we may interact with. We refer to these services as ‘processors in common’.
      3. if you are an account holder we will share information contained in any booking form or other content created by you with anyone who is seeking to make a booking using the Service;
      4. if you are a Customer making a booking we will supply any information you provide to us to our account holder;
      5. payment information may be provided to our payment processors;
      6. if we are under a duty to disclose or share your personal data in order to comply with any legal obligation (for example, if required to do so by a court order or for the purposes of prevention of fraud or other crime);
      7. in order to enforce any terms and conditions or agreements for our Services that may apply;
      8. we may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation, but we will take steps with the aim of ensuring that your privacy rights continue to be protected;
      9. to protect the rights, property, or safety of YouCanBookMe limited, our account holders, or any other third parties.
   2. Other than as set out above, we shall not disclose any of your personal information unless you give us permission to do so.

7. Security

   1. In order to safeguard the information we collect from you we will take all reasonable steps to ensure that:
      1. our servers are protected by security mechanisms and can only be administered via strictly controlled public/ private cryptographic keys;
      2. our data processing storage facilities are sited in secure locations to prevent unauthorised access, our infrastructure is provided by Amazon Web Services (AWS) and certifications for infrastructure provided by AWS can be obtained here: AWS Certifications
      3. all communication with our servers is encrypted through Secure Sockets Layer (SSL), an industry standard encryption method that encrypts data between your computer and our servers so that in the event of your network being insecure no data is passed in a format that could easily be deciphered.
      4. regular security assessments of our infrastructure are performed. This includes web vulnerability scans, dependency vulnerability scans, static code analysis, rule based OS inspection and manual assessments.

8. Subscriber Personal Data

   1. There is certain information we collect for which we are not the data controller but rather a ‘data processor’, and this includes Calendar Information, Booking Information, and Booking Form Information. Our account holder is the data controller for this data and our terms require that our account holder process this data in accordance with applicable data protection legislation.
   2. In our Terms of Use this data is defined as “Subscriber Personal Data” and the processing of Subscriber Personal Data by us will be governed by the terms of our Data Processing Agreement (“DPA”).

9. Sub-processors and processors in common

   1. We use a number of third parties services to whom we may transfer personal data in the provision of the Service. Please note that the processor list contains details of
      1. sub-processors used in our capacity as a data processor and
      2. also contains details of ‘processors in common’, i.e. if you use the Service to interact with other third party accounts or services you have, then the Service may send information to those third party services/we may communicate with them via API - we refer to these services as ‘processors in common’.
   2. Please note that a processor in common is not a processor or sub-processor engaged by us, rather they are an independent controller or processor of data who you have authorised to share data with us. The terms on which they process a user’s personal data will be subject to the user’s separate agreement with them, and the terms of their own privacy documentation. When we receive data from a processor in common it will be dealt with by us in accordance with the terms of this privacy notice. A complete list of our sub-processors as well as the processors in common are set out at Data Processors - YouCanBookMe.

10. Data Retention

    1. Our current data retention policy is to delete or destroy (to the extent we are able to) the personal data we hold about you in accordance with the following:

10. 2. For any category of personal data not specifically defined in this notice, and unless otherwise specified by applicable law, the required retention period for any personal data will be deemed to be 7 years from the date of receipt by us of that data.
    3. The retention periods stated in this notice can be prolonged or shortened as may be required (for example, in the event that legal proceedings apply to the data or if there is an on-going investigation into the data).
    4. We review the personal data (and the categories of personal data) we are holding on a regular basis to ensure the data we are holding is still relevant to our business and is accurate. If we discover that certain data we are holding is no longer necessary or accurate, we will take reasonable steps to correct or delete this data as may be required.
    5. If you wish to request that data we hold about you is amended or deleted, please refer to clause 11 below, which explains your privacy rights.

11. Your privacy rights

    1. The EU GDPR/UK GDPR gives you the following rights in respect of personal data we hold about you:

11. 2. All SARs and other requests or notifications in respect of your above rights may be sent to us via our contact page.
    3. We will endeavour to comply with such requests as soon as possible but in any event we will comply within one month of receipt (unless a longer period of time to respond is reasonable by virtue of the complexity or number of your requests).

