BookingLive Privacy Policy

Introduction

This notice sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your sensitive information and how we will deal with it. For the purposes of the Data Protection Act 2018 (‘the DPA’) and the retained EU law version of the General Data Protection Regulation (‘the UK GDPR’), sensitive information includes what is defined as your ‘personal data’.

By using our services and visiting our websites, including  https://www.bookinglive.com (the ‘Website’) we will process your personal data. This Privacy Notice sets out how we look after your personal data when you visit our Website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you. 

In this Privacy Notice, we seek to abide by the letter and spirit of the guidelines laid out by the UK Information Commissioner’s Office webpage titled ‘Right to be Informed’.

It is important you read this Privacy Notice together with any other privacy policy/notice or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This Privacy Notice supplements other notices and privacy policies and is not intended to override them. 

Who is covered by this policy?

Online visitors to bookinglive.com as well as customers, excluding end customers of the BookingLive platform and related tools.

This Website is not intended for children and we do not knowingly collect data relating to children.

Who are we?

More formally, we are Booking Live Software Limited (referred to as “BookingLive”, “we”, “us” or “our” in this privacy policy). We are a company registered in England and Wales with Company number 09012100 and our registered office is at The Maltings East Tyndall Street Cardiff CF24 5EA.

We are registered with the Information Commissioners Office under registration number ZA447120 and you can view more details of our registration by visiting their website here.

For the purposes of the DPA and in-line with the GDPR, BookingLive is the Data Controller and responsible for your personal data.

If you have any concerns about the way we use your information or any questions about this Privacy Notice, please let us know.

For the purposes of the GDPR our Data Protection Officer is Chris Jones, who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy including any requests to exercise your legal rights, you can contact Chris directly by calling 0800 1310 342.

What do we do with your information?

We will use your information to:

• periodically contact you for transactional and/or marketing purposes;
• allow you access to the BookingLive platform; and
• provide customer service and support to you.

We compile statistics about user trends on our Website and the BookingLive platform.

If you register as a user of BookingLive then our services and any related communication will be delivered to you on the legal basis of the performance of a contract between us and you.

What information do we collect from you?

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). 

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• Identity data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
• Contract data includes billing address, delivery address, email address and telephone numbers.
• Financial data includes [bank account and payment card details].
• Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
• Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
• Usage Data includes information about how you use our website, BookingLive platform and other products and services we may offer.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences. 

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy. 

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic biometric data). Nor do we collect any information about criminal convictions and offences. 

What happens if you fail to provide personal data?

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

How is your personal data collected?

We use different methods to collect data from and about you including through:

Information you give us – this is information that you give us by filling in forms and/or accounts on our Website or by corresponding with us by post, phone, email or otherwise. It includes information you provide when you register with us through our Website, subscribe to our services, request marketing to be sent to you, enter a competition, promotion or survey, or give us feedback or contact us. We only request from you the minimum data required for you to use our service. The information we require from you to sign up to our services or for a demonstration of our software will include your full name, email address, phone number,     company name and address.

Information we collect about you – Whenever you visit or interact with our Website we will automatically collect the following information:

• technical information – including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;
• information about your visit – this includes the full Uniform Resource Locators (URL), clickstream to, through and from our Website (including date and time), pages you have visited, page response times, download errors, length of visits to certain page and page interaction information (such as scrolling, clicks, and mouse-overs).

We collect this personal data by using cookies, server logs and other similar technologies. Please see our cookie policy for further details. 

Information we receive from other sources – This is information we receive about you if you use any of the other websites we operate or the other services we provide. In this case we will have informed you when we collected that data if we intend to share those data internally and combine it with data collected on this Website. We will also have told you for what purpose we will share and combine your data. We are working closely with External Third Parties (including, for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, credit reference agencies). We will notify you when we receive information about you from them and the purposes for which we intend to use that information.

