Privacy policy

Last updated October 4, 2026

This policy explains how FreshBookings, Inc. (“FreshBookings”, “we”, “us”), a Delaware corporation, handles personal data when you visit www.freshbookings.co, use the FreshBookings app, or book with a business that uses FreshBookings.

Questions or requests about your data: support@freshbookings.co.

1. Our role

We handle personal data in two different roles:

For our website visitors and account holders (the businesses and staff who use FreshBookings), we decide how and why data is used. We are the “controller” of that data.
For the customers of those businesses (people who book an appointment, get a reminder or receive an invoice), the business decides how their data is used. The business is the controller and we process the data on its behalf, as its “processor” or “service provider”.

If you booked with a business that uses FreshBookings and want to see, correct or delete your details, contact that business first. They control your data. If you can’t reach them, email us and we’ll pass your request on.

2. