BookingsGuru Privacy Policy
Our contact details:
Name: BookingsGuru – An administration and marketing service for lettings brought to you by Kajima.
Office address: 12 Basset Court, Grange Park, Northampton, England, NN4 6JJ
Telephone number: 03330 110476
Email: office@bookingsguru.co.uk
Last updated: 11th August 2023
Next review date: 11th August 2024
The types of personal information we collect:
Depending on our level of client interaction, we currently collect and process the following information:
Contact details including name, email address, phone number and postal address.
Financial data related to bookings, prices, invoices/credit notes, payments/refunds made and account balances. In some cases, we may need to collect bank details to arrange a refund from the venue.
Coaching/First Aid Certificates and Certificates of Public Liability Insurance.
Disclosure and Barring Service Certificates which include a date of birth and potentially criminal offence data.
You can read website cookie functionality in this privacy policy: https://kajima.co.uk/privacy
How we get the personal information and why we have it:
Most of the personal information we process is provided to us directly by you for one of the following reasons:
To reply to your enquiry.
To process your venue booking.
To process our due diligence vetting checks.
To allow supervision or coaching of children and/or disabled/vulnerable adults at one of our venues.
We also receive personal information indirectly, from the following sources in the following scenarios:
Venues who forward your details onto us following your enquiry.
Venues who provide details of third-party users leads who booked their venue prior to us managing the lettings for them.
Third-party user leads who have collated information on staff that will attend a venue booking. For example, a football club will supply information of their coaches.
We use the information that you have given us to:
Contact you about your enquiry or booking.
Process and manage your booking.
Carry out due diligence vetting checks.
Send you information about our services and other venues which may be of interest to you. If you have consented to receive marketing in your client account, you may opt out at any time.
We may share the information with:
The venue you are hiring from (our contacts at the school, Multi-Academy Trust, or the Facilities Management Company).
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information is that we have a legitimate interest. Those interests are as follows:
Processing of venue enquiries and bookings.
Ensuring that premises are being used safely and appropriately.
Ensuring that those providing teaching or coaching are competent to do so.
Ensuring the public are adequately covered in the case of accident or injury.
Ensuring that appropriate safeguarding and child protection policies and procedures are in place.
Ensuring that any staff supervising children and/or disabled/vulnerable adults are adequately vetted.
How we store your personal information:
Your information is securely stored on BookingsPlus (booking system) and Zendesk (communications system).
We keep enquiry contact details for 5 years. We will then dispose your personal information by via automatic data clean up.
We keep dormant client account contact details for 5 years. We will then dispose your personal information including any documents you have shared with us by via automatic data clean up.
Your data protection rights:
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at office@bookingsguru.co.uk, 03330 110476 and or 12 Basset Court, Grange Park, Northampton, England, NN4 6JJ if you wish to make a request.
How to complain:
If you have any concerns about our use of your personal information, you can make a complaint to us at wecare@communitybookings.co.uk.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
How we use your personal information
Personal information submitted to us via a ‘venue
marketing website’, via email or via BookingsPlus will be used solely for the
purposes specified in this privacy policy.
We will use the contact details submitted via our
venue marketing websites and sent to our venue email addresses to:
·
Contact
you regarding the enquiry the enquiry you made.
·
Generate
a client account on BookingsPlus should the booking go ahead.
·
Obtain
statistical information about our users, to help us manage our business but
this information will be anonymised and not be used to identify any individual
user.
We will use the contact details and documentation
(training certificates, DBS forms, public liability insurance) on your BookingsPlus
client account to:
·
Provide
you with access to BookingsPlus.
·
Administer
your account, send you invoices and collect payment from you.
·
Pass
your contact details to GoCardless for the purposes of payment processing
only. In all cases, you will have had to
review the data on the online form, and submit it. You will be subject to the payment provider’s
terms and privacy policy. BookingsPlus
does not store or process any credit/debit card or bank account details.
·
To
ensure we have valid documentation in order for your booking/s to take place.
·
Provide
customer service to you, and to deal with any enquiries/complaints made by you
with regards to your booking/our service.
·
Provide
a customer account management service to you and keep your details up-to-date.
·
Send
to you email notifications solely related to your bookings.
·
Occasionally
email you a link to a feedback survey, for the purposes of improving the
BookingsGuru service, but this is entirely optional as to whether you complete
it.
