Privacy Policy

1. Who we are

BreezeBook (“BreezeBook”, “we”, “us”) is an online booking and payments platform for independent professionals and small service businesses (“providers”) and the people who book with them (“clients”).

This policy explains what personal information we collect, why we collect it, who helps us process it, how long we keep it, and the rights you have over it. BreezeBook is responsible for the personal information described here. Providers are responsible for how they use the client information they collect for their own business.

Questions about this policy can be sent to support@breezebook.co.

2. Information we collect

Providers and staff. Your name, email address, phone number, business name and address, the services, prices and availability you set up, and your business settings. Your password is stored only as a one-way hash, never in a form we can read.

Clients. Your name, email address and phone number, the details of your bookings, answers you give to a provider’s booking questions, an address when a booking takes place at a location you give, files you upload, and reviews you leave.

Payments. Card details are entered directly with our payment processor. We never receive or store full card numbers. We keep a record of each payment, such as the amount, currency, status and the processor’s reference.

Services you connect. If you sign in with Google, we receive your name and email address. If a provider connects Google Calendar, Zoom or an AI assistant, we receive what that connection needs to work, described in sections 4 and 5.

Messages to us. What you send when you contact support, including through the live chat on our website.

Usage and device information. Pages visited, features used, browser and device type, and IP address, collected through cookies and similar technologies described in section 6.

3. How we use information

• To provide the service: take bookings, process payments, send confirmations and reminders by email and text message, and create calendar events and video meetings when a provider has turned those features on.
• To manage accounts, keep the service secure and prevent fraud and abuse.
• To answer questions and give support.
• To understand how the service is used so we can fix problems and improve it.
• To meet legal, tax and accounting obligations.

We only send you emails and text messages about your account and your bookings. If we ever send marketing messages, we will do so only where the law allows, and you will be able to opt out at any time.

Where the law requires a legal basis for using personal information, ours are: providing the service you asked for (contract), running and protecting the service (legitimate interests), meeting legal obligations, and your consent where we ask for it.

4. How information is shared

We do not sell or rent your personal information, and we do not share it with anyone for their own purposes. Personal information leaves BreezeBook only in the situations below, and only as much as each situation needs.

Service providers that work on our behalf

We use a small number of established companies to run parts of BreezeBook for us. They act on our instructions, receive only the information needed for their task, may not use it for any other purpose, and are bound by contract to protect it. They fall into these categories:

• Hosting and storage, to run the app and store account, booking and business data, and files you upload.
• Payment processing, to take card payments and pay providers out.
• Email and text messaging, to deliver confirmations, reminders and other service messages.
• Maps and address lookup, to find and show addresses for in-person and mobile bookings.
• Analytics, to help us understand how the service is used, as described in section 6.
• Customer support, to receive and answer messages sent through the chat on our website.
• Security and abuse prevention, to check that sign-ups and sign-ins come from real people and limit repeated attempts, using your IP address and browser information.

If you would like to know which company we use for a particular purpose, email support@breezebook.co.

The built-in assistant (Beta)

Some providers can use an AI assistant inside their BreezeBook dashboard. When a provider asks it something, their message and the business information it reads to answer (for example bookings, client names, booking notes, services and website content) are sent to Anthropic, the company that provides the AI model, to produce the reply. Anthropic acts on our instructions as a service provider, in the same way as the companies above. The conversation itself is stored by BreezeBook with the provider’s account. Only the business owner can use the assistant. A provider who wants it turned off for their business can ask us at support@breezebook.co.

Services you choose to connect

Some features work by connecting BreezeBook to a service you already use. Nothing is exchanged with these services unless you connect them, and you can disconnect them at any time from your Settings.

• Google: to sign in, and, if a provider connects Google Calendar, to read busy times on the calendars they choose, add bookings to their calendar and create Google Meet links. BreezeBook’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
• Zoom: if a provider connects Zoom, to create meetings on their Zoom account for virtual appointments and events. A client’s name and booking notes become part of the meeting on the provider’s account. See section 5.
• AI assistants: a provider can authorise an AI assistant to work with their BreezeBook account. It can only do what the provider approved on the consent screen, and the provider can revoke its access at any time.

Information that reaches a connected service is also covered by that service’s own privacy policy.

Between providers and clients

When you book with a provider, that provider sees your booking and the information you give them. Providers see their own clients only, never another provider’s.

Legal requirements and business changes

We disclose information when the law requires it, or when it is needed to protect the rights, property or safety of our users or others. If BreezeBook is involved in a merger, acquisition or sale of assets, information may transfer as part of it, and this policy will continue to apply to it.

