Privacy Policy
Date of Last Revision 13/10/2026Your privacy is important to Coldwin Software Inc., carrying on business as Bookedin (“Bookedin”, “we”, “us” and “our”). We have adopted this Privacy Policy to ensure that personal information in our control is protected by appropriate means. We regularly assess ourselves to ensure that customer privacy is respected. We conduct business in a manner that fulfills our commitment to privacy.
In this Privacy Policy, “Services” means the Bookedin scheduling platform, the booking pages, the websites at bookedin.com and scheduler.bookedin.com, and related features, and “Website” means those websites and all content and functionality available through them.
1. Why We Collect Information and How We Use It
We collect both your personally identifiable information and certain non-personally-identifiable information (such as anonymous user usage data, cookies, IP addresses, browser type, etc.) to optimize the performance of the Bookedin service and to create new features, promotions, functionality, and services by storing, tracking, analyzing, and processing user preferences and trends, as well as user activity and communications. This Privacy Policy also covers Bookedin’s own treatment of personally identifiable information that service providers share with Bookedin. We further use this information to communicate with you, adjudicate your eligibility for products and services, fulfill requests for products, services and information, provide customer services, administer promotions and programs, offer, set up, manage and administer our business, products and services, including allowing Bookedin to notify you of important information about our products, including product bulletins, creating and maintaining customer databases for market analysis, analysis of your scheduling patterns, providing you with ongoing information about us and our products, measuring and improving our website and marketing initiatives, to schedule reservations/bookings, better understand buying and selling patterns, tailoring our product and service offerings to your preference and generally fulfilling our legal and regulatory requirements. Bookedin uses your local storage, Google cloud storage (as a part of the Google App Engine), and the third party tools described in section 2 to collect and store this data. From time to time, we may survey your opinions of current products proposed and/or services or of potential new products or services that may be offered.
This Privacy Policy describes how Bookedin collects, uses, and discloses personal information in operating the Services. Where a service provider uses the Services to collect and manage information about its own customers, the service provider is responsible for that information and its handling is governed by the service provider’s own privacy policy. Bookedin processes that information on the service provider’s behalf to provide, operate, secure, and improve the Services, and for the other purposes described in this Privacy Policy, and this Privacy Policy governs only Bookedin’s own handling of that information.
As we continue to develop and grow, we may buy or sell parts of our business. As an important part of our businesses include the relationships with our customers, employees and contractors, personal information would generally be one of the assets which would be transferred or transitioned to a third party purchaser.
We may collect anonymous/non-personal information and business information or render anonymous information we have about you. Because this information cannot be associated with or traced back to you, it is not governed by this Privacy Policy.
2. Cookies, Tracking, and Third Party Tools
We use cookies and similar technologies, and third party analytics, advertising, session-recording, and support tools, to understand how our users find, book, and schedule appointments, interact with our website and mobile applications, and to improve the user experience. The tools we use include:
(a) analytics and product-usage tools, including Google Analytics, Google Analytics 4 Measurement Protocol, Google Tag Manager, Mixpanel, Ahrefs, and AppsFlyer;
(b) advertising and conversion tools, including Microsoft Ads Conversion, the Meta Pixel, the LinkedIn pixel, the OpenAI pixel, and the Google Data Manager API, which measure the performance of our advertising and may share data with the relevant advertising platform;
(c) session-recording tools, including Microsoft Clarity and Mixpanel, which record interactions with our website such as page navigation, clicks, and scrolling. Form field entries are masked and are not captured by these tools; and
(d) support and engagement tools, including Zendesk and Mida.so.
Each tool processes data under its own terms and privacy practices, and data collected through these tools may be shared with the applicable provider for the purposes described above. To understand how these products process your data, please see the applicable provider’s privacy policy or statement.
Non-essential cookies and tracking technologies are configured not to operate until you give consent through our consent tool. You may give or decline consent, and change your choices at any time, through the persistent preferences link on the Website. Your choices are remembered so that you are not re-prompted on each visit. If you decline non-essential technologies, some features may be affected.
