1. Introduction
SamayBook ("SamayBook", "we", "us", or "our") provides online appointment-scheduling software that lets hosts share a booking link, accept bookings, generate video-meeting links, and collect payments. This Privacy Policy applies to our marketing website, the web application at app.samaybook.com, and the public booking pages we host on behalf of our users (collectively, the "Services").
By using the Services you agree to the collection and use of information in accordance with this policy. If you do not agree, please do not use the Services.
2. Information we collect
Information you provide
- Account data — your name, email address, password (stored hashed), profile photo, time zone, and business details.
- Booking content — meeting types, availability, agendas, notes, and any custom questions you configure.
- Guest data — when someone books with a host, we process the guest's name, email address, and any answers they submit on the booking form.
- Payment data — if you enable paid bookings, payment details are processed by our payment providers; we store only limited transaction metadata (amount, status, timestamps), not full card numbers.
- Communications — messages you send to our support team.
Information collected automatically
- Usage & device data — IP address, browser type, pages viewed, and actions taken, used to operate and improve the Services.
- Cookies & similar technologies — used to keep you signed in and remember preferences (see Cookies).
3. How we use your information
- To provide, maintain, and operate the Services, including creating bookings and sending confirmations.
- To generate calendar invites and video-conferencing links through connected integrations.
- To send transactional emails such as booking confirmations, reminders, and account notices.
- To process payments for paid meeting types.
- To provide customer support and respond to your requests.
- To detect, prevent, and address fraud, abuse, and security issues.
- To comply with legal obligations.
4. Legal bases for processing
Where applicable law (such as the GDPR) requires it, we rely on the following legal bases: performance of a contract with you; your consent (which you may withdraw at any time); our legitimate interests in operating and improving the Services; and compliance with legal obligations.
5. Sharing and disclosure
We do not sell your personal data. We share information only in these circumstances:
- With hosts and guests as necessary to complete a booking (for example, a guest's details are shared with the host they booked).
- With service providers who process data on our behalf (hosting, email delivery, payments, analytics) under contractual confidentiality obligations.
- With integrations you connect, such as Google Calendar, Google Meet, or Zoom, at your direction.
- For legal reasons, when required to comply with law or to protect the rights, property, or safety of SamayBook, our users, or others.
- In a business transfer, such as a merger, acquisition, or sale of assets, subject to this policy.
6. Third-party integrations
When you connect a third-party service (for example Google or Zoom), you authorise SamayBook to exchange data with that service to create meetings, add calendar events, and check availability. Your use of those services is governed by their own privacy policies. You can disconnect an integration at any time from your account settings, which stops future data exchange.
7. Cookies
We use strictly necessary cookies to keep you signed in and to secure form submissions, plus optional cookies to remember preferences such as light/dark theme. You can control cookies through your browser settings; disabling necessary cookies may prevent parts of the Services from working.
8. Data retention
We keep personal data for as long as your account is active or as needed to provide the Services. Booking records may be retained to maintain history and comply with legal, accounting, or reporting obligations. When data is no longer required, we delete or anonymise it.
9. Security
We use administrative, technical, and organisational measures designed to protect personal data, including encryption in transit, hashed passwords, and access controls. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.
10. Your rights
Depending on where you live, you may have the right to access, correct, delete, or export your personal data, to object to or restrict certain processing, and to withdraw consent. To exercise these rights, contact us at the address below. You also have the right to lodge a complaint with your local data-protection authority.
11. Children's privacy
The Services are not directed to children under 16, and we do not knowingly collect personal data from them. If you believe a child has provided us personal data, please contact us and we will delete it.
12. International data transfers
Your information may be processed in countries other than your own. Where we transfer data internationally, we take steps to ensure an adequate level of protection consistent with applicable law.
13. Changes to this policy
We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date above and, where appropriate, notify you. Your continued use of the Services after changes take effect constitutes acceptance of the updated policy.
14. Contact us
If you have questions about this Privacy Policy or how we handle your data, contact us at privacy@samaybook.com.
See also our Terms & Conditions.