Privacy notice

Booking Space Ltd (“Booking Space” “we” “us” “our”) operates and provides a booking solution which is comprised of our website https://bookingspace.com (“Website”), platform and related software/applications released from time to time (“Booking Space Software”) for those that visit our Booking Space Software and those that access our Booking Space Software as an Authorised User (as defined in our customer terms of service).

At Booking Space, we take privacy very seriously. We have prepared this privacy notice (“Privacy Notice”) to ensure that we communicate to you, in the clearest way possible, how we treat your personal information.

We encourage you to read this Privacy Notice carefully as it governs the use of our Booking Space Software.

We are committed to ensuring that your personal information remains confidential and secure in accordance with applicable Data Protection Legislation.

This Privacy Notice (together with our Cookie Policy, customer terms of service, User Terms and any other documents or terms incorporated by reference) governs our services and legal obligations and describe the types of information that we collect from you, through the use of our Booking Space Software, and how that information may be used or disclosed by us and the safeguards we use to protect it. The personal information that we collect is used for providing and improving our services. We will not use or share your information with anyone except as described in this Privacy Notice.

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.We may update this Privacy Notice from time to time, and you can find our latest notice on our Booking Space Software or by asking us for a copy.

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Who is Booking Space?

Booking Space Ltd is a UK registered company in England and Wales under company number 14160647 with its registered office address at Wonde, Furlong House, 2 Kings Court, Newmarket, Suffolk, United Kingdom, CB8 7SG.

We have appointed a Data Protection Officer who is responsible for overseeing questions in relation to this Privacy Notice. If you have any questions about this Privacy Notice, including any requests to exercise your legal rights, please contact the Data Protection Officer as follows:Address: Furlong House, 2 Kings Court, Newmarket, Suffolk, England, CB8 7SG.

We will only process personal information about you in accordance with the UK Data Protection Legislation which for the purposes of this Privacy Notice shall mean: all applicable data protection and privacy legislation in force from time to time in the UK including without limitation the UK GDPR (“UKGDPR”); the Data Protection Act 2018 (and regulations made thereunder) (“DPA 2018”); and the Privacy and Electronic Communications Regulations 2003 (SI 2003/2426) as amended; and all other legislation and regulatory requirements in force from time to time which apply to a party relating to the use of personal data (including, without limitation, the privacy of electronic communications); and the guidance and codes of practice issued by the Commissioner or other relevant regulatory authority and which are applicable to a party (“Data Protection Legislation”).

For the purposes of this notice ‘data processor’ and ‘data controller’ shall be interpreted and construed by reference to the term ‘processor’ and ‘controller’ as defined in the Data Protection Legislation.

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What does Booking Space do?

Booking Space offers an online booking management system for businesses.

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The purpose of this Privacy Notice

In most cases, we act as a data processor. This means we process data for and on behalf of users of the Booking Space software.

However, we also use various types of data for purposes in connection with the management of the Booking Space Software or the delivery of our services. When you log in to our platform and application through our Booking Space Software, visit our Booking Space website generally, or contact us, we will receive certain data directly from you, such as your name and login details.

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The data we collect and how we collect it

Where you are a visitor to our Website or where you register for a demonstration or trial account we will collect data from you which includes Identity Data such as your name and Contact Data which includes your email address, telephone number and address.

We will also collect information through cookies, including anonymous analytics information about your use of the Booking Space Software and our Website and information about your device, internet connection, browser etc. Learn more about how we use cookies in our Cookie Policy.

Depending on your relationship with us (for instance, whether you are an Authorised User or a professional contact), we may also collect, use, store and transfer some or all of the following data from the Authorised Users of our Booking Space Software or users of our online support:You can withhold your personal data from us, but we may not be able to provide our services to you if you do so.

We may collect your personal data from different sources:

• We collect all of the types of data listed above directly from you when you interact with us. This includes when you register with our Booking Space Software, and when you login to our Booking Space Software or use our online support.
• We collect Identity Data and Contact Data in the provision of our services.
• We collect Technical Log Data automatically when you interact with our Booking Space Software or platform, by using cookies and other similar technologies.

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How we use your personal data

We will only use your personal data when the law allows us to. We (or third party data processors, agents and sub-contractors acting on our behalf) may collect, store and use your personal information by way of different methods to collect data from and about you including through:

Direct interactions. This is information (including Identity, Contact and Financial Data) you consent to giving us about you when you fill in forms through the Booking Space Software or by corresponding with us (for example, by email or chat). It includes information you provide when you register or subscribe to any of our Services, visit or use the Booking Space Software when you create an account with us and finally when you report a problem with our Services, or the Booking Space Software generally. If you contact us, we will keep a record of that correspondence.

Information we collect about you and your device either automated or otherwise. Each time you visit our Booking Space Software or use our Services, we will automatically collect personal data including Technical Log Data. We collect this data using cookies and other similar technologies including server logs. We may also receive technical data about you if you visit other Booking Space Softwares employing our cookies.

