1 March 2022, Ver 2.1
This privacy policy tells you about the information we collect from you when you use our website. In collecting this information, we are acting as a data controller and, by law, we are required to provide you with information about us, about why and how we use your data, and about the rights, you have over your data.
We are Bookiphy Childcare Software. ‘Bookiphy’ is the trading name of Databotix Limited. Our address is Databotix Limited, 1 Marischal Square, Broad Street, Aberdeen, AB10 1BL, United Kingdom. You can contact us by post at the above address, by email at support@bookiphy.com or by telephone on +44 333 987 4252.
We are not required to have a data protection officer, so any enquiries about our use of your personal data should be addressed to the contact details above.
When you submit an enquiry via our website
When you purchase a product from our website
When you sign up for our free trial plan
When you sign up or subscribe to any of our paid plans
When you sign up to receive our newsletter
When you submit a comment on our blog or leave a reply
When you submit a review about us
When you take part in our feedback survey
Updates to this privacy policy
When you use our website to browse our products and services and view the information we make available, a number of cookies are used by us and by third parties to allow the website to function, to collect useful information about visitors and to help to make your user experience better.
Some of the cookies we use are strictly necessary for our website to function, and we don’t ask for your consent to place these on your computer. These cookies are shown below:
| Cookie Name | ||||
|---|---|---|---|---|
| Name | Provider | Purpose | Expiry | Type |
| ci_session | bookiphy.com | Preserves users states across page requests. | Session | Necessary |
| CookieConsent | bookiphy.com | Stores the user’s cookie consent state for the current domain | 1 year | Necessary |
| PHPSESSID | bookiphy.com | Preserves user session state across page requests. | Session | Necessary |
| wordpress_test_cookie | bookiphy.com | Used to check if the user’s browser supports cookies. | Session | Necessary |
However, for those cookies that are useful but not strictly necessary, we will always ask for your consent before placing them. These are:
| Cookie Name | ||||
|---|---|---|---|---|
| Name | Provider | Purpose | Expiry | Type |
| lang | cdn.syndication.twimg.com | Remembers the user’s selected language version of a website | Session | Preferences |
| _ga | bookiphy.com | Registers a unique ID that is used to generate statistical data on how the visitor uses the website. | 2 years | Statistics |
| _gat | bookiphy.com | Used by Google Analytics to throttle request rate | Session | Statistics |
| _gid | bookiphy.com | Registers a unique ID that is used to generate statistical data on how the visitor uses the website. | Session | Statistics |
| @History/@scroll|# | bookiphy.com | Unclassified | Persistent | Statistics |
As well as the cookies we use, various third parties also place them on your computer, again with your consent. These are shown below.
| Cookie Name | ||||
|---|---|---|---|---|
| Name | Provider | Purpose | Expiry | Type |
| IDE | doubleclick.net | Used by Google DoubleClick to register and report the website user’s actions after viewing or clicking one of the advertiser’s ads with the purpose of measuring the efficacy of an ad and to present targeted ads to the user. | 1 year | Marketing |
| test_cookie | doubleclick.net | Used to check if the user’s browser supports cookies. | Session | Marketing |
| GPS | youtube.com | Registers a unique ID on mobile devices to enable tracking based on geographical GPS location. | Session | Marketing |
| PREF | youtube.com | Registers a unique ID that is used by Google to keep statistics of how the visitor uses YouTube videos across different websites. | 8 months | Marketing |
| VISITOR_INFO1_LIVE | youtube.com | Tries to estimate the users’ bandwidth on pages with integrated YouTube videos. | 179 days | Marketing |
| YSC | youtube.com | Registers a unique ID to keep statistics of what videos from YouTube the user has seen. | Session | Marketing |
| r/collect | doubleclick.net | Unclassified | Session | Marketing |
| ads/conversion/# | google.com | Unclassified | Session | Marketing |
| i/jot/syndication | twitter.com | Unclassified | Session | Marketing |
| _ok | bookiphy.com | Unclassified | Session | HTTP |
| _okbk | bookiphy.com | Unclassified | Session | HTTP |
| _okck | bookiphy.com | Unclassified | Session | HTTP |
| _okdetect | bookiphy.com | Unclassified | Session | HTTP |
| _oklv | bookiphy.com | Unclassified | Session | HTTP |
| hblid | bookiphy.com | Unclassified | 2 years | HTTP |
| olfsk | bookiphy.com | Unclassified | 2 years | HTTP |
| trustedsite_session | youtube.com | Unclassified | Session | HTTP |
| trustedsite_visit | youtube.com | Unclassified | Session | HTTP |
| viewed_cookie_policy | youtube.com | Unclassified | 1 year | HTTP |
| wcsid | youtube.com | Unclassified | Session | HTTP |
| jslog/log.png | log.olark.com | Unclassified | Session | Pixel |
| AWSALB | mcafeesecure.com | Unclassified | 6 days | HTTP |
For more information about our use of cookies, please see our Cookies Policy.
