Privacy Policy

This page describes how we collect and process personal data.

General Data Protection Regulation (GDPR) is effective in Europe (including UK) from 25 May 2018. Freetobook has always wholeheartedly supported data protection and transparency. As a family run business we have always known the value of trust, so you can be sure that we will only use your data as outlined in our Privacy Policies.

What personal data do freetobook hold for:

  1. Bookers
    When bookers make a booking at your property using freetobook they will be able to see a link to the privacy policy. To view the policy click the link in the footer during the booking process or see the bottom of this page.

    1. The only personal data stored about bookers in freetobook are the data in any individual booking. If you print a booking or email a confirmation summary this will contain ALL the data that we hold on any customer.
    2. As a property you can add notes to a booking, this is additional information that you optionally add to any booking.
    3. During the booking process we use cookies that detect language settings on the browser used and dates searched.
    4. If you agree to delete your customer’s data, all you need to do is anonymise the personal data in their booking. You do this be replacing their name, address, and contact details with XXXX in the booking and that will overwrite their personal data in freetobook. (see video in your freetobook Profile)
    5. If you have had email correspondence with a customer you will find this stored in the “Email” section of the booking. If a customer wishes for their email correspondence data to be deleted you can delete the data (see video in your freetobook Profile).
    6. If a booker asks for the data held on them in freetobook it’s easy to comply, all you need to do is send them a summary of the booking. This contains ALL the data held in freetobook (see video in your freetobook Profile).
  2. Properties
    Some of the data freetobook holds on users (properties) may be classed as personal data. These data are listed below and detailed in full in our Privacy Policy for Accommodation Providers. To view the Policy see the Privacy Policy Tab in your profile or see the bottom of this page.:

    1. We hold signup data from when you registered with freetobook for your business login.
    2. We also record when you login, along with IP address and browser data.
    3. From time to time we will email you with advice, help and marketing information. You will always be able to opt out of any email marketing.


Accommodation Providers

Privacy Statement

This document describes how we collect, use and process your data.

General Data Protection Regulation (GDPR) is effective from 25 May 2018. Freetobook has always wholeheartedly supported data protection and transparency. As a family run business we have always known the value of trust, so you can be sure that we will only use your data as outlined in this document.
  1. Your Data

    In order to register an accommodation provider, freetobook asks for the names and contact details (email, fax and phone) of the owners, those providing the accommodation or their representatives. Such data may be considered personal information. Once a registration has been completed and an accommodation provider has been accepted, access is granted to the freetobook System. When using freetobook, freetobook collects such information as IP addresses, browser types, operating systems, application versions, language settings and page visits in order to facilitate optimum performance of the freetobook system.

    These data may be used for
    Registration and account administration; e.g. for verification purposes as part of the registration process;
    Communications; freetobook uses your designated contact information to send necessary emails and SMS messages about reservations;
    Marketing; freetobook uses your designated contact information to provide information about new features and services provided by us and available to you and you will always be able to opt out of our marketing emails;
    Fraud detection and prevention; We process personal information in order to investigate, prevent and detect fraud and other illegal or violating activities;
    Legal purposes; In certain cases, we may need to use your information to handle and resolve legal disputes, for regulatory investigations and compliance or to enforce the terms of use of the freetobook service as reasonably expected.

  2. Data processed directly by third parties

    If you provide payment information to pay your invoices, this will be processed directly by PCI Level 1 Compliant payment gateway providers.

  3. Joint Controllers and Personal Data processed and stored on your behalf.

    In the context of this agreement freetobook and yourselves act as joint data controllers for the processing and storage of personal information provided by your customers in relation to reservations for the provision of accommodation by you. If payment information is provided then this is processed directly by PCI Level 1 Compliant third party gateway providers according to your contract with freetobook.

  4. Security Procedures

    In accordance with GDPR, freetobook observes reasonable procedures to prevent unauthorised access and misuse of personal information. We use appropriate business systems and procedures to protect and safeguard any information given to us. We also use security procedures and technical and physical restrictions for accessing and using the personal information on our servers. Only authorised personnel are permitted to access personal information in the course of their work.

  5. Control of your Personal Data

    You have the right to access personal data that we store about you. You can request an overview of your personal data by writing to us at the address stated below.

    You can also contact us if you believe that the personal information we have for you is incorrect, if you believe that we are no longer entitled to use your personal data or if you have any other questions about how your personal information is used or about the Privacy Statement. Please write to us using the contact details listed below:
    freetobook, 100 Berkeley Street, Second Floor, Glasgow, G3 7HU

    To Process your information as described above, we rely on the following legal bases:

    Performance of a contract. The storage of your information may be necessary to perform the contract that you have with freetobook.

    Legitimate Interests. We may use your information for our legitimate interests, such as to promote our products and services and the content on our website, and for administrative, fraud detection and legal purposes.

Customer Privacy Policy

Privacy Statement

Freetobook is booking software used by accommodation providers to enable their customers to make online bookings and manage those bookings.

This document applies to the processing by freetobook of personal data collected by properties using freetobook online booking system in relation to the provision of accommodation by those properties.

  1. Your Personal Data

    Properties using freetobook as their booking engine, collect and store information that you give when you make a booking. You are asked for your name, address, telephone number and email along with payment information and “the names of any guests travelling with you”. This may also include your IP address. This information is stored in the freetobook System in order to process your booking. You may be contacted by the Property you have booked with in relation to your booking.

    Your data is also stored after you have stayed but will be kept no longer than necessary in order to comply with legal obligations and for properties to welcome your repeat business.

  2. Data processed directly by third parties

    If you provide payment information, this will be processed directly by secure PCI Level 1 compliant payment gateway providers.

  3. Joint Controllers

    In the context of providing booking software to accommodation providers to facilitate online booking, freetobook and the accommodation provider shall together operate as joint data controllers for the processing of your personal data.

  4. Security Procedures

    In accordance with General Data Protection Regulation (GDPR), freetobook observes reasonable procedures to prevent unauthorised access and misuse of personal information. We use appropriate business systems and procedures to protect and safeguard any personal information given to us. We also use security procedures and technical and physical restrictions for accessing and using the personal information on our servers. Only authorised personnel are permitted to access personal information in the course of their work.

  5. Control of your Personal Data

    You have the right to access data that is stored on behalf of properties taking bookings via freetobook system. You need to email or write to the property you booked with to request an overview of your personal data.

    You can also contact the property you booked with on freetobook System if you believe that the personal information they have for you is incorrect, if you believe that they are no longer entitled to use your personal data or if you have any other questions about how your personal information is used or about the Privacy Statement. You need to email or write to the property you booked with.

  6. Reviews

    You may also be asked to send feedback after your stay in order for the property to further improve their service. Your email address will be used for this purpose. If you complete a review it may be posted on the property website, facebook page, twitter or google plus. However, no identifying details will ever be attached to a review posting.

    To Process your information as described above, we rely on the following legal bases:

    Performance of a contract. The storage of your information may be necessary to perform the contract that you have with the accommodation provider you are booking with.

    Legitimate Interests.We may use your information for our legitimate interests, such as for administrative, fraud detection and legal purposes.

Cookies

A cookie is a small amount of data that is placed in the browser of your computer or on your mobile device. These cookies are used only to help you make a smooth booking and contain information like the date searched and language of booking. There is a difference between session cookies and persistent cookies. Session cookies will only exist until you close your browser. Persistent cookies have a longer lifespan and are not automatically deleted once you close your browser. We use persistent cookies in Google Analytics to analyse visitor traffic and behaviour.

By using freetobook website or proceeding with a booking you are consenting to the above use of cookies.