Privacy Policy

This Privacy Policy explains how Everybooking Inc. (operating as "Everybooking," "we," "us," "our") collects, uses, discloses, retains, and protects personal information. It applies to everybooking.com, the Everybooking software-as-a-service application, and related integrations.

Everybooking is incorporated in Manitoba, Canada. We comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation. For customers in the EEA, UK, or Switzerland, we also comply with the EU General Data Protection Regulation (GDPR) and UK GDPR. For California residents, we comply with the California Consumer Privacy Act (CCPA) as amended by the CPRA.

This policy supersedes all prior versions, including the Everybooking Privacy Policy dated December 19, 2023 that was previously published at a legacy Everybooking domain. Privacy requests should be sent to the address in Section 14 rather than to any contact given in the prior version.

1. Who is the data controller?

Everybooking acts as the controller of personal data that visitors, prospects, and account owners provide directly (account, billing, support). Everybooking acts as a processor of personal data that our customers (operators) upload to the platform about their own end-customers (e.g., guest records, attendee details, contact information). The terms of our processor relationship are governed by the Data Processing Addendum.

2. What personal data we collect

We collect the following categories:

• Account data: name, email, phone number, business name, business address, password (hashed), profile photo.
• Billing data: billing address, last four digits of payment card, transaction history. Full payment card numbers are tokenized by Stripe and never stored on our servers.
• Usage data: IP address, browser, device, pages visited, features used, API calls, timestamps, error logs.
• Metering data: per-action records of usage credits consumed — which feature ran, when, by which Authorized User, and the credit cost applied. We keep these records to bill accurately and to answer billing disputes.
• Communications data: support messages, sales call transcripts, email correspondence with Everybooking.
• Customer end-user data (Customer Data): personal data about your end-customers that you upload to the platform. We process this on your behalf under the DPA. Examples: guest names, contact info, dietary requirements, booking history.
• Connected-account data: when you connect a third-party account (for example Gmail, Google Calendar, or Microsoft 365), the data from it that the features you use need. Data from Google accounts is covered in detail in Section 13.
• Cookies and analytics: first-party cookies for authentication and preferences; analytics cookies for aggregate-level usage reporting. See Section 9.

3. Why we collect it (legal bases)

We process personal data on the following legal bases (GDPR terminology; equivalent grounds apply under PIPEDA and CCPA):

• Contract: to provide the service you signed up for (Article 6(1)(b) GDPR).
• Legitimate interest: to operate and improve the service, prevent fraud, secure our infrastructure, and conduct direct marketing to existing customers about similar services (Article 6(1)(f) GDPR).
• Consent: for non-essential cookies, marketing emails to prospects, and any special category data (Article 6(1)(a) GDPR).
• Legal obligation: tax, accounting, anti-money laundering, and lawful requests from authorities (Article 6(1)(c) GDPR).

4. How long we retain personal data

• Active accounts: for the duration of the subscription plus 30 days after termination for data export.
• Cancelled accounts: account data deleted within 90 days of termination unless retention is required for legal, tax, or regulatory purposes (typically 6 years for invoices and tax records).
• Marketing prospects: until you unsubscribe or 2 years of inactivity, whichever comes first.
• Backups: rolling 35-day backup retention. Data in backups is overwritten in normal course.
• Logs: security and audit logs retained 12 months.

5. Who we share data with (subprocessors)

We share personal data with vetted third-party service providers ("subprocessors") who help us deliver the service. A current list is published at everybooking.com/legal/subprocessors. Current subprocessors include (non-exhaustive):

• Render — application hosting and database (US)
• Amazon Web Services — hosting and storage (Canada/US regions)
• Stripe — payment processing
• Twilio — SMS and voice infrastructure
• Quo (OpenPhone) — phone system integration (only if you connect it)
• Postmark / SendGrid — transactional email
• Anthropic / OpenAI / Google (Gemini API) — AI model inference for quote generation, email classification, and reply drafting
• OpenRouter — routes some AI requests to model hosts that do not train on the data they receive
• Google Analytics 4 — aggregate analytics
• Sentry — error monitoring

We do not sell personal data. We do not share personal data with advertisers. We share data with subprocessors only to deliver the service, and they are bound by written agreements requiring equivalent privacy and security protections.

6. International transfers

We are based in Canada. Some subprocessors are located in the United States, the European Economic Area, the United Kingdom, Australia, or other jurisdictions. When personal data is transferred outside Canada or the EEA/UK, we rely on adequacy decisions where available, the European Commission's Standard Contractual Clauses (SCCs), the UK International Data Transfer Addendum, and supplemental technical safeguards (encryption in transit and at rest).

7. Security

We implement administrative, technical, and physical safeguards including: encryption in transit (TLS 1.2+) and at rest (AES-256), access controls and least-privilege principles, role-based permissions, audit logging, regular security patching, and scheduled vulnerability scans. We require multi-factor authentication for employee access to production systems. No method is 100% secure, but we will notify affected individuals and authorities as required by law in the event of a breach.

8. Breach notification

In the event of a personal data breach that creates a real risk of significant harm:

• Under PIPEDA, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as soon as feasible.
• Under GDPR, we will notify the lead supervisory authority within 72 hours of becoming aware and affected individuals without undue delay.
• We will notify customers under our processor obligations without undue delay so that they can fulfill their own controller notification duties.

