BookedYou Privacy Policy

1. Who We Are and Terminology

For the purposes of this Privacy Policy:

• “User,” “you,” or “your” means an individual accessing or using BookedYou.
• “BookedYou,” “we,” “us,” or “our” means Booked You Inc., the company operating the BookedYou platform.
• “Personal information” means information about an identifiable individual, as defined by applicable privacy law.
• “User content” means information or materials you submit, upload, create, or share through BookedYou, including photographs, files, messages, event details, and booking information.
• “AI Bookie” means BookedYou’s artificial intelligence assistant and associated features.
• “Business administrator” means a person authorized to manage a business account or its subaccounts.
• “Analytics features” means BookedYou features that summarize, display, or interpret activity, participation, feedback, ratings, calendar use, or other information associated with an account.

This Privacy Policy should be read together with our Terms and Conditions.

2. Information We Collect

The information we collect depends on the features you use, the permissions you grant, and your interactions with BookedYou.

2.1 Information you provide

We may collect:

• Name, username, email address, phone number, date of birth, profile photograph, and account preferences.
• Account credentials and information used for verification or account recovery.
• Event details, invitations, guest lists, attendance statuses, comments, personal notes, and calendar information.
• Booking and appointment details, ticket information, payment status, cancellations, and related communications.
• Messages, broadcasts, uploaded files, photographs, documents, and other content you choose to submit.
• Information you provide to AI Bookie, including instructions, questions, and files selected for processing.
• Business details, team information, subaccount assignments, and account administration records.
• Happiness feedback, mood ratings, survey responses, and other feedback you voluntarily submit.
• Customer support requests and reports of inappropriate conduct.

Please do not provide sensitive personal information unless it is necessary for a feature and you are authorized to provide it.

2.2 Information from Google and other connected services

If you use Sign in with Google or connect an external calendar or other service, we may receive information permitted by the authorization you grant. Depending on the integration, this may include your name, email address, profile photograph, calendar entries, event details, or synchronization information.

We use connected-service information to authenticate your account, provide the integration you requested, and maintain the associated functionality.

You can revoke a connection through the relevant service or BookedYou settings where available. Revoking access may prevent the connected feature from continuing to work.

2.3 Information collected automatically

When you use BookedYou, we may collect:

• IP address and approximate location derived from network information.
• Browser type, operating system, device identifiers, and technical configuration.
• Pages visited, features used, actions taken, session duration, and access timestamps.
• Login, authentication, security, error, and diagnostic logs.
• Cookie identifiers, preferences, and other information collected through similar technologies.
• AI task records, token usage, storage usage, and transaction or subscription status.
• Usage information needed to calculate analytics, participation summaries, and account activity indicators.

We use this information to operate the service, troubleshoot problems, understand usage, protect accounts, and maintain billing and service records.

2.4 Information received from other users

Other users may provide information about you when they invite you to an event, add you to a booking, send you a message, upload a photograph containing you, or otherwise interact with you through BookedYou.

For example, an event creator may enter your name or email address when inviting you. If you believe someone has submitted information about you improperly, contact us using the details in this policy.

3. How We Use Personal Information

We may use personal information for the following purposes:

• Create, authenticate, maintain, and secure accounts.
• Provide events, calendars, bookings, appointments, invitations, messaging, broadcasts, file sharing, and community features.
• Operate AI Bookie and carry out user-authorized tasks.
• Provide BookedQuest discovery and relevant recommendations.
• Process payments, subscriptions, storage upgrades, token purchases, Booking Protection, and business subaccount plans.
• Calculate storage usage, administer token allowances, and maintain account entitlements.
• Synchronize calendars and connect authorized third-party services.
• Calculate and display analytics, happiness feedback summaries, mood indicators, and Work-Life-Fun Balance information.
• Deliver service notices, booking confirmations, receipts, security alerts, and customer support.
• Diagnose errors, monitor reliability, and improve the usability and performance of BookedYou.
• Detect fraud, unauthorized access, abuse, and violations of our Terms and Conditions.
• Respond to complaints, investigate incidents, and enforce our policies.
• Comply with applicable laws, lawful requests, and legitimate accounting or recordkeeping requirements.

We will not use personal information for a materially different purpose unless we have an appropriate legal basis and provide any notice or obtain any consent required by law.

