Privacy Policy

BookWave (“we,” “us,” or “our”) operates the BookWave appointment-booking platform. This Privacy Policy explains how we collect, use, disclose, and protect information about you when you use our website, dashboard, public booking pages, and all related services (collectively, the “Service”).

By using the Service, you agree to the practices described in this Policy. If you do not agree, please discontinue use of the Service.

We collect information in the following categories:

Account & Profile Data

• Name, email address, and password when you register an account.
• Business name, description, logo, location, and contact details you provide in your profile.
• Subscription plan and billing contact information.

Booking & Customer Data

• Service listings, availability schedules, and staff configurations you set up.
• Customer names, email addresses, and phone numbers collected during the booking flow.
• Appointment history, booking notes, and custom form field responses.

Payment Data

• Payment method details are collected and processed by our third-party payment processor. We do not store raw card numbers on our servers.
• Billing history, invoices, and transaction identifiers.

Usage & Technical Data

• IP address, browser type, operating system, and device identifiers.
• Pages visited, features used, click paths, and session duration.
• Error logs and performance data used to improve the Service.

Communications

• Support messages, feedback, and any correspondence you send to us.

We use the information we collect to:

• Provide, operate, and improve the Service, including booking workflows, dashboard analytics, and notification delivery.
• Process payments, manage your subscription, and send billing receipts.
• Send transactional emails such as booking confirmations, reminders, and cancellation notices to you and your customers.
• Respond to your support requests and communicate service updates.
• Monitor and enforce compliance with our Terms of Service and detect fraud or abuse.
• Analyze aggregated, anonymized usage trends to understand how the Service is used and plan product improvements.
• Comply with legal obligations.

We do not use your data to train AI or machine-learning models without your explicit consent.

We do not sell your personal information. We may share information only in the following circumstances:

• Service providers: We engage trusted vendors (hosting, payment processing, email delivery, analytics) who process data on our behalf under confidentiality agreements and are prohibited from using your data for their own purposes.
• Legal compliance: We may disclose data when required by law, subpoena, court order, or to protect the rights, property, or safety of BookWave, our users, or others.
• Business transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the successor entity, which will remain bound by this Policy or notify you of changes.
• With your consent: We may share data with third parties when you explicitly authorize it, such as when enabling a third-party integration.

We use cookies and similar technologies to operate the Service, remember your preferences, maintain your session, and gather aggregated analytics.

• Essential cookies: Required for authentication and core functionality. You cannot opt out without losing access to the Service.
• Analytics cookies: Used to understand usage patterns. You can opt out via your browser settings.

We do not use third-party advertising cookies or serve behavioral advertising.

We retain your account and business data for as long as your account is active. If you cancel your account, we will retain your data for up to 90 days to allow for account recovery. After that period, data is deleted or anonymized, except where we are required to retain it longer for legal, tax, or audit purposes (typically up to 7 years for financial records).

Customer booking records you have collected are subject to the same retention schedule unless you delete them earlier from the dashboard.

We implement technical and organizational measures to protect your data, including:

• Encryption of data in transit via TLS/HTTPS.
• Hashed and salted password storage.
• Access controls limiting who within our organization can access your data.
• Regular security reviews and dependency updates.

No system is 100% secure. In the event of a data breach that affects your personal data, we will notify you as required by applicable law.

Depending on your location, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request that inaccurate data be corrected.
• Deletion: Request deletion of your personal data, subject to legal retention requirements.
• Portability: Request an export of your data in a machine-readable format.
• Objection / Restriction: Object to or request restriction of certain processing activities.

To exercise any of these rights, contact us through your BookWave support channel. We will respond within 30 days. We may ask you to verify your identity before fulfilling a request.

The Service is not directed to children under 16 years of age. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us and we will delete it promptly.

The Service may contain links to third-party websites or enable integrations with third-party services (e.g., Google Calendar, payment processors, webhook endpoints). This Policy does not apply to those third-party services. We encourage you to review their privacy policies before providing any personal information.

Your data may be processed in countries other than the one in which you reside. When we transfer personal data across borders, we take appropriate safeguards—such as standard contractual clauses or equivalent mechanisms—to ensure your data receives an adequate level of protection.

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will revise the “Last updated” date at the top of this page and notify you by email or in-app notification for material changes. Your continued use of the Service after the updated policy takes effect constitutes your acceptance.

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please reach out through your BookWave support channel or the contact information provided in your dashboard. We take privacy inquiries seriously and will respond promptly.