This Privacy Policy explains how BookaVue ("we", "us", "our") handles personal data when you use our website, platform, and booking pages.
BookaVue is a software platform used by property professionals to manage property viewing appointments.
IMPORTANT: In many cases we process personal data on behalf of estate agents or property professionals using our platform. In those cases they — not BookaVue — control your data. See section “Controller vs Processor”.
1. WHO WE ARE
BookaVue is a software service provider.
BookaVue is a trading name of Deplova Ltd, a company registered in England and Wales (company number 16633010), with registered office at 85 Great Portland Street, London, W1W 7LT, United Kingdom.
Contact: [email protected]
For the purposes of UK GDPR and EU GDPR:
- Sometimes we are a Data Controller
- Sometimes we are a Data Processor acting on behalf of our customers
2. CONTROLLER VS PROCESSOR
When you interact with a property booking page:
The estate agent or property professional using BookaVue is the Data Controller.
They decide why your data is collected.
BookaVue is the Data Processor.
We store and transmit the data only to provide the booking service.
When acting as a Data Processor, we process personal data only on the documented instructions of the relevant Customer (the Data Controller).
Where we act as a Data Processor, processing is governed by our Data Processing Agreement available at /dpa.
If you want your booking data changed or deleted, you should normally contact the estate agent directly.
We will assist them where required by law.
When we collect data for our own purposes (account administration, billing, analytics, support) we act as Data Controller.
3. PERSONAL DATA WE COLLECT
A. Information provided by booking a viewing
- Name
- Email address
- Phone number
- Appointment time
- Optional notes
B. Customer account data
- Account holder name
- Work email
- Organisation details
- Billing details
C. Technical data
- IP address
- Browser type
- Device information
- Log records
- Approximate location (country level)
4. HOW WE USE PERSONAL DATA
When acting as Processor (on behalf of agents):
- provide booking functionality
- send booking confirmations
- send appointment reminders
- prevent spam and abuse
- maintain system security
When acting as Controller:
- provide and operate the service
- authenticate users
- process payments
- respond to support requests
- improve reliability and performance
- prevent fraud
- comply with legal obligations
We do NOT sell personal data.
5. LEGAL BASIS FOR PROCESSING
For Customers (business users):
Processing is necessary for performance of a contract.
For booking visitors (End Users):
Processing is performed on behalf of the estate agent under their lawful basis (as determined by the Data Controller, typically legitimate interests or steps prior to entering into a contract).
For our own operations:
- Contract – account and billing
- Legitimate interests – security, reliability, analytics
- Legal obligation – record keeping
- Consent – optional communications where required
6. DATA SHARING
We share data only where necessary to provide the service.
Sub-processors may include:
- Payment processors
- Email delivery providers
- Cloud hosting providers
- Infrastructure and monitoring providers
All providers are bound by contractual data protection obligations.
We never sell personal data.
7. INTERNATIONAL TRANSFERS
Some providers may process data outside the UK or EEA.
Where this occurs we rely on:
- Adequacy regulations, or
- Standard contractual clauses
8. DATA RETENTION
We retain data only as long as necessary:
- Account data – duration of subscription and applicable post-termination retention period
- Booking records – determined by the Customer (agent)
- System logs – security retention period
- Support messages – support history period
After account termination, Customer Data may be retained for a short access period (typically up to 30 days) to allow export. Data is then deleted or anonymised, usually within 30–90 days, unless longer retention is required by law.
9. SECURITY
We implement appropriate technical and organisational safeguards including:
- access controls
- encrypted connections (HTTPS)
- restricted staff access
- monitoring and logging
No internet service can be completely secure, but we work to protect data appropriately.
We maintain incident response procedures and will notify Customers of personal data breaches where required by applicable law.
10. YOUR RIGHTS
Depending on circumstances you may have rights to:
- access your personal data
- correct inaccurate data
- erase your data
- restrict processing
- object to processing
- data portability
- withdraw consent (where applicable)
For booking data you should usually contact the estate agent first.
You may also contact us at [email protected] and, where required by applicable law, we will assist the relevant Customer (as Data Controller) in responding to such requests.
You have the right to lodge a complaint with a supervisory authority, including:
United Kingdom: Information Commissioner’s Office (ICO)
Ireland: Data Protection Commission (DPC).
11. COOKIES
We use essential cookies required to operate the service, including authentication and security.
We do not use advertising tracking cookies.
If optional analytics cookies are introduced, consent mechanisms will be implemented where legally required.
12. CHILDREN
The service is not intended for children under 16.
We do not knowingly collect children’s data.
13. CHANGES TO THIS POLICY
We may update this policy from time to time.
Material changes will be posted on the website.
14. CONTACT
Data protection enquiries:
[email protected]