5. Zoom integration

If a provider or staff member connects their Zoom account to BreezeBook:

• What we access. Your Zoom user ID, account ID and email address, and permission to create, update and delete meetings on your Zoom account.
• How we use it. Your Zoom user ID identifies the account that hosts your meetings, and your Zoom email is shown on your Integrations page so you can see which account is linked. When a client books a virtual appointment, we create a scheduled meeting on your Zoom account. Its title is the service name and the client’s name, its agenda is any notes the client added to the booking, and it has the booking’s start time, duration and time zone. For an online event, the title and agenda are the event’s name and description. We update the meeting if the booking is rescheduled and delete it if the booking is cancelled.
• What we store. Your Zoom access tokens and account details, and each meeting’s ID and join link alongside the booking it belongs to, so the link can be sent to your client and the meeting kept in step with the booking.
• What we never access. Recordings, chat messages, meeting content, participant lists, or any meeting BreezeBook did not create.
• Removing access. Disconnecting Zoom from Settings → Integrations in BreezeBook revokes our access and deletes your Zoom tokens. We keep your Zoom user ID, account ID and email so your Integrations page can show which account was linked, until you remove the app from Zoom or ask us to delete them. Removing BreezeBook from your Zoom account in the Zoom App Marketplace deletes your tokens and all the Zoom account details we hold. Either way, meetings already created stay in your Zoom account, and join links already sent remain on existing bookings.

Step-by-step instructions are in our Zoom guide.

6. Cookies and analytics

• Essential cookies keep you signed in and protect your account. The service cannot work without them.
• Product analytics shows us which pages and features are used, so we can find and fix problems. This includes recordings of how pages are used, with anything typed into form fields masked so it is not recorded. When you are signed in, this information is linked to your account so we can look into problems you report.
• Website analytics and advertising measurement tell us how people find our website and whether our own advertising leads to sign-ups. The services we use for this set their own cookies. We never share booking details, client information, payment details or data from connected services for advertising.
• Live chat on our home page lets you message us. What you type there is handled by our customer support provider so we can reply.

You can block or delete cookies in your browser settings. Many analytics and advertising services also offer their own opt-out tools.

7. How we protect information

Information is encrypted in transit and stored in a database that our hosting provider encrypts at rest. Passwords are stored only as one-way hashes, and answers to sensitive event questions are additionally encrypted by us before they are stored. Access to production data is limited to the people who need it to run the service.

No system is completely secure. If a breach affects your personal information, we will tell you and the relevant authorities as the law requires.

8. How long we keep information

We keep personal information while your account is active and for as long as we need it to provide the service.

When you close your account or ask us to delete your information, we delete it within 30 days. The exception is records the law requires us to keep for longer, such as payment and tax records, and information needed to resolve a dispute. We keep those only as long as required, then delete them.

Booking records a provider holds about their clients stay in the provider’s account while it is active, because they are part of how the provider runs their business. A client can ask the provider, or us, to delete them.

9. Your rights and how to use them

You have the right to:

• see the personal information we hold about you and get a copy of it;
• correct information that is wrong or incomplete;
• have your information deleted;
• object to, or ask us to limit, how we use your information;
• receive your information in a portable format;
• withdraw consent you have given, for example by disconnecting Google Calendar or Zoom.

Depending on where you live, the law guarantees some or all of these rights. We honour them for everyone, wherever you live.

How to make a request.

1. Many details, such as your name, phone number and business information, can be changed directly in your account settings.
2. For anything else, including a copy of your information or deleting your account, email support@breezebook.co from the address on your account, with “Privacy request” in the subject line, and tell us what you would like us to do.
3. We may ask you to confirm your identity before we act, to protect your account.
4. We will respond within 30 days, and there is no charge.

If you booked with a provider, you can make the request to them or to us. If we receive it, we will handle it with the provider where the information belongs to their business.

If you are not satisfied with our response, you have the right to complain to the data protection authority where you live.

10. International transfers

Our service providers may process information in countries other than yours, including the United States. Where the law requires safeguards for these transfers, we rely on the protections our providers offer, such as standard contractual clauses.

11. Children

BreezeBook accounts are for people aged 16 and over, and we do not knowingly collect information from children under 16. A booking for a child should be made by a parent or guardian. If you believe a child has given us personal information, contact us and we will delete it.

12. Changes to this policy

When we change this policy, we will update it here and change the date at the top. If a change is significant, we will tell you by email or in the app before it takes effect.

13. Contact us

Email support@breezebook.co with any question about this policy or your information. You can also find help on our support page.