XBOOK
XBOOK Privacy Policy
How XBOOK collects, uses and protects personal information when businesses and their customers use the XBOOK appointment booking app.
Last updated:
Introduction
XBOOK is a mobile appointment booking app with two connected sides: businesses use it to manage their services, staff, working hours, customers and appointments, and customers use it to book appointments with those businesses.
XBOOK is developed and provided by GT Web Studio ("we", "us"). This Privacy Policy explains what personal information is processed when you use XBOOK, why it is processed, who can see it and which choices you have. It applies to the XBOOK app and to XBOOK support communications. It does not cover the separate websites or services of the businesses you book with.
Information we collect
Account information
When you create an account we process your email address and password. Sign-in is handled by our authentication provider; your password is stored in protected form and is not visible to us or to any business. Customers invited by a business may also sign in with a one-time login code.
Customer profile
Your first and last name and phone number. If you choose to provide them in your profile, also your date of birth, gender, country and city.
Business information
- Business name, description, address and location, contact phone, email, website and social media links
- Logo, cover image, gallery images and staff photos uploaded by the business
- Services, durations and prices
- Staff members, their working hours and time off
- Working hours, non-working days and holidays, and booking settings
Appointments and bookings
The business, service, staff member, date, time and duration of each appointment, the price shown at the time of booking, and the booking status, including confirmations, changes, cancellations and recurring appointments.
Customer records kept by businesses
When you book with or join a business, that business holds a customer record for you in XBOOK. It can include your approval status, whether the business has marked you as a VIP or blocked you, and private notes written by the business's team.
Notifications
To send push notifications we store a push notification identifier (token) for your device, together with your notification preferences and the history of notifications shown in the app.
Technical information
Information needed to keep you signed in and to run the service securely, such as session data, device platform and app settings like language and theme. Our hosting provider may automatically record technical data such as IP addresses and request times in server logs.
Subscription information
For business accounts: the XBOOK package, trial or subscription start and end dates, the history of subscription changes, and our correspondence and records about subscription requests, payment confirmation and activation.
Subscription requests from the XBOOK website
When you request a subscription through the XBOOK website, we receive the business name, your name, email address, phone number, the selected package and your message. The form is delivered to us by the Formspree form service.
Support communications
Messages you send to XBOOK support and our replies.
How we use information
We use personal information to:
- create your account, authenticate you and keep your account secure
- provide booking: showing services and available times, creating, changing and cancelling appointments
- connect customers with the businesses they book with or join
- let businesses manage their appointments, customers, services, staff and working hours
- show businesses statistics about their own bookings and customers
- send booking-related notifications and emails, such as new, changed or cancelled appointments
- manage business trials and subscriptions
- answer support requests
- prevent misuse, investigate problems and keep the service reliable
- comply with legal obligations
We do not sell your personal information, and we do not use it for third-party advertising.
Data security
We use technical and organisational measures appropriate to the service, including encrypted connections, authenticated access, and access rules that keep each business separate from other businesses and limit what each user can see. Access by our team is limited to what is needed to operate and support XBOOK.
No online service can guarantee complete security. If you believe your account has been accessed without permission, change your password and contact us.
Data retention
We keep personal information while your account is active and for as long as it is needed for the purposes described in this policy.
When an account is deleted, we delete or anonymise the personal information linked to it. Some information may be kept for longer where it is needed to comply with legal obligations, resolve disputes, prevent misuse or keep a business’s appointment history accurate. Information kept for these reasons is limited to what is necessary.
Your rights and requests
Depending on the law that applies to you, you may have the right to:
- request access to the personal information we hold about you
- correct inaccurate information — most profile details can be edited directly in the app
- request deletion of your account and personal information
- object to or request restriction of certain processing
- receive your information in a portable format
- withdraw consent where processing is based on consent, such as push notifications, which you can turn off in the app or in your device settings
To make a request, write to xbooksupport@gtwebstudio.com from the email address registered to your account. We may need to confirm your identity before acting on a request. Information held by a business in its own customer records may also be requested from that business.
You also have the right to lodge a complaint with the data protection supervisory authority in your country.
Account deletion
You can request the deletion of your XBOOK account at any time. The steps, and what happens to your information, are described on the Account Deletion page.
Children's privacy
XBOOK is intended for businesses and their customers and is not directed at children. If you believe a child has provided personal information to XBOOK without the consent of a parent or guardian where such consent is required, contact us and we will review the case and take appropriate steps, including deleting the information where appropriate.
International data processing
Our service providers may process information on servers located outside your country. Where that happens, we rely on the safeguards those providers offer for international data transfers, as required by applicable data protection law.
Changes to this policy
We may update this policy when XBOOK or the law changes. The date at the top of this page shows when it was last updated. If we make material changes, we will inform users in an appropriate way, such as a notice in the app or by email, before the changes take effect.
Contact
For questions about this policy or your personal information, contact XBOOK Support at xbooksupport@gtwebstudio.com.