BookingsPlus privacy policy with venues
BookingsPlus is a product of Kajima Partnerships Limited. It is an online application that provides venues with: a website to help promote their facilities; a booking system; online accounts for the venues clients; and the ability for the venues clients to pay the venue online. All data collected is stored on servers hosted by Amazon Web Services located in Ireland. We use carefully chosen suppliers.
We take the privacy of your data very seriously and have outlined below how we collect data, and what we do with it.
What personal information do we collect?
As a data controller, we collect your information when you register to use BookingsPlus. At that point, we collect your contact details and organisation details.
As a data processor, we collect your administrators’ information when you add administrators to the system to create bookings, maintain your website and manage client accounts. For that purpose, we collect each administrator’s name and email address.
As a data processor, we collect your clients’ information as follows:
- If required, we will import your current clients contact details into BookingsPlus, at the start of your service. Any files containing personal data will be destroyed immediately after we have imported your data.
- When an enquiry/registration is made through the venue marketing website, we collect and store the contact details of the enquirer (name, phone, email), for your use.
- When you add new clients and/or issue them an online account, we store their contact details (name, address, phone, email).
- When you add new users to a client’s account (such as bill payers), we store their name and email.
- We collect documents that have been uploaded by your clients or by your administrators. These are stored on Amazon S3.
- When you add new bookings, we store financial data related to bookings, prices, invoices/credit notes, payments/refunds made and account balances.
- When a client makes a payment via one of the payment provider options in BookingsPlus, we store the payment reference, the name of the person paying, and the status of the payment, which may include reasons as to why the payment failed.
In connection with all users of the BookingsPlus website:
- For the purposes of improving the BookingsPlus product, we collect information about a user’s computer and about their visits to and use of this website including their IP address, geographical location, browser type, referral source, length of visit and number of page views.
How we use your personal information
Personal information submitted to us via this website will be used for the purposes specified in this privacy policy or in relevant parts of the website.
As a data controller, we may use the contact details on your venue registration to:
- Provide you with access to BookingsPlus
- Administer your account, send you invoices and collect payment from you
- Send you bookings value reports to back up your quarterly fees
- Provide our helpdesk service to you, and to deal with any enquiries/complaints made by you with regards to the website/our service.
- Provide our customer account management service to you and keep your details up-to-date
- Send to you email notifications/newsletters solely related to the use of BookingsPlus such as new product features, to enable you to make the most of BookingsPlus
- Occasionally email you a link to a feedback survey, for the purposes of improving the BookingsPlus service, but this is entirely optional as to whether you complete it.
- Send to you marketing communications, where you have opted in. Your preferences can be amended at any time, by emailing bookingsplus@kajima.co.uk
- Improve your browsing experience by personalising the website.
As a data processor, we may use your administrators’ personal info to:
- Provide them with access to BookingsPlus
- Provide our helpdesk service to them and to deal with any enquiries/complaints made by them with regards to the website/our service.
- Send them email notifications/newsletters regarding new product features to enable them to make the most of BookingsPlus
- Send to them marketing communications, where they have opted in. Their preferences can be amended at any time, by emailing bookingsplus@kajima.co.uk
- Improve their browsing experience by personalising the website.
- We will not add, delete or modify their data in any way, except where requested by the data controller, or where required to in law.
- Obtain statistical information about our users, to help us manage our business, but this information will be anonymised and not be used to identify any individual user.
As a data processor, we may use your clients’ personal info to:
- Provide them with access to BookingsPlus
- Provide our helpdesk service to them and to deal with any enquiries/complaints made by them with regards to the website/our service.
- Pass your clients’ contact details to your chosen payment provider (including but not limited to) GoCardless, Stripe and Worldpay, for the purposes of payment processing only. In all cases, the client will have had to review the data on the online form, and submit it. They will be subject to the payment provider’s terms and privacy policy. BookingsPlus does not store or process any credit/debit card or bank account details.
- Improve their browsing experience by personalising the website.
- Obtain statistical information about our users, to help us manage our business, but this information will be anonymised and not be used to identify any individual user.
- We will not add, delete or modify their data in any way, except where requested by the data controller, or where required to in law.
Cookies
A cookie consists of information sent by a web server to a web browser, and stored by the browser. The information is then sent back to the server each time the browser request a page from the server. This enables the web server to identify and track the web browser.
We may use both session cookies and persistent cookies on the website. We will use the session cookies to keep track of you whilst you navigate the website. We will use the persistent cookies to enable our website to recognise you when you visit.
We use Google Analytics to analyse the use of this website. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users’ computers. The information generated related to our website is used to create reports about the use of the website. Google will store this information.
Most browsers allow you to reject all cookies. For example in Internet explorer you can refuse all cookies by clicking “Tools”, “Internet Options”, “Privacy” and selecting “Block all cookies” using the sliding selector. Blocking all cookies will, however, have a negative impact upon the usability of many websites.
Disclosures
Your information will be stored on AWS servers located in Ireland. We may disclose information about you to any of our employees, officers, agents, suppliers or subcontractors insofar as is reasonably necessary for the purposes as set out in this privacy policy. All such parties are obliged to treat your information in accordance with the scope of your consent and the law in their contracts with us.
In addition we may disclose your personal information:
- to the extent that we are required to do so by law;
- in connection with any legal proceedings or prospective legal proceedings; and
- in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).
In the event of any of the above occurring we shall inform you of any such disclosure if lawfully permitted to do so.
Except as provided in this privacy policy we will not provide your information to third parties.
Contacting us
You can view and amend the personal contact details we hold for you, in your online account at https://admin.schoolbookings.co.uk. Please do keep these up-to-date.
You can also contact us at bookingsplus@kajima.co.uk to request we delete or modify your personal data.
If you are an administrator at a venue, or a client at a venue, please see your venues privacy policy, and contact them directly for such requests.