We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our documented instructions, which include strict confidentiality and contractual terms.

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.

We will only use your personal data when the law allows us to. Most commonly we will use your personal data in the following circumstances:

Where you have consented before the processing.

• Where we need to perform a contract we are about to enter into, or have entered into with you.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where we need to comply with a legal or regulatory obligation.
• Where it is a public task i.e. the processing is necessary for us to perform a task in the public interest or for any official functions, and the task or function has a clear basis in law.

When we are acting as a data controller, we will use your personal data for the purposes set out in the table below.

Aggregated Data

We may aggregate and use non-personally identifiable data we have collected from you and others. This data will in no way identify you or any other individual.We may use this aggregated non-personally identifiable data to:

• assist us to better understand how our users are using our Booking Space Software and services;
• provide users with further information regarding the uses and benefits of our Booking Space Software and services;
• otherwise to improve our Booking Space Software and services.

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Cookies when using our Booking Space Software

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of our Website may become inaccessible or not function properly.‍

In some instances, we may use personal data about you in ways that are not described above but where this does happen, we will supply you with a supplemental privacy notice.

Sharing your personal data

We may need to share your personal data when using your personal data as set out in the table above. We may share your personal data with the following third parties:

• Our professional advisers, including lawyers, auditors and insurers.
• Customer support providers.
• Service providers who provide IT and system administration services, or who store data on our behalf.
• Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this Privacy Notice.
• Where any of your data is required for such a purpose, we will take all reasonable steps to ensure that your data will be handled safely, securely, and in accordance with your rights, our obligations, and the obligations of the third party under the Data Protection Legislation.

International Transfers

Subject to us complying with Data Protection Legislation and ensuring appropriate safeguards are in place, we may transfer your personal data to third parties providing services to us who are based outside of the UK without obtaining your specific written consent. This may include parties providing IT administration services and hosting services, and parties providing assistance with managing our marketing databases.

Whenever we transfer your personal data outside of the UK, we ensure a similar degree of protection is afforded to it by ensuring we implement appropriate data transfer mechanisms to protect your personal data, which includes at least one of the following:

(a) the Personal Data is transferred to or processed in a territory which is subject to adequacy regulations under the Data Protection Legislation that the territory provides adequate protection for the privacy rights of individuals; or

(b) we participate in a valid cross-border transfer mechanism under Data Protection Legislation, so that we (and, where appropriate, the school) can ensure that appropriate safeguards are in place to ensure an adequate level of protection with respect to the privacy rights of individuals as required under the UK GDPR; or

(c) the transfer otherwise complies with Data Protection Legislation.

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Retention period

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

For more details of our specific retention periods, please contact our Data Protection Officer.

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How do we protect your personal data?

Data security is of great importance to us, and to protect your data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure data collected and processed through our Booking Space Software.

We have implemented significant security measures to maintain a high level of security. We are certified to the ISO 27001 standard to protect from unauthorised disclosure, use, alteration or destruction of personal data.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Notwithstanding the security measures that we take, it is important to remember that the transmission of data via the internet may not be completely secure and that you are advised to take suitable precautions when transmitting to us data via the internet and you take the risk that any sending of that data turns out to be not secure despite our efforts.

If we give you a password upon registration on our Booking Space Software, you must keep it confidential. Please don't share it.

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Your rights as a data subject

Under certain circumstances, you have rights under the Data Protection Legislation in relation to your personal data. These rights are set out below. If you wish to exercise any of the rights set out below, please contact our Data Protection Officer at dpo@bookingspace.com.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

Your rights are as follows:

• Right of access – you have the right to request a copy of the personal data that we hold about you and to check that we are lawfully processing it.
• Right of rectification – you have a right to request that we correct personal data that we hold about you that is inaccurate or incomplete.
• Right to be forgotten / erased – in certain circumstances you can ask for the data we hold about you to be erased from our records.
• Right to restriction of processing – where certain conditions apply, you have a right to restrict the processing.
• Right of portability – you have the right to have the data we hold about you transferred to another organisation.
• Right to object – you have the right to object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms.
• Where we are relying on your consent to process your personal data, you may withdraw consent at any time. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent, or to processing carried out on other legal grounds. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

All of the above requests will be forwarded to the relevant third party, should there be a third party involved in the processing of your personal data.

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Children and/or Special Category Data

We do not obtain any personal data relating to children or special category data when we act as a data controller through the provision of our Services. In the circumstances where we do collect and process personal data relating to children or special category data in our role as data processor, we recognise that we need to have further justification for the collection, storing and use of this information. In those circumstances, we do so only on the careful instructions of the data controller and solely in accordance with the Data Protection Legislation.

We have in place appropriate policies and safeguards when processing such data as referred to in this Privacy Notice.

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Complaints to the Information Commissioner’s Office

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance by emailing us at dpo@bookingspace.com.

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Changes to this notice

We may update this notice (and any supplemental privacy notice), from time to time. We will notify you of the changes where required by applicable law to do so.

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