4. AI Bookie and Artificial Intelligence

AI Bookie helps users interact with BookedYou through natural-language instructions, chat, and other supported interfaces. Depending on the available functionality, it may help users organize events, interpret uploaded files, search information, prepare messages, compare schedules, manage bookings, and perform other supported tasks.

4.1 Information processed by AI Bookie

When you use AI Bookie, we may process information necessary to understand and carry out your request. This may include:

• Your typed or spoken instructions and relevant conversation context.
• Relevant event, schedule, booking, guest, or calendar details.
• Files or images you choose to provide for interpretation.
• The information required to prepare, execute, or report on a requested action.
• Technical and usage information needed to operate the AI feature and administer token usage.

We aim to limit the information sent for a task to what is reasonably necessary for that task. The actual information processed depends on the command and the feature used.

4.2 Third-party AI providers

BookedYou may use third-party AI services, including Google’s Gemini models, to process prompts, interpret content, and generate responses.

Information required for a request may be transmitted to the relevant provider. The provider processes that information under the terms and privacy arrangements applicable to the service BookedYou uses.

We will not represent that prompts are never retained or used for model improvement unless we have verified that the applicable provider configuration and contract support that statement. Where the provider’s terms or data-processing practices materially affect users’ privacy, we will provide appropriate information.

4.3 AI actions and permissions

AI Bookie may prepare or execute actions within BookedYou, subject to the permissions and safeguards of the relevant feature.

We may require additional confirmation for actions such as sending bulk communications, removing guests, cancelling bookings, or making changes with significant consequences. AI Bookie is not intended to override account permissions or access information that the user is not authorized to access.

AI-generated responses may be incomplete or inaccurate. Users should review relevant details before relying on them or sending generated content to others.

4.4 AI records and improvement

We may retain limited records of AI requests, results, task status, errors, and token consumption to provide the service, investigate failures, prevent abuse, and maintain accurate usage balances.

Where permitted and appropriately disclosed, we may use de-identified or aggregated service information to assess performance and improve our systems. We will not use identifiable personal information for unrelated AI training or other materially different purposes without an appropriate legal basis and any consent required by law.

4.5 Your choices

You can choose whether to use AI Bookie. You should avoid entering passwords, payment card details, or unnecessary sensitive information into AI conversations.

If you do not wish certain information to be processed through an AI feature, do not submit that information through that feature.

5. Analytics, Happiness Mood, and Work-Life-Fun Balance

BookedYou may provide analytics and insight features designed to help users understand their activity, participation, scheduling patterns, community engagement, and experiences on the platform.

These features may include:

• Happiness Mood: feedback summaries based on ratings or responses users voluntarily submit, including a range of mood or satisfaction faces.
• Community Happiness: an aggregate view of feedback submitted by guests or participants about their experiences with a business, organization, or community.
• Work-Life-Fun Balance: an indicator based on activity or booking categories, which may include Business, Social, Special, Personal, and BookedQuest.
• Booking Type Breakdown: summaries showing how bookings or activities are distributed among categories.
• Activity and participation insights: summaries of events, bookings, guest participation, attendance, and other platform activity.
• Other account insights: charts, trends, comparisons, and summaries derived from information available through BookedYou.

5.1 How analytics are generated

Analytics may be calculated from information such as:

• Booking and event records.
• Categories assigned to activities or bookings.
• Attendance and participation information.
• Feedback, ratings, and survey responses voluntarily submitted by users.
• Dates, times, frequency, and other relevant activity information.
• Other information associated with the relevant account and permitted by its settings.

The information displayed may be calculated, summarized, grouped, or averaged. Results may depend on the amount, accuracy, and availability of information submitted or recorded.

For example, a Happiness Mood summary may reflect the ratings received from participating guests. A Work-Life-Fun Balance indicator may reflect the categories assigned to a user’s recorded activities. These indicators do not necessarily represent every aspect of a person’s life or every participant’s experience.

5.2 Purpose and limitations of analytics

BookedYou’s analytics and insight features are provided for general informational, organizational, reflective, engagement, and entertainment purposes.