We will also receive personal data about you from various third parties as set out below: 

• Technical Data from the following parties: 
  • analytics providers;
  • advertising networks; and 
  • search information providers.
• Contact, Financial and Transactional Data from providers of technical, payment and delivery services;
• Identity and Contact Data from data brokers or aggregators; and
• Identity and Contact Data from publicly available sources.

Where do we hold your information?

The information and content held on our Website is deployed geographically to maximise user experience. All information that could identify individuals within the European Union is stored exclusively within the European Union. We will never share your user information with third parties for promotional purposes.

We hold our data with External Third Parties. We remain responsible at all times for the security of your information.

How do we use your personal data?

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 we need to perform the 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 obligation.

Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

For what purposes do we use your personal data?

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

For what purposes do we use your personal data? (cont)

Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

Promotional offers from us

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).

Third-party marketing

We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.

Opting out

You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you, or by contacting us at any time.

Change of purpose

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. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Do we share any information to outside parties?

We may share your personal data with the parties set out below for the purposes set out in what we hold and what we do with your information above. 

• External Third Parties as set out in the Glossary.
• 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 policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. 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 instructions.

Do we transfer any data Internationally?

Many of our External Third Parties are based outside the UK so their processing of your personal data will involve a transfer of data outside the UK.

Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.
• Where we use certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.

What do we do to ensure the security of your personal information?

We take the security of your personal data very seriously. Our approach to information security is constantly evolving and continually reviewed.

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have policies and practices in place that not only ensure our compliance under the DPA but also the UK GDPR, including training and adequate procedures put in place for any staff that handle or have access to sensitive information. We have also 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.

How do we use third party links?

Our Website may, from time to time, contain links to and from third-party websites, plug-ins and applications, such as those of our partner networks, advertisers and affiliates (including, but not limited to, websites on which our service may be advertised). Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third party websites and are not responsible for their privacy statements. If you follow a link to any of these websites, please note that these websites and any services that may be accessible through them have their own privacy policies and that we are not responsible or liable for these policies or for any personal data that may be collected through these websites or services, such as contact and location data. Please check these policies before you submit any personal data to these websites or use these services.

What are your rights?

We may contact you via email with updates about the services that we offer or any changes that we have made to our Website. You can opt in or out at any time by clicking the ‘Unsubscribe’ link in our emails.

You have the right to find out about what information we hold about you. You can exercise that right by contacting us and we will send you any request for information in a suitable electronic form within 20 working days. To make a request for information please call 0800 1310 342 and a member of our team will be in touch.

If your personal data is incorrect then you have the right to rectify this information and ensure that it is accurate and up to date. If your data is incorrect then please contact us at the email address above and a member of the team will rectify this on your behalf.

You have the right to restrict your processing of personal data and the right ‘to be forgotten’ by having your personally identifiable information permanently deleted from our systems. Again, if you would like to exercise this right then please contact us at 0800 1310 342

There will be no charge made for reasonable electronic access to your information, your right to rectification or for your right to be forgotten from our systems.

How long do we hold your information for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. This will not normally be longer than 24 months from the date we collect your personal data. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

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, regulatory, tax, accounting or other requirements.

At BookingLive we have procedures in place to regularly review every 12 months what personal data we hold. If you have not interacted with us or accessed our services during this or the subsequent period then we will delete your personal data from our systems, but will send you an email first informing you of our intention to do so. Of course, you have the right to be forgotten at any point and can find out more about this in the ‘Access to Information’ section above.

In some circumstances you can ask us to delete your data: see your legal rights below for further information.

Changes to this Privacy Notice

We keep our privacy policy under regular review. This version was last updated on March 2022. Any changes we may make to our Privacy Notice in the future will be posted on this page. Should, at some point in the future, we provide services via the internet for which it is necessary for you to register as a user, changes will be notified to you when you next log in to make use of those services. The new terms may be displayed on-screen and you will be required to read and accept them to continue your use of our services.

Our Cookie Policy

ur Website uses cookies to distinguish you from other users of our Website. This helps us to provide you with a good experience when you browse our Website and also allows us to improve our site.