3. Payment
For service providers paying for Bookedin’s services, and for service providers and their customers who use our service to schedule appointments and bookings, payment processing is provided by Stripe, Square, or PayPal, depending on the processor connected to the account, and is governed by that processor’s own agreements, including as applicable the Stripe Connected Account Agreement and Stripe Services Agreement, the applicable Square agreements, and the PayPal User Agreement and Commercial Entity Agreement. By operating as a service provider with Bookedin, or by making payment through a connected processor, you agree to be bound by the applicable processor’s agreements, which the processor may amend from time to time. Payments collected from customers are subject to the connected processor’s processing fees.
4. A Word About Sharing Customer Information and Marketing Lists
To protect the privacy of our customers, we will never sell or provide personally identifiable information to a third party for the purposes of that third party marketing to you, and we will never contact you with marketing material without providing you the option to unsubscribe. This does not restrict the analytics, advertising, and other sharing described in section 2, the sharing with service providers described in section 8, or a business transfer described in section 1.
5. Types of Information We Collect
Typical information we may collect includes: your legal name, mailing address, e-mail address, phone number(s), credit card information (including card type and number, expiry date and name of card holder), and associated billing address. Bookedin does not store full credit card information. For service providers, Bookedin only stores the last four digits of your credit card; all other credit card information is stored and processed by the connected processor. For customers of service providers, Bookedin does not store or process credit card information; that information is stored and processed by the connected processor.
Like many other websites, we automatically collect certain non-personal information regarding website users that does not identify you. Examples include the Internet Protocol (IP) address of your computer, the IP address of your internet service provider, the date and time you access our website, the internet address of the website from which you linked directly to our website, the operating system you are using, the sections of our website you visit, the website pages read and images viewed, and the content you download from our website. Our website uses “cookies”, a technology that installs a small amount of information on a user’s computer to permit the website to recognize future visits using that computer. Cookies enhance the convenience and use of our website. Bookedin may allow other companies to use cookies, or use electronic images (e.g., GIFs) that allow a website to count users who have visited that page or to access certain cookies. We also may use cookies or log file information to: (a) store information so that you will not have to re-enter it during your visit or the next time you visit the Website; (b) provide custom, personalized content and information; (c) monitor the effectiveness of our marketing campaigns; (d) monitor aggregate metrics such as total number of visitors, pages viewed, etc.; and (e) track your entries, submissions, and status in any promotions. You may choose to decline cookies if your browser permits, but doing so may affect your use of our website and your ability to access certain features of our website or engage in transactions through our website. Non-essential cookies are governed by the consent tool described in section 2.
6. Withholding Consent
Subject to legal and contractual requirements, you can refuse to consent to our collection, use or disclosure of your personal information, or you may withdraw your consent to our further collection, use or disclosure of information at any time in the future by giving us reasonable notice. If you refuse or withdraw your consent, we may not be able to provide you or continue to provide you with some products, services or information which may be of value to you. During the term of any agreement you have with us, you may not withdraw your consent to our ongoing collection, use or disclosure of your personal information in connection with such agreement.
For the purpose of scheduling bookings, some information is required in order for us to complete the booking on your behalf. If the information is not provided, we will not be able to provide you with our service.
7. Limiting Collection and Sources of Information
We will limit the collection and use of personal information to that which is necessary for the purposes we have identified to you, including without limitation, the purposes identified above, using means which are fair and lawful. Although we will collect your personal information primarily from you, we may also collect it from external sources.
8. Safeguarding Information
We protect personal information against loss or theft, unauthorized access, disclosure, copying, use, or modification with security safeguards appropriate to the sensitivity of the information. Our safeguards vary depending on the information’s sensitivity, amount, distribution and format of the information and the method of storage. We use a variety of security technologies and procedures to help safeguard your personal information. All security measures are appropriate to the sensitivity level of your information.
We will permit only authorized employees and contractors, who are trained in the proper handling of customer information, to have access to your personal information. Employees and contractors who violate our Privacy Policy will be subject to our disciplinary process.
