Privacy Policy
Last updated 12 October 2026
This policy explains what personal data ScheduleNow collects, why, who sees it and what your rights are. It applies to the ScheduleNow website, the vendor portal and the booking pages and widget that vendors put in front of their customers.
1. Who is responsible for your data
It depends on who you are:
- Vendors and their team members (people who sign up to take bookings, or are invited to help): V12 Solutions Ltd is the controller of your account data.
- Customers who make a booking with a vendor: the vendor you book with is the controller of your booking data and decides what to do with it. V12 Solutions Ltd is the vendor's processor and handles it only on the vendor's behalf to run the booking service. If you want to see, correct or delete your booking details, ask the vendor first. We will help them respond.
V12 Solutions Ltd (company number 07268493, registered in the UK)
You can contact us using the details on the ScheduleNow website.
2. What we collect and why
| Who | Data | Why | Basis |
|---|---|---|---|
| Vendors | Business name, email, phone, address, timezone, currency, password (stored only as a one-way hash), opening hours, services, discount codes, settings, the sender email address you choose | To create and run your account and booking page | Contract |
| Team members | Name, email, password (hashed), the permissions you were given, last sign-in time | To give you access and keep the account secure | Legitimate interests (running the vendor's account securely) and contract with the vendor |
| Customers | Name, email, phone (optional), notes (optional), the booking details, any discount code used, and a record of emails sent about the booking | To make, confirm, remind about, change and cancel the booking, on the vendor's behalf | The vendor's: usually contract with you |
| Vendors who add payment settings | Stripe and PayPal API keys and client IDs. Secret keys are stored encrypted | So payments can be enabled for your account. We do not collect or store your customers' card details | Contract |
| Everyone | IP address and basic request information (browser, page requested, time) in server logs and rate-limiting | Security, preventing abuse, fixing faults | Legitimate interests |
| Everyone | Messages you send us | To reply and give support | Legitimate interests |
We do not use your data for advertising and we do not sell it.
3. Emails we send
ScheduleNow sends service emails: booking confirmations, cancellations, reminders (timing set by the vendor), messages a vendor writes to a customer, calendar invites, team invitations, password links and sender-address confirmations. These are not marketing. We keep a log of each (recipient, subject, content and whether it was sent) so the vendor can see a booking's email history.
4. Cookies
ScheduleNow uses one cookie, schedulenow.sid, to keep people signed in to the vendor portal and admin area and to protect forms against forgery. It is strictly necessary, set only when needed, is not used for tracking, and lasts up to 14 days. We don't use analytics or advertising cookies, and we host our fonts ourselves, so no data is sent to font providers.
The booking widget on a vendor's website does not set cookies. It uses short-lived signed tokens inside the page instead.
5. Who we share data with
- The vendor you book with sees your booking details (that is the point of the service). Vendors can allow team members to see them too.
- Service providers that help us run ScheduleNow, such as hosting, database and email delivery providers. They may only use data to provide their service to us.
- Payment providers (Stripe, PayPal) only if a vendor connects their own account. Their own privacy policies apply to what they receive.
- Authorities and advisers where the law requires, to protect rights and safety, or to professional advisers under confidentiality.
- A buyer, if the business is sold or reorganised, who must keep protecting your data.
6. Moving data outside the UK
If a provider handles data outside the UK, we make sure it is protected by an appropriate safeguard, such as an adequacy decision or approved contract terms (the UK International Data Transfer Agreement or Addendum).
7. How long we keep it
We keep data only for as long as it is needed for the reasons above.
- Vendor and team data: while the account is open, then deleted or anonymised within a reasonable period after it closes, unless we must keep something by law or for a dispute.
- Customer booking data and email history: kept for the vendor until they delete it or their account closes. Vendors are responsible for deciding how long they need booking records.
- Security logs: kept briefly, then rotated out.
- Backups: removed as they expire in the normal cycle.
8. Security
Passwords are hashed, payment secrets are encrypted, connections use HTTPS, forms are protected against forgery, and vendor team members only see what they have been given access to. No system is perfectly secure, but we take reasonable steps and will tell affected vendors and, where required, the Information Commissioner's Office if a breach occurs.
9. Your rights
Under UK data protection law you can ask to see the personal data we hold about you, have it corrected or deleted, restrict or object to how it is used, and receive it in a portable form. Where we rely on consent you can withdraw it at any time. To use a right, contact us (or, for booking data, the vendor you booked with). We may need to check your identity first.
If you're unhappy with how we've handled your data, tell us and we'll try to put it right. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
10. Children
ScheduleNow is for businesses and is not intended for children under 13. Vendors are responsible for how they take bookings for under-18s.
11. Changes to this policy
We'll update this page when our practices change and show the date at the top. For significant changes we will also tell vendors by email or in the service.
12. Contact
V12 Solutions Ltd (company number 07268493, registered in the UK)
You can contact us using the details on the ScheduleNow website.