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Privacy Policy

{{BUSINESS_NAME}} ("we", "us", or "our") respects your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our online booking system. Please read it carefully.

1. Who We Are

{{BUSINESS_NAME}} is the data controller responsible for the personal information described in this Policy. You can contact us at:

{{BUSINESS_NAME}}
{{BUSINESS_ADDRESS}}
{{BUSINESS_EMAIL_LINE}}Phone: {{BUSINESS_PHONE}}
Website: {{BUSINESS_WEBSITE}}

Our booking system is provided through {{RESERVLY_NAME}}, which acts as a data processor on our behalf under Article 28 of the EU General Data Protection Regulation (GDPR). For details on how Reservly handles data at the platform level, see Reservly's Privacy Policy and Data Processing Agreement.

2. Information We Collect

We collect the following categories of personal information when you book with us:

Contact information: Your name, email address, and phone number.
Booking details: The services, events, or rentals you select; the date and time you choose; any staff or resource preferences; and any notes you add to your booking.
{{PAYMENT_INFO_SUMMARY}}
How you found us: If you arrive through a link that says where you came from, we record that with your booking. We do not track how you browse our booking pages and we do not use analytics tools. If you tick a consent box, we record the date, time and the IP address it was ticked from, as proof of your consent.
Communications and our own records: Any messages you send us, including email content and any notes attached to your booking. We also keep our own notes and labels about you as a customer, and a record if we have blocked you from booking and why.

3. Legal Basis for Processing (GDPR Article 6)

If you are in the European Economic Area (EEA), the United Kingdom, or Switzerland, we process your personal information on the following legal bases:

Contract performance (Art. 6(1)(b)): To take your booking, confirm it, and deliver the services you requested.
Legitimate interests (Art. 6(1)(f)): To operate, secure, and improve our services; to prevent fraud; and to communicate with you about your bookings.
Consent (Art. 6(1)(a)): Where you have opted in to marketing communications or non-essential cookies. You can withdraw consent at any time.
Legal obligation (Art. 6(1)(c)): To comply with tax, accounting, consumer-protection, and other applicable laws.

4. How We Use Your Information

We use your personal information to:

Create, confirm, reschedule, and manage your bookings in accordance with our booking policies (see Terms of Service for specifics, including {{CANCELLATION_NOTICE_HOURS}} hours cancellation notice).
Send you booking confirmations, reminders, and service-related notifications.
Process payments and issue refunds, where applicable.
Provide customer support and respond to your enquiries.
Improve the quality, safety, and security of our services.
Comply with our legal and regulatory obligations.
Send marketing communications where you have opted in (Marketing opt-in shown on booking form: {{MARKETING_OPTIN_ENABLED}}).

5. Sharing and Third Parties

We do not sell your personal information. We share it only with the following categories of recipients, and only to the extent necessary:

{{RESERVLY_NAME}}: Our booking-platform processor, which hosts our booking system under a Data Processing Agreement that complies with GDPR Article 28. See Reservly's DPA.
{{PAYMENT_PROVIDER_SUMMARY}}
Email and messaging providers: To deliver booking confirmations, reminders, and support responses.
Professional advisors: Accountants, auditors, and lawyers bound by confidentiality, where reasonably required.
Law enforcement and regulators: Where we are legally required to disclose information, for example in response to a valid court order or to protect our rights.

6. International Transfers

Your personal information may be processed in countries outside the country where you live, including in the United States. When we transfer personal data out of the European Economic Area, United Kingdom, or Switzerland, we rely on one of the following safeguards as required by Chapter V of the GDPR:

Adequacy decisions issued by the European Commission.
Standard Contractual Clauses approved by the European Commission.
Other safeguards permitted by applicable law.

You may request a copy of the specific safeguards that apply to transfers of your data by contacting us {{BUSINESS_CONTACT_METHOD}}.

7. Data Retention

We keep your personal information only for as long as we need it for the purposes set out in this Policy. In particular:

Active bookings: Retained for as long as the booking is active (pending or confirmed).
Completed or cancelled bookings: {{RETENTION_SUMMARY}}
Financial records: Retained for the period required by applicable tax and accounting law in {{BUSINESS_COUNTRY}} (typically six to ten years).
Support correspondence: Retained for as long as needed to resolve your request and for a reasonable period thereafter.

You may request earlier deletion of your data at any time; see Section 8.

8. Your Rights

Depending on where you live, you may have the following rights in relation to your personal information:

Right of access (GDPR Art. 15 / CCPA): Request a copy of the personal information we hold about you.
Right to rectification (Art. 16): Ask us to correct information that is inaccurate or incomplete.
Right to erasure (Art. 17 / "right to be forgotten"): Ask us to delete your personal information, subject to our legal obligations.
Right to restriction (Art. 18): Ask us to limit how we process your data.
Right to data portability (Art. 20): Receive your personal information in a structured, machine-readable format.
Right to object (Art. 21): Object to processing based on legitimate interests or for direct marketing.
Rights related to automated decision-making (Art. 22): We do not use your data for automated decisions that produce legal or similarly significant effects.
Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.
California privacy rights (CCPA/CPRA): California residents may request the categories and specific pieces of personal information collected, and request deletion, subject to legal exceptions.

To exercise any of these rights, use the request forms on our booking page — {{BUSINESS_WEBSITE}}/data-request for a copy of your data, {{BUSINESS_WEBSITE}}/data-deletion to have it deleted, and {{BUSINESS_WEBSITE}}/data-restriction to limit how we process it — or contact us {{BUSINESS_CONTACT_METHOD}} if you would rather write. We will respond within one month. You also have the right to lodge a complaint with your local data protection authority.

9. Children's Data

Our booking system is not directed at children under the age of 13 (or 16 in the EEA, where applicable). We do not knowingly collect personal information from children under that age without verifiable parental consent. If you believe a child has provided us with personal information, please contact us {{BUSINESS_CONTACT_METHOD}} and we will delete it as required by applicable law (including the Children's Online Privacy Protection Act where it applies).

10. Cookies and Similar Technologies

We use a small number of essential cookies to operate the booking system. With your consent we also remember how you found us and the currency rates we showed you. We do not use analytics or advertising cookies. For details, see our Cookies Policy.

11. Security

We take appropriate technical and organisational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

Encryption in transit (HTTPS/TLS) for all booking-system traffic.
Encryption at rest for sensitive data stored in our databases.
Role-based access controls so only authorized staff can view customer data.
Regular security reviews of our platform provider, Reservly.

12. Data Breach Notification

In the unlikely event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the relevant supervisory authority within 72 hours of becoming aware of the breach, as required by GDPR Article 33. Where the breach is likely to result in a high risk to your rights and freedoms, we will also notify you directly without undue delay, in accordance with Article 34.

13. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date above and, where appropriate, notify you by email or by a notice on our booking page.

14. Governing Law

This Privacy Policy is governed by the laws of {{BUSINESS_COUNTRY}}, without regard to conflict-of-law principles. Any disputes arising out of or relating to this Policy will be subject to the exclusive jurisdiction of the competent courts in {{BUSINESS_CITY}}, {{BUSINESS_COUNTRY}}, unless applicable consumer-protection law grants you the right to bring the claim in the jurisdiction where you live.

15. Contact Us

If you have questions about this Privacy Policy, or wish to exercise any of the rights described above, please contact us at:

{{BUSINESS_NAME}}
{{BUSINESS_ADDRESS}}
{{BUSINESS_EMAIL_LINE}}Phone: {{BUSINESS_PHONE}}

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