They are intended to help users explore patterns and reflect on activity within BookedYou. They are not designed or intended to:

• Diagnose, treat, or prevent any medical or psychological condition.
• Measure or determine a person’s mental health, emotional health, or overall well-being.
• Provide psychological, psychiatric, medical, therapeutic, financial, or other professional advice.
• Establish whether a person is happy, unhappy, healthy, unhealthy, stressed, depressed, or experiencing any other personal condition.
• Make employment, educational, insurance, medical, or other high-impact decisions about an individual.

A Happiness Mood rating is a subjective response submitted by a user. It is not a clinical measurement or professional assessment. A Work-Life-Fun Balance indicator is a platform-generated summary based on recorded activity categories; it is not a scientific measurement of work-life balance or personal well-being.

Analytics may be incomplete, approximate, delayed, or affected by missing, incorrect, or limited data. Users should not treat these indicators as definitive conclusions about themselves or other people.

5.3 Business and community analytics

Business and organizational accounts may receive aggregated feedback and activity summaries to help them understand participant experiences and identify possible opportunities for improvement.

Where analytics are based on feedback from multiple people, results may be grouped or averaged. A summary should not automatically be interpreted as representing every participant’s opinion.

Business administrators should use analytics responsibly and should not treat a person’s feedback rating as a diagnosis, a definitive judgment of their character, or proof of their mental or emotional state.

Access to identifiable feedback or individual responses depends on the relevant feature, permissions, settings, and disclosures made when feedback is collected.

5.4 No guarantee of accuracy or outcomes

BookedYou does not guarantee that analytics, scores, indicators, trends, or recommendations will be accurate, complete, or suitable for a particular purpose.

Analytics are provided as general platform insights. Users remain responsible for their own interpretations and decisions and should seek qualified professional advice when they need medical, psychological, or other professional assessment.

6. When We Share Personal Information

We do not sell personal information, and we do not share personal information with third parties for their own direct marketing purposes. We may disclose personal information in the circumstances described below.

6.1 Service providers

We may disclose necessary information to service providers that help us operate BookedYou, such as:

• Website hosting, cloud infrastructure, storage, and security providers.
• AI providers used to operate AI Bookie.
• Payment processors, including Stripe where applicable.
• Email, notification, authentication, and communications providers.
• Analytics, diagnostics, customer support, and fraud-prevention providers.

These providers may process information on our behalf or in accordance with their own applicable terms. We seek to use appropriate contractual, technical, and organizational safeguards for the information they handle.

6.2 Event creators, organizers, and other users

Information may be shared with the people and organizations you choose to interact with through BookedYou.

For example, an event creator may see guest names, attendance statuses, booking details, and messages relevant to the event. A recipient may see your identity and the content of a message or invitation you send. Public event listings may expose information that you or the organizer choose to make public.

The information visible to other users depends on the feature, privacy settings, permissions, and actions taken by the relevant account holder.

6.3 Business administrators and subaccounts

Business administrators may receive account-management information about their business account and subaccounts, such as account status, assigned users, subscription entitlements, storage usage, token usage, billing information, and analytics made available to administrators.

Access to personal content should be governed by the permissions and functionality provided by BookedYou. You should not assume that information associated with an organizational account is private from authorized administrators where the service expressly provides administrative access.

6.4 Legal and safety purposes

We may disclose information when reasonably necessary to:

• Comply with applicable law, a court order, or another valid legal process.
• Investigate suspected fraud, abuse, security incidents, or violations of our Terms.
• Protect the rights, safety, and security of BookedYou, its users, or other people.
• Establish, exercise, or defend legal claims.

We will assess requests appropriately and disclose only what is legally permitted and reasonably necessary.

6.5 Business transactions

Personal information may be transferred as part of a merger, financing, restructuring, acquisition, or sale of all or part of our business, subject to applicable privacy requirements and appropriate safeguards.

6.6 Aggregated or de-identified information

We may use or share aggregated statistics and appropriately de-identified information for reporting, analytics, research, and service improvement where it cannot reasonably be used to identify an individual.

7. Payments, Subscriptions, Tokens, and Receipts

BookedYou may offer paid subscriptions, event or schedule bookings, appointment bookings, paid tickets, business subaccounts, storage upgrades, AI Bookie token packs, and Booking Protection.

Payments may be processed by Stripe or another provider identified during checkout.