·
Send
to you marketing communications, where you have opted in. Your preferences can be amended at any time,
by emailing bookingsguru@kajima.co.uk.
·
Obtain
statistical information about our users, to help us manage our business, but
this information will be anonymised and not be used to identify any individual
user.
We work with Zendesk to ensure the smooth running
of BookingsGuru. Zendesk provides BookingsGuru with the ability to communicate
and track customer requests. It keeps a record of conversations between our
Gurus and our customers and allows us to process important requests between our
agents, different areas of our business and our venues. The data that we hold
in Zendesk is critical for BookingsGuru to process bookings and support
customer queries. Customer data is only processed for the purposes described below
and is stored and shared according to current legal and regulatory standards.
For more information on the level of protection applied see Zendesk’s privacy
policy https://www.zendesk.com/company/privacy-and-data-protection/; its terms govern Zendesk’s use of customer data.
When you book a venue, as part of the booking
process, you may consent to your name, business and contact details being
entered on the booking timetable so that you can promote the business or
activity you are using the venue for. If you don’t consent to this, all that
will show up on the timetable is the type of activity taking place within that
time slot and without any personal information added.
Marketing
We would like to send you information about our
services and other venues which may be of interest to you. If you have
consented to receive marketing in your client account, you may opt out a later
date.
You have a right to (at any time) stop us from
contacting you for marketing purposes.
If you no longer wish to be contacted for marketing
purposes please login to your client account at https://my.schoolbookings.co.uk/users/sign_in or email us at bookingsguru@kajima.co.uk.
How we store and secure information
that we collect
Personal information is securely stored on
BookingsPlus which is only accessible to a limited number of Kajima Partnerships
Limited employees who can only access the information via their unique username
and password.
How to access your personal
information
Personal information that is
collected via our venue marketing websites or via email during the enquiry process,
which is not converted to a booking, is permanently deleted following a period
of 6 months of inactivity.
If you are an existing client you can
view and amend the personal contact details we hold for you, in your online
account at https://my.schoolbookings.co.uk/users/sign_in.
Cookies
Cookies are text files placed on your computer to
collect standard internet log information and visitor behaviour information.
This information is used to track visitor use of our websites and to compile
statistical reports on website activity.
For further information visit http://www.allaboutcookies.org/ or https://www.aboutcookies.org/.
You can set your browser not to accept cookies and
the above websites tell you how to remove cookies from your browser. However in
a few cases some of our website features may not function as a result.
Other websites
Our website contains links to other websites. This
privacy policy only applies to our venue marketing websites and BookingsPlus. When
you link to other websites (including the websites of venues) you should read
their own privacy policies.
Disclosures
Your information will be stored on servers located
in the United Kingdom and AWS servers located in Ireland. We may disclose information about you to any
of our employees, officers, agents, suppliers or subcontractors insofar as is reasonably
necessary for the purposes as set out in this privacy policy. All such parties are
obliged to treat your information in accordance with the scope of your consent
and the law in their contracts with us.
In addition we may disclose your personal
information:
1. to the extent that we are required to do so by
law;
2. in connection with any legal proceedings or prospective legal proceedings;
and
3. in order to establish, exercise or defend our legal rights (including
providing information to others for the purposes of fraud prevention
and reducing credit risk).
In the event of any of the above
occurring we shall inform you of any such disclosure if lawfully permitted to
do so.
Except as provided in this privacy policy we will
not provide your information to third parties.
Changes to our privacy policy
We keep our privacy policy under
regular review. This privacy policy was last updated on 24th May
2018.
How to contact us
Please contact us if you have any
questions regarding our privacy policy or information we hold about you:
If you would like to update any information we hold
on you please contact us at bookingsguru@kajima.co.uk
If you would like to complain about how we are
using or disclosing your data please contact bookingsguru@kajima.co.uk
If you wish to receive information on what personal
data of yours we hold please contact bookingsguru@kajima.co.uk
If you would like to vary how we use your
information or contact you please contact us at bookingsguru@kajima.co.uk
If you would like us to delete your information
from our records please contact us at bookingsguru@kajima.co.uk
Telephone:
03330 11 04 76
Write to us:
BookingsGuru, Unit 12 Basset Court,
Loake Close, Grange Park, Northampton, NN4 5EZ