For more information on how we process your data, please see our Data Processing Agreement.
When you submit an enquiry via our website, we ask you for your name, contact telephone number, company name, customer ID (if applicable), email address and comments.
We use this information to respond to your query, including providing you with any requested information about our products and services. We may also email you several times after your enquiry in order to follow up on your interest and ensure that we have answered your it to your satisfaction. We will do this based on our legitimate interest in providing accurate information prior to a sale.
Your enquiry is stored and processed as an email which is hosted by Microsoft within the European Economic Area (EEA). It is also logged on to our CRM system database on a cloud server based in the United Kingdom.
We do not use the information you provide to make any automated decisions that might affect you.
We keep enquiry emails for two years, after which they are securely archived and kept for seven years, when we delete them. CRM records are kept for three years after the last contact with you.
When you purchase products from us online, we ask you for your name, address, contact telephone number, email address, centre details, and debit/credit card information. We also record your IP (Internet Protocol) address, which is the address of your computer on the Internet.
We will use your information to verify your credit card details for your purchase, process your order and to send you our products. We will also send you a receipt via email, and we may use your telephone number to contact you regarding your purchase.
We require this information in order to process your payment, deliver your products or services and fulfil our contract with you. We record your IP address in order to show that the correct tax was applied to the sale, which we are required to do by law.
Your information is stored on our website and on our cloud server, both of which are based within the European Union. Your debit/credit card details are passed to a third-party payment processor – Stripe which is based in the USA and is certified to the EU-US Privacy Shield (which requires effective safeguards for your information). We do not retain your debit/credit card information.
We do not use the information you provide to make any automated decisions that might affect you.
We keep your order information for an indefinite period, as the licenses we sell for our products for centres do not expire.
When you sign up for our free trial plan, we ask for your name, address, contact number, centre name, preferred username, number of children at your centre, and your email address.
We will ask for your consent to use your name or centre name and email address to email you the login credentials which contains information about how you can access our web portal, mobile applications, our products and services and other information which we feel might be of interest to you.
You can withdraw your consent at any time and unsubscribe to emails, and we will stop sending you the information on product news and updates.
Your name or centre name and email address are shared with a third party mailing system – Mailchimp which is based in the USA. This company has contractually committed to providing appropriate safeguards for your personal data which means it will be protected in line with the legal requirements of the European Union.
We do not use the information you provide to make any automated decisions that might affect you.
We keep your personal data for a period of five years. If you withdraw your consent, we will mark your details so that they are not used and delete them after two years.
When you sign up for any of our paid plans, we ask for your name, address, contact number, centre name, preferred username, number of children at your centre, and your email address.
We will ask for your consent to use your name or centre name and email address to email you the login credentials which contains information about how you can access our web portal, mobile applications, our products and services and other information which we feel might be of interest to you.
You can withdraw your consent at any time and unsubscribe to emails, and we will stop sending you the information on product news and updates. If you have a paid subscription with us, we have a contractual obligation/lawful basis to contact you and provide you customer support and send any details necessary for you to continue using our software and we will be in touch solely to send/provide you emails and support relating to such activity.