9. Cookies

We use the following cookie categories:

• Strictly necessary: session, authentication, CSRF protection, load balancing. Cannot be disabled.
• Preferences: language, theme, dismissed banners.
• Analytics: aggregate-level traffic measurement (Google Analytics 4 with IP anonymization).
• Marketing: only with your consent and only on public marketing pages, never inside the authenticated app.

You can manage cookie preferences via your browser settings and via the cookie banner.

10. Your rights

Subject to applicable law, you have the right to: access your personal data, correct inaccurate data, request deletion ("right to be forgotten"), object to or restrict processing, request data portability, withdraw consent, and lodge a complaint with a supervisory authority.

How to exercise rights: email [email protected] with the request. We will verify your identity and respond within 30 days (PIPEDA) or one month (GDPR), with a possible 60-day extension for complex requests.

California residents (CCPA/CPRA) have additional rights: the right to know categories and specific pieces of personal information collected, the right to delete, the right to opt out of "sale" or "sharing" (we do not sell or share for cross-context behavioral advertising), and the right to non-discrimination for exercising rights.

11. Children

The Everybooking service is intended for businesses and is not directed at children under 16. We do not knowingly collect personal data from children. If you believe a child has provided personal data, contact [email protected] and we will delete it.

12. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be communicated by email to account owners at least 30 days before taking effect, and the "Effective" date at the top will be updated. Continued use of the service after the effective date constitutes acceptance of the updated policy.

13. Data from Google accounts

You can connect a Google account to Everybooking. This section explains what we access, why, and the limits we keep to. It applies in addition to the rest of this policy.

Limited Use. Everybooking’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

What we access and why

We ask only for the access that the features you turn on need. We ask for each kind of access when you connect it, not at sign-up.

• Sign in with Google (your name, email address, and profile picture): to create your login and sign you in. We read nothing else from your Google account for sign-in.
• Gmail (when you connect a mailbox from the Inbox or Integrations page):
  • to import messages from your inbox, and from your Sent folder if you turn that on, into the Everybooking inbox, so you can see each customer’s emails next to their bookings, quotes, and invoices;
  • to sort incoming enquiries and draft replies and quotes for you to review before anything is sent;
  • to send the replies you write or approve from your own Gmail address when you choose that, so they appear in your Gmail Sent folder;
  • if you turn it on, to send automatic first replies to enquiries from lead platforms such as WeddingWire from that address, because those platforms accept replies only from the address they have on file;
  • to check whether an email we sent for you bounced.
  We read your mail through the Gmail API with read-only access, and send with Google’s separate permission to send email on your behalf. Read-only access cannot delete messages, move them, change their labels, mark them as read, or change your Gmail settings. Mailboxes connected before October 2026 were given Google’s full mail permission, which our earlier importer needed; until you reconnect them with the narrower access, we read them without changing anything, as before.
• Google Calendar (when you connect a calendar): to add meetings and appointments booked through Everybooking to your calendar, update or remove them when they change, and check when you are busy, so that customers are not offered times you already have booked.

How we use and share it

• We use data from Google accounts only to provide and improve the features described above, which you can see and use in the app.
• We do not sell it. We do not use it for advertising, including retargeting, personalized, or interest-based advertising. We do not transfer it to data brokers or information resellers, and we do not use it to determine credit-worthiness or for lending purposes.
• We share it only with the subprocessors listed in Section 5 that help us run these features (for example hosting, and AI model inference for sorting enquiries and drafting replies), as necessary to provide them, to comply with the law, or as part of a merger, acquisition, or sale of assets with notice to you.
• No person at Everybooking reads your Gmail messages or calendar events unless you ask us to for specific items (for example in a support request), it is needed for security (such as investigating abuse), it is needed to comply with the law, or the data has been aggregated and anonymized for internal operations.

AI and machine learning

We do not use data from Google Workspace APIs, including Gmail and Google Calendar data, to develop, improve, or train generalized or non-personalized AI or machine-learning models. When an AI feature works on your email, such as sorting an enquiry or drafting a reply, the content is sent to our AI providers (Anthropic, OpenAI, Google’s Gemini API, and model hosts we reach through OpenRouter) only to produce that result for you. None of them may train their models on it: the terms for our paid API use with Anthropic, OpenAI, and Google do not allow it, and our OpenRouter account only routes to hosts that do not collect data for training. Where the app adapts to your business, for example by learning the tone of your past replies, that stays inside your own Everybooking account and is never used for any other customer.

Security, retention, and deletion

• Google access tokens are encrypted in our database (AES-256), and all data is encrypted in transit (TLS 1.2 or higher) and at rest.
• Imported emails are kept as part of your customer records for as long as your account is active, and are deleted with the rest of your account data as described in Section 4.
• You can disconnect a Google account at any time from the Integrations page in Everybooking. When you do, we stop accessing it, delete the access tokens we hold, and hand the access back to Google, unless another connection in Everybooking still uses the same Google account. You can also remove Everybooking’s access from your Google account at myaccount.google.com/permissions. Step by step: Disconnecting Google and deleting your data.
• To have the Google data we hold deleted, such as imported emails, email [email protected]. We will delete it within 30 days, except where the law requires us to keep it.

14. Contact and Privacy Officer

Privacy Officer: Kevin Penner
Email: [email protected]
Mailing address: Everybooking Inc., PO Box 20621 Stn Main, Steinbach, Manitoba R5G 1S1, Canada

For unresolved complaints, you may contact the Office of the Privacy Commissioner of Canada at priv.gc.ca. EEA/UK residents may contact their local supervisory authority.