Customers' personal data

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 tags and writes the internal note.
• The front desk also edits customer records and tags and writes the internal note, but can't delete personal data or export the list.
• Staff see the name, contact details, tags and appointment history, but can't change anything. Only the owner and the front desk see the internal note. With only their own calendar, staff see only the customers who had an appointment with them.

Tags

Tags like "VIP", "always late" or "new" show at once who you are dealing with. Each has a name and a colour. They appear next to the name in the customer list, on the customer's record, on the appointment's page and when you open an appointment in the calendar.

• On the customer's record, next to Tags, click Edit (or Add), tick the tags and click Save. You can add a new tag right there, under New tag.
• In the Customers list, choose a tag above the list to see only the customers who have it.
• In Customers → Tags you rename tags, change their colour and order, or delete them. A deleted tag disappears from every customer.
• A business can have up to 50 tags, and one customer up to 10.

The owner and the front desk give tags, and staff see them too, because they are work information. So don't put anything in them that staff don't need to know, such as health details. That is what the internal note is for.

Export

In the Customers menu, Export (CSV) offers two spreadsheets. Only the owner can export.

• Customers: the customer list with contact details, the internal note and tags, e.g. when a customer asks for their data or you want to take it elsewhere.
• Appointments from today: every booked appointment from now on, with its date, time, staff member, services and the customer's contact. Useful when you move to another system, so you know who is coming.

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 and tags 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.