7.1 Payment information

Payment providers generally handle payment card details and payment authorization. BookedYou may receive transaction-related information, such as the payer’s name, transaction identifier, payment status, amount, currency, billing details, and limited payment-method information.

BookedYou does not intend to store complete payment card numbers or card security codes on its own systems. The precise handling of payment information depends on the payment integration used.

7.2 Billing and service administration

We use transaction information to issue receipts, manage subscriptions, activate purchased services, administer token balances and storage allowances, manage subaccount entitlements, prevent fraud, and maintain financial records.

7.3 Third-party terms

Your payment may also be subject to the payment provider’s privacy policy and terms. You should review those terms where applicable.

8. Storage, Files, and Booking Protection

BookedYou allows eligible users to store files, photographs, documents, messages, and other content.

8.1 Storage usage

We process storage metadata and usage information to calculate account allowances, show storage breakdowns, administer upgrades, and notify users when they approach or exceed a limit.

Depending on the service, storage information may be allocated to an individual account, business account, or subaccount.

8.2 Storage upgrades and account changes

If a subscription expires, is cancelled, or is downgraded, your storage allowance may change. We may restrict additional uploads or other storage-dependent functions if your stored content exceeds the applicable allowance.

We will describe applicable storage limits and relevant deletion procedures in the service. Users are responsible for reviewing notices and maintaining copies of important content.

8.3 Booking Protection and protected content

If you purchase Booking Protection, we may process the relevant booking and content metadata to identify eligible material, apply the protection period, and administer the feature.

Protected content remains subject to the applicable product terms, retention periods, legal obligations, and valid removal requirements. Protection does not mean that content can never be lost, removed, or made unavailable.

9. Business Accounts and Subaccounts

Business accounts may create and manage purchased subaccounts for authorized teams or organizational purposes.

We may process business names, administrator details, user assignments, access permissions, subscription information, storage usage, token usage, analytics, and other information needed to administer these accounts.

Business administrators are responsible for managing permissions appropriately and ensuring that personal information is handled lawfully within their organization.

Subaccount users should understand that some information about their account and usage may be visible to authorized business administrators. The scope of that visibility depends on the account settings and features provided by BookedYou.

If a subaccount is released from a business account, cancelled, or otherwise reassigned, its information may be retained, transferred, restricted, or deleted according to the relevant account process, our retention rules, and applicable law.

10. Calendar Integrations and Connected Accounts

If you authorize BookedYou to connect to Google Calendar, Apple calendar services, or another supported service, we may process the information necessary to provide the requested integration.

Depending on the permissions granted, this may include calendar events, dates, times, descriptions, availability, and synchronization metadata.

We use this information to support features such as calendar synchronization, schedule comparisons, availability checks, and event planning.

You can revoke access through the relevant connected service or BookedYou settings where available. Revocation may stop future synchronization but may not automatically delete information already copied into BookedYou. You can contact us or use available settings to request deletion of eligible information.

11. Communications and Notifications

BookedYou may send service-related communications such as account verification messages, invitations, booking confirmations, appointment reminders, payment receipts, security alerts, important service notices, and customer support responses.

We may also provide optional marketing or promotional communications where permitted. You can unsubscribe from marketing emails using the unsubscribe mechanism provided or contact us for assistance.

Even if you opt out of marketing, we may continue to send necessary transactional, security, legal, or account-related messages.

We process message and notification information to deliver communications, maintain conversation history where available, investigate delivery problems, and protect users against abuse.

12. Cookies, Analytics, and Similar Technologies

BookedYou may use cookies, local storage, and similar technologies to:

• Keep users signed in and maintain secure sessions.
• Remember preferences and improve navigation.
• Understand usage patterns and diagnose technical issues.
• Protect accounts and detect suspicious activity.
• Measure the performance of features and improve the service.

Some cookies are necessary for the service to function. Where required by law, we will obtain consent before using non-essential cookies or similar technologies.

You may manage cookies through your browser and any consent tools provided by BookedYou. Disabling certain cookies may affect login, preferences, or other functionality.

13. Server Logs and Security Information

Our systems may automatically collect technical records such as IP addresses, browser and device details, requested URLs, referral information, access timestamps, login events, and error reports.

We use these records for system administration, troubleshooting, service reliability, fraud prevention, incident investigation, and security monitoring.