12. Data Breaches

    1. If personal data we hold about you is subject to a breach or unauthorised disclosure or access, we will report this to the Information Commissioner’s Office (ICO).
    2. If a breach is likely to result in a risk to your data rights and freedoms, we will notify you as soon as possible.

13. Other websites

    1. Our Site may contain links and references to other websites. Please be aware that this Privacy Policy does not apply to those websites.
    2. We cannot be responsible for the privacy policies and practices of sites that are not operated by us, even if you access them via the Site and/or any other service that is operated by us. We recommend that you check the policy of each site you visit and contact its owner or operator if you have any concerns or questions.
    3. In addition, if you came to this Site via a third party website, we cannot be responsible for the privacy policies and practices of the owners or operators of that third party site and recommend that you check the policy of that third party site and contact its owner or operator if you have any concerns or questions.

14. Transferring your information outside of Europe

    1. As part of the services offered to you, the information you provide to us may be transferred to, processed and stored in countries or international organisations outside of the UK or European Economic Area (“EEA”). By way of example, this may happen if any of our servers or service providers are located in a country outside of the UK/EEA however in ease case, we will take steps to ensure that the relevant transfer is subject to appropriate safeguards as required by the EU GDPR/UK GDPR and that your privacy rights continue to be protected as outlined in this privacy notice.
    2. Currently our server infrastructure is located in the United States (for more information on the safeguards in place for this and our other data processors, please see Data Processors - YouCanBookMe).
    3. We may also communicate with individuals or organisations outside of the UK or EEA in delivering our services – for instance with national supervisory bodies,  if you use our Site or service while you are outside the UK or EEA, your information may be transferred outside the UK or EEA  in order to provide you with those services, or from time to time your information may be stored in devices which are used by our staff outside of the UK or EEA (but staff will be subject to our internal cyber-security policies).

15. Notification of changes to our Privacy Notice

    1. We will post details of any changes to our Privacy Notice on the Site to help ensure you are always aware of the information we collect, how we use it, and in what circumstances, if any, we share it with other parties.

16. Contact us

    1. If at any time you would like to contact us with your views about our privacy practices, or with any enquiry relating to your personal information, you can do so by way of our contact page.

17. Cookie policy

    1. Like most websites and applications, YouCanBook.me use cookies to help provide you with the best experience whilst using our service. The cookies we use are split between the following categories:
       1. Essential cookies - which are an essential part of our service and affect the way you can use our site (e.g security & authentication)
       2. Performance cookies - which are used for analytics (e.g understanding usage on our website)
       3. Functionality cookies - which collect information about your device to help you customize our service (e.g remembering your timezone settings or accessing inline help)
    2. On your first visit to our site from your browser we will display a notice to notify you that we are using cookies. We will only load the Essential cookies and Functionality cookies until you have clicked the “Accept” button on our cookies notice. If you click the “Accept” button our Performance cookies will be loaded.
    3. Below is a list of the cookies currently set by our domain (first-party cookies):

17. 4. As well as cookies that are set by domains we control (first-party cookies), you may also see cookies set by a third party (third-party cookies). These are set when you interact with certain parts of our service, such as viewing one of our help videos (YouTube) or signing in via Facebook and are used by these third-party services to understand your preferences and sometimes tailor content they show you.
    5. Do I have to accept cookies?
       You are free to reject or disable cookies if you wish - exactly how you disable cookies depends on the browser or device you are using. The help feature on most browsers will tell you how you can manage and or disable cookies. If you disable cookies on your browser, certain features or parts of our service may not function correctly or will have a degraded experience.
    6. Cookies used for tracking and analytics
       We use analytic tools, such as Google analytics to understand how our site is used and where we can make improvements to provide you with the best experience. You can opt out of this analytics tracking by following the links below:
       1. Opt out of Hotjar Analytics using their one click opt-out option
       2. Opt out of Google Analytics using their opt-out browser tool
       3. Not clicking the “Accept” button in our cookies notice.

Effective 20th December 2023