Bookhavn privacy policy

1. Data controller and contact

The legal operator has not yet been published, so its identity details are not displayed. Paying customers will not be onboarded until these details are completed.

Enquiries about personal data can be sent to [email protected].

The salon is the controller of its customers’ data. Bookhavn processes this data on the salon’s behalf.

2. Information we process

• Account users and staff: name, email, phone, role, business and staff relationships, login and security information, and timestamps.
• Salon customers: name, email, phone, address, postal code, city, gender, photo, notes, birthday, booking restrictions, and reminder and marketing preferences.
• Appointments: start and end times, status, service, staff member, location, notes, and recurrence and reminder details.
• Consent: channel, status, timestamp, collection method and, for separate consent logs, IP address and browser information.
• Operations: technical server logs, errors and security events where necessary to operate and protect the service.

CPR numbers, treatment records, diagnoses and blood pressure data are technically disabled in the pilot and must not be entered or imported.

3. Purposes and legal bases

• We process account, booking and customer information to perform our agreement with the salon and complete the customer’s booking.
• We use necessary operational and security information on the basis of a legitimate interest in operating a stable and secure service.
• Email or SMS marketing may only take place when the salon has recorded the relevant consent. Consent status and collection method are stored so the choice can be documented and withdrawn.
• Statutory accounting information may be retained where required by bookkeeping rules.

4. Retention and deletion

Bookhavn does not have a general automatic deletion schedule for customer data. The salon can export, anonymise or delete a customer using the built-in GDPR features. The system can identify customers with no recent bookings after five years, but does not delete them automatically.

Generated export links expire after seven days. Other personal data is deleted on request or upon termination as agreed with the salon, unless the law requires continued retention.

5. Subprocessors in the pilot environment

• Hetzner Online GmbH, Germany: server and database hosting in the Nuremberg region (nbg1).
• Resend, USA: delivery of system emails through the configured SMTP service. Transfers outside the EU must be covered by a valid transfer basis.
• Cloudflare, USA/EU: DNS, proxy, access protection and traffic filtering for the preview environment. Transfers outside the EU must be covered by a valid transfer basis.

Payment and SMS providers are not active in the pilot and are therefore not listed as active subprocessors.

6. Your rights

You can request access, rectification, export, restriction, anonymisation or deletion through the salon or directly at the contact address above. The system can provide a customer export in JSON format and has features for anonymisation and deletion across related appointments and consents.

You may complain to the Danish Data Protection Agency. A request may be refused or restricted if other legislation requires continued retention.

7. Cookies and analytics

The pilot uses no analytics or marketing cookies. Technically necessary login and session data may be used to keep users logged in and protect their accounts.