If you would like to manage your use of cookies or completely turn off cookies then you can find out how to do so by using the link here. 

You can also choose which functional, performance, analytics, advertisement and other cookies we can set by clicking on the button(s):

[Functional Disabled 

Performance Disabled

Analytics Disabled

Advertisement Disabled

Others Disabled] 

However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our website.

Please note that if you do limit or block cookie use on our Website the functionality of both the Website and our services will be affected.

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive.

As part of our overall approach to privacy and transparency, this section describes what cookies are in the context of our web and mobile interfaces, and what their use means to you. At the end, we’ve included some links to help you research cookies and their impact, and how you can use your web browser to control the way it manages cookies.

We use the following types of cookies:

• Strictly necessary cookies – these are cookies that are required for the operation of our Website. They include, for example, cookies that enable you to log into secure areas of our Website, use a shopping cart or make use of an e-payment system.
• Analytical/performance cookies – these allow us to recognise and count the number of visitors and to see how visitors move around our Website when they are using it. This helps us to improve the way our Website works, for example, by ensuring that users are finding what they are looking for easily.
• Functionality cookies – these are used to recognise you when you return to our Website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
• Targeting cookies – these cookies record your visit to our Website, the pages you have visited and the links you have followed. We will use this information to make our Website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose but these cookies will contain no information capable of identifying you personally to us.

Please note that External Third Parties may also use cookies, over which we have no control. These External Third Parties may include, for example, advertising networks and providers of external services like web traffic analysis services. These third party cookies are likely to be analytical cookies, performance cookies or targeting cookies.

Except for essential cookies, all cookies will expire after 11 months.

You can find more information about the individual cookies we use and the purposes for which we use below:

Google Analytics

We use Google Analytics to understand general trends about our content and traffic sources; for example, where users come from, which pages are most popular, which sites provide most traffic, and how our marketing efforts impact the amount of visits we receive.

Google’s statement about privacy can be found here.

Twitter button

The Twitter button allows our users to share our platform and services with their followers more easily. Twitters privacy policy states they use cookies “to collect additional Website usage data and to improve our Services” – You can read the policy in full here.

Facebook Button

We use Facebook button to allow you to share out platform with your friends and other Facebook users. Facebook’s statement about privacy relating their Connect feature is here and also here.

LinkedIn button

We use a LinkedIn button to allow you to share our platform and the services we offer with your connections. LinkedIn’s information about privacy can be found here.

YouTube Button

We use the YouTube button to allow you to easily visit and subscribe to our ‘BookingLive’ YouTube channel.  You can view how YouTube handle your personal data by visiting their policy here.

More information about cookies

Still don’t know what cookies are?  Then why not follow the link conveniently located here which provides more information about what they are and how they work.

Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. You have the right to:

Request access to your personal data (commonly known as “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

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. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:

• If you want us to establish the data’s accuracy.
• Where our use of the data is unlawful but you do not want us to erase it.
• Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
• You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. 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.

If you wish to exercise any of the rights set out above please contact our Data Protection Officer, Chris Jones, you can contact Chris directly by calling 0800 1310 342.

No fee usually required. 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 could refuse to comply with your request in these circumstances.

What we may need from you. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond. We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Contact the Information Commissioner if there is a problem

You have the right to make a complaint at any time to the UK Information Commissioner’s Office (ICO), the UK regulator for data protection issues. We would however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance. If you consider we have not addressed your problem, you can contact the ICO for assistance. Further information can be found here.

Glossary

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.

External Third Parties:

Service providers acting as processors including but not limited to: Hubspot, All Day PA, Google, Facebook, Zoom, Zapier, Indeed, Linkedin, Intercom, Chargebee or Zoho. You can view their Privacy Notice, amongst their other policies here:

• Hubspot; 
• All Day PA; 
• Google;
• Facebook;
• Zoom;
• Zapier
• Indeed; 
• LinkedIn
• Intercom;
• Chargebee;
  and

• Zoho.
• Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accounting services.
• HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.