We are responsible for all personal information in our control. Whenever we hire other organizations to provide support services, we will require them to conform to our privacy standards and to allow us to audit them for compliance. Although we cannot take responsibility for any theft, misuse, unauthorized disclosure, loss, alteration or destruction of data by a third party, we take reasonable precautions to prevent such unfortunate occurrences.
As part of our handling of bookings, we share with the service provider only that portion of your information that is required to complete the booking.
9. Retention Policies
We retain personal information only as long as it is required for the purposes for which it was collected, and as required by law. The length of time information is retained varies with the purpose of collection, and may extend beyond the end of your relationship with us only for so long as necessary to respond to an issue that may later arise or to meet a legal requirement.
Service provider accounts. Bookedin does not automatically close active accounts. Where an account has been dormant for twelve (12) months, meaning twelve (12) months have passed since the later of the last time the account was accessed and the last booking made through it, Bookedin may close and delete it after giving notice by email at least fourteen (14) days in advance and a further notice approximately forty-eight (48) hours before the account is closed. The account holder can reactivate the account by logging in before it is closed; if not, the account is closed and the account and all associated data are permanently deleted approximately sixty (60) days afterward. Account holders are responsible for exporting any information they wish to retain before cancelling or closing the account, as it may not be available for export afterward. For accounts synced with a third party calendar service, cancellation removes Bookedin scheduling information from those third party calendars.
Customer booking information. If you are an individual who has booked with a service provider through Bookedin, your booking information is held within that service provider’s account and is retained for as long as that account remains active, subject to the service provider’s own retention and deletion choices. The service provider, not Bookedin, controls that information and determines how it is used and how long it is kept, and its handling of that information is governed by the service provider’s own privacy policy. Requests to access, correct, or delete your booking information should be made to the service provider you booked with. When the service provider’s account is closed, your associated booking information is deleted with it as described below.
Deletion timing. Following cancellation or closure of an account, whether by the account holder, by Bookedin, or through the dormancy process above, Bookedin permanently deletes the account and associated personal information in accordance with its data retention practices and applicable law. Bookedin’s current practice is to permanently delete approximately sixty (60) days after account closure, subject to any longer retention required or permitted by law.
10. Keeping Information Accurate
We will attempt to keep customer files complete, up to date, and accurate. We will tell our customers how and where to conveniently access their account information (except when prohibited by law).
11. Accessing, Correcting, and Deleting Your Information
If you have a service provider account with Bookedin, you may ask what personal information we hold about you, ask us to correct information you believe is inaccurate, or ask us to delete your personal information. You can cancel your account, which deletes your account data, through the billing section of the Bookedin web or mobile application, or make a request in writing to our Privacy Officer at the address below. All requests must be made in writing.
If you are an individual who booked with a service provider through Bookedin, that service provider controls your booking information. Requests to access, correct, or delete that information should be directed to the service provider you booked with. If you contact Bookedin, we will direct you to the relevant service provider, but the service provider is responsible for responding to your request.
When you write to our Privacy Officer, please tell us your name, address, phone number (where you can be reached during business hours), and the best time of day for us to call you. For a service provider account, please also provide your business name, business address, and the email you use to log in. If you are requesting information, specify the information you are interested in. If you are exercising opt-out rights, specify whether you are opting out of our sharing information with affiliates and/or from our marketing lists. If you believe any information is incorrect, we will investigate and correct it as required.
Privacy Officer
Bookedin
1460 Chevrier Blvd Ste 200
Winnipeg, MB R3T 1Y6
Canada
12. Amending this Policy
We may update this Privacy Policy from time to time. When we do, we will revise the date of last revision above and post the updated policy on our website at bookedin.com. Where a change involves a new or materially different collection, use, or disclosure of personal information, we will provide notice and obtain any consent required by applicable law before that change takes effect, which for non-essential cookies and tracking technologies is managed through our consent tool. Your continued use of the Services after a change that does not require consent constitutes acknowledgement of the updated policy.