Privacy notice

Bookingsimple is operated by a UK-based founder. Postal address and ICO registration number will be added here on launch. For data protection queries, email [email protected].

Clinics are our customers. We are the controller of the data we hold about clinic users (login emails, billing details, support correspondence).

Patients are the clinics' customers. We are a processor of patient data on behalf of the clinic. The clinic decides what data to collect; we provide the software that holds and processes it.

• Clinic users: name, email, role, password hash, sign-in timestamps.
• Patients (held on the clinic's behalf): name, email, phone, appointment history (which service was booked), internal notes the clinic adds, payment status, and any notes the patient types when booking. BookingSimple is not a clinical record system: it does not ask for clinical records, prescriptions or health-condition details, and the booking form asks patients not to put medical details in its optional notes. A service name or a note can still reveal something about a patient's health, so we protect all patient data as sensitive.
• Payments: Stripe identifiers (PaymentIntent, Customer, SetupIntent IDs). We never store card numbers, CVCs, or expiry dates — Stripe handles all card data.
• Operational: webhook deliveries from Stripe, audit-log entries on appointments (e.g. "marked no-show by reception@…"), error reports.

• To provide the booking, scheduling, and payment functionality the clinic has signed up for.
• To send booking confirmations and self-service cancel/reschedule links to patients.
• To support clinics when they contact us.
• To meet our legal obligations (tax records, fraud prevention, abuse reports).

Apart from where the law requires it, we share personal data only with these providers, so they can run the service for us:

• Amazon Web Services (AWS), London — hosts the service, its database and its backups.
• Cloudflare — sits in front of our websites to keep them fast and secure, so every page and form passes through it. It also forwards email sent to our @bookingsimple.co.uk addresses.
• Stripe — for payment processing. The clinic has its own Stripe Connect account; patient funds flow directly to the clinic.
• Resend — sends booking confirmations, reminders and account emails on the clinic's behalf (sending from AWS in Ireland; it keeps records of sent emails in the US).
• Sentry (EU region) — error monitoring, so we are told when something breaks. Error reports do not include patient identifying data.

We never sell personal data and we do not share it with advertisers.

All production data is hosted in UK-region AWS infrastructure. Nightly database backups are kept in the same UK region for 14 days. Before an update that changes how the database is organised, we also take a safety copy on the same server; each one is deleted within 14 days. Stripe processes payments under its own UK / EU arrangements; see Stripe's privacy policy.

For active clinics: as long as the clinic uses the service.

For closed accounts: up to 30 days after closure, then deleted. Before then, the clinic can ask us for an export of its data at any time and we'll send it within 5 working days. We may retain limited financial records longer where required by UK tax / accounting law.

Under UK GDPR you have rights to access, correct, delete, export and restrict the processing of your personal data.

Patients: please raise these with the clinic first — they hold the relationship with you. If you can't get a response from the clinic, contact us at [email protected].

Clinic users: contact us directly.

You also have the right to complain to the ICO at ico.org.uk.

We'll post material changes here and notify clinics by email at least 14 days before they take effect.