Legal

Privacy Policy

Last updated: January 2026

BookWith ("we", "us", "our") is committed to protecting your privacy. This policy explains what data we collect, how we use it, and your rights.

1. Data We Collect

From Service Providers (businesses):

Name, business name, email address, phone number
Business description, services, working hours, location
Call recordings and transcripts (for quality and booking purposes)
Booking and client data generated through the platform
Payment information (processed by Gumroad — we do not store card details)

From Customers (people making bookings):

Name and phone number (provided during booking)
Booking details and appointment history
Reviews submitted through the platform

Automatically collected:

Usage data and analytics (via Google Analytics)
IP address and device type
Pages visited and features used

2. How We Use Your Data

We use your data to:

Operate and improve the BookWith service
Configure and run your receptionist
Send appointment confirmations and reminders via SMS
Process subscription payments through Gumroad
Provide customer support
Analyse platform usage to improve our service
Comply with legal obligations

We do not sell your data to third parties. We do not use your data for advertising purposes. We do not share your data with anyone except the third-party services required to operate BookWith (listed below).

3. Third-Party Services

BookWith uses the following third-party services to operate:

Vapi.ai — Powers AI voice calls. Call audio is processed by Vapi.
Twilio — Handles phone numbers and SMS delivery.
Airtable — Stores provider and booking data securely.
Gumroad — Processes subscription payments.
Cloudinary — Stores provider profile photos.
Brevo — Sends transactional emails.
Google Analytics — Anonymised website usage analytics.
Render / Netlify — Cloud hosting infrastructure.

Each of these services has its own privacy policy. We only share data with them as necessary to provide our service.

4. Data Retention

We retain your data for as long as your account is active. If you cancel your subscription, we retain your data for 90 days in case you return, then delete it permanently. Call transcripts are retained for 12 months. You can request deletion at any time.

5. Your Rights (GDPR / UK GDPR)

If you are in the UK, EU or a jurisdiction with equivalent data protection law, you have the right to:

Access — request a copy of all data we hold about you
Rectification — correct inaccurate data
Erasure — request deletion of your data
Portability — receive your data in a portable format
Objection — object to certain processing
Restriction — request we restrict processing in certain circumstances

To exercise any of these rights, contact us at legal@bookwith.live. We will respond within 30 days.

6. Cookies

We use essential cookies to keep you logged in and remember your preferences. We use Google Analytics cookies for anonymous usage analysis. You can disable non-essential cookies in your browser settings.

7. Security

All data is encrypted in transit using TLS 1.2+. Database access is restricted and authenticated. We conduct regular security reviews. No method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

8. Children

BookWith is not intended for use by anyone under 18 years of age. We do not knowingly collect data from children.

9. Changes to This Policy

We may update this policy from time to time. We will notify you of material changes by email. Continued use of BookWith after changes constitutes acceptance.

10. Contact

For privacy questions or data requests, contact us at legal@bookwith.live.