IP addresses and other technical identifiers may be associated with account or usage information when necessary for these purposes. We do not assume that such identifiers are always anonymous.

14. Data Retention and Deletion

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, subject to legal, security, operational, and recordkeeping requirements.

Retention periods vary by information type and feature.

• Account information: generally retained while your account remains active and for a reasonable period afterward where necessary.
• Messages, event records, and files: retained according to account settings, storage plans, user deletion actions, and applicable service policies.
• Feedback and analytics records: retained for periods appropriate to providing analytics, maintaining relevant account history, improving the service, and meeting applicable legal or operational requirements.
• Payment and transaction records: may be retained for accounting, tax, fraud-prevention, dispute-resolution, and legal purposes.
• AI usage and security logs: retained for periods appropriate to service operation, troubleshooting, security, and dispute handling.
• Backups: deleted or overwritten according to our backup and recovery processes.

Some records may be retained for up to seven years where necessary for legal, accounting, tax, or regulatory purposes. This is not a guarantee that every type of information is retained for seven years.

When you request account deletion, your information may enter a pending-deletion period if that feature is offered. Following deletion, information may remain temporarily in backups or be retained where legally required, necessary to resolve disputes, or otherwise permitted by law.

Deleting your BookedYou account may affect access to stored files, protected content, bookings, messages, tokens, subscriptions, and subaccounts. Any relevant consequences will be explained in the account deletion flow or applicable service terms.

15. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information from unauthorized access, loss, misuse, alteration, or disclosure.

Safeguards may include access controls, authentication measures, encryption where appropriate, system monitoring, security updates, and restrictions on access to information.

No internet service or method of storage can guarantee absolute security. Users should protect their login credentials, use secure devices, and notify us promptly if they suspect unauthorized access.

Where required by law, we will take appropriate steps in response to a privacy or security incident, including required notifications.

16. Your Privacy Rights and Choices

Depending on your location and applicable law, you may have the right to:

• Request access to personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Request deletion of eligible personal information.
• Withdraw consent where processing is based on consent, subject to legal and contractual limitations.
• Revoke access to connected accounts or calendar integrations.
• Opt out of optional marketing communications.
• Ask questions or submit a complaint about our privacy practices.

To protect your information, we may need to verify your identity before responding to a request.

Some information may need to be retained to fulfil legal obligations, complete transactions, maintain security, or resolve disputes. If we cannot fulfil a request in full, we will explain the applicable reason where required by law.

To exercise your rights, contact privacy@bookedyou.com.

17. Children’s Privacy

BookedYou is not intended to be used by children in a manner that violates applicable age requirements or privacy laws.

Where an event or community involves children, the responsible adult, parent, guardian, or organization must ensure that information is submitted and shared lawfully and with any required permissions.

We do not knowingly collect personal information from children in circumstances where such collection is prohibited. If you believe a child has provided personal information improperly, contact us so that we can assess the situation and take appropriate action.

18. International Processing

BookedYou and its service providers may process or store information in Canada or other countries where they or their infrastructure operate.

When personal information is processed outside your jurisdiction, it may be subject to the laws of that location and may be accessible to authorities under those laws.

We will take steps required by applicable privacy law to provide appropriate safeguards and disclosures for cross-border processing.

19. Third-Party Websites and Services

BookedYou may link to third-party websites or integrate external services, including authentication, calendars, AI, hosting, and payment services.

We are not responsible for the independent privacy practices of third-party websites or services. Your use of those services may be governed by their own terms and privacy policies.

You should review those policies before connecting an account or providing information directly to a third party.

20. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our services, providers, business practices, or legal obligations.

The revised policy will be published with an updated effective date. Where a change materially affects how personal information is collected, used, disclosed, or retained, we will provide appropriate notice and obtain consent where required by law.

We will not rely solely on continued use of BookedYou as consent where applicable law requires a different form of consent.

We encourage users to review this policy periodically.

21. Contact Us

If you have questions, requests, or complaints about this Privacy Policy or our handling of personal information, contact:

Booked You Inc.
7030 Woodbine Avenue, Suite 500
Markham, ON L3R 6G2
Canada

Privacy Email: privacy@bookedyou.com
Website: https://bookedyou.com

Please do not include passwords, payment card details, or unnecessary sensitive information in your email.