Customers' personal data
Which customer data we store, who sees it, how to export it and how to erase it on request.
On this page
Your customers' data belongs to your business. You are the controller, and ubooq processes it only on your behalf and only for bookings, under the data processing agreement that is part of the terms of service.
What we store
When customers book online, they enter their name, phone and email, and can add a note. With the booking they agree that the data is used for that booking and for notices about the appointment. We ask for nothing else.
We recognise customers by their phone number. What they enter on the booking page is stored with the appointment, and we never change their customer record by ourselves. That way, someone else's phone number can't redirect their emails. If a different email was entered when booking, you can save it to the record on the appointment's page.
Privacy notice
Next to the consent checkbox on the booking form and on the waiting list there is always a link to a privacy notice. If you enter a link to your own privacy policy in Settings → Details, it leads there. If you don't, it leads to a default notice that we build from the details in Settings → Details: name, legal entity, address, email and phone.
The default notice speaks in your business's name and describes what the booking page does: which data it asks for, why, how long it is kept and which rights customers have. It mentions the waiting list and Google review requests only while they are on. The View the default notice link under the privacy policy field opens it.
- Enter your Legal entity, e.g. "Ana Horvat, sole trader, VAT ID …", so that customers know who the controller is.
- You are responsible for the accuracy of the details in the notice.
- If you process customer data for anything else, write your own privacy policy and enter a link to it.
Who sees the data
- The owner sees everything, edits customer records and writes the internal note.
- Staff see the name, contact details and appointment history, but can't change anything. The internal note is visible only to the owner.
Export
In the Customers menu, Export (CSV) downloads the customer list as a spreadsheet, e.g. when a customer asks for their data or you want to take it elsewhere. Only the owner can export.
Erasing on request
When a customer asks to be erased, open their record and, in the Personal data (GDPR) section, click Delete personal data. The name, contact details and notes are deleted permanently. The appointment history stays, but without a name or contact details, so analytics stay correct. Their waiting-list entries are deleted too.
Erasing can't be undone. If the customer has upcoming appointments, cancel them first.
What is deleted by itself
- Waiting-list entries are deleted 30 days after they end.
- The codes from booking confirmation emails are deleted after one day.
- Customers can opt out of Google review requests through the link in the email.
Our system logs contain no names, phone numbers or email addresses.
Messages to customers
From the admin you can call or email a customer, one at a time. We don't send bulk promotional messages, because they need customers' separate consent.