Privacy Policy

1. Who we are

Bookabee is a booking platform that enables children's activity providers to manage classes, sessions, and bookings. Bookabee is operated by Upbeat Software Ltd ("we", "us", "our"), a company registered in England and Wales with company number 17140434. This privacy policy explains how we collect, use, and protect personal data when you use our website and services. For data protection purposes, Upbeat Software Ltd is the data controller.

2. What data we collect

We collect different data depending on how you use Bookabee:

Activity providers (dashboard users)

• Name and email address (provided at registration or via Google sign-in)
• Profile picture (from Google or uploaded)
• Password (hashed — we never store plain-text passwords)
• Company information: name, logo, contact email, website URL
• Payment account details managed by Stripe (we do not store card numbers)

Parents and guardians (booking users)

• Name, email address, and phone number
• Child's name and date of birth
• Medical conditions, allergies, and dietary requirements
• Photo permission preference
• Payment information (processed securely by Stripe — we do not see or store card details)

Automatically collected data

• Cookies and similar technologies (see section 7)
• Basic analytics data such as pages visited

3. How we use your data

• To create and manage your account
• To process bookings and payments
• To send booking confirmations and notifications
• To enable activity providers to manage their classes and communicate with parents
• To provide important information about children to activity providers (e.g. medical conditions, allergies) so they can ensure the safety of participants
• To improve and maintain our platform

4. Legal basis for processing

We process personal data on the following bases:

• Contract: Processing necessary to fulfil bookings and provide our service
• Legitimate interest: To operate, improve, and secure the platform
• Consent: Where you have given explicit consent, such as for optional booking fields or cookies
• Legal obligation: Where we are required to retain data by law

5. Data sharing

We share personal data only as necessary to provide the service:

• Activity providers: Booking details (including child information) are shared with the activity provider you book with so they can deliver their service safely
• Stripe: Payment information is processed by Stripe Inc. under their own privacy policy
• Hosting providers: Our platform is hosted on infrastructure provided by Vercel and Neon, who process data on our behalf

We do not sell personal data to third parties.

6. Children's data

We take the protection of children's data seriously. Information about children (such as name, date of birth, medical conditions, and allergies) is collected from parents or guardians and is shared only with the activity provider for the purpose of delivering the booked activity safely. Children do not create accounts or interact with Bookabee directly.

7. Cookies

We use cookies that are essential for the platform to function, including authentication session cookies. We may also use analytics cookies to understand how the platform is used. You can manage your cookie preferences through the cookie consent banner shown when you first visit the site.

8. Data retention

We retain personal data for as long as your account is active or as needed to provide services. Booking records are retained for a reasonable period to support activity providers with their record-keeping obligations. You can request deletion of your data at any time (see section 9).

9. Your rights

Under applicable data protection law, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Object to or restrict processing of your data
• Request a portable copy of your data
• Withdraw consent at any time where processing is based on consent

To exercise any of these rights, please contact us at the email address below.

10. Data security

We use industry-standard measures to protect your data, including encrypted connections (HTTPS), hashed passwords, and secure payment processing via Stripe. Access to personal data is restricted to authorised personnel only.

11. Changes to this policy

We may update this privacy policy from time to time. If we make significant changes, we will notify you by updating the date at the top of this page. We encourage you to review this policy periodically.

12. Contact

If you have any questions about this privacy policy or how we handle your data, please contact us at hello@bookabee.co.uk.