Your name or centre name and email address are shared with a third-party mailing system – Mailchimp which is based in the USA. This company has contractually committed to providing appropriate safeguards for your personal data which means it will be protected in line with the legal requirements of the European Union.
We do not use the information you provide to make any automated decisions that might affect you.
We keep your personal data for a period of five years. If you withdraw your consent, we will mark your details so that they are not used and delete them after two years.
When you sign up to receive our newsletter, we ask for your name and your email address.
We will ask for your consent to use your name and email address to email you our newsletter which contains information about our products and other information which we feel might be of interest to you.
You can withdraw your consent at any time, and we will stop sending you the newsletter.
Your name or centre name and email address are shared with a third-party mailing system – Mailchimp which is based in the USA. This company has contractually committed to providing appropriate safeguards for your personal data which means it will be protected in line with the legal requirements of the European Union.
We do not use the information you provide to make any automated decisions that might affect you.
We keep your personal data for as long as we produce and distribute our newsletter. If you withdraw your consent, we will mark your details so that they are not used and delete them after two years.
When you submit comments on our blog, we record your name, your email address and your IP (Internet Protocol) address, which is the address of your computer on the Internet.
Your name and the comments submitted (but not your email address or IP address) may be publicly displayed on our website. We will do this based on our legitimate interest in marketing our products and services.
Your comments will be stored in our secure servers based within the European Economic Area (EEA). We do not use the information you provide to make any automated decisions that might affect you.
Your personal data is stored for as long as we are marketing the product or services that the blog refers to, after which it is deleted. You may ask us to remove your comments at any time.
When you submit a review about us, we record your name, your email address and your IP (Internet Protocol) address, which is the address of your computer on the Internet.
We use this information to provide verified independent views about our products and services to potential customers. Your name and the content of your review (but not your email address or IP address) may be publicly displayed on our website. We will do this based on our legitimate interest in marketing our products and services.
Your details are shared with a third party reviews system which is based within the European Economic Area (EEA).
We do not use the information you provide to make any automated decisions that might affect you.
Your personal data is stored for as long as we are marketing the product or services that the review refers to, after which it is deleted. You may ask us to remove your review at any time.
When you take part in our feedback survey, we record your name, your email address, your organisation name, your job role and your answers to questions we ask about your opinion of, and use of, our products and services.
We use this information to develop and improve our products and services and our customer relationships. Your job role, organisation and some or all of your comments may be publicly displayed on our website as a testimonial. We will do this based on our legitimate interest in marketing our products and services.
Your details are shared with a third-party surveys system which is based within the European Economic Area (EEA). We do not use the information you provide to make any automated decisions that might affect you.
Your personal data is stored for two years, or for as long as we are marketing the product or services that the review refers to, whichever is shorter. You may ask us to remove a testimonial that is based on your feedback from our website at any time.
By law, you can ask us what information we hold about you, and you can ask us to correct it if it is inaccurate. If we have asked for your consent to process your personal data, you may withdraw that consent at any time.
If we are processing your personal data for reasons of consent or fulfilling a contract, you can ask us to give you a copy of the information in a machine-readable format so that you can transfer it to another provider.
If we are processing your personal data for reasons of consent or legitimate interest, you can request that your data be erased.
You have the right to ask us to stop using your information for a period of time if you believe we are not doing so lawfully.
Finally, in some circumstances, you can ask us not to reach decisions affecting you using automated processing or profiling.
To submit a request regarding your personal data by email, post or telephone, please use the contact information provided above in the Who Are We section of this policy.
If you have a complaint about our use of your information, we would prefer you to contact us directly in the first instance so that we can address your complaint. However, you can also contact the Information Commissioner’s Office via their website at www.ico.org.uk/concerns or write to them at:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
We regularly review and, if appropriate, update this privacy policy from time to time, and as our services and use of personal data evolves. If we want to make use of your personal data in a way that we haven’t previously identified, we will contact you to provide information about this and, if necessary, to ask for your consent.
We will update the version number and date of this document each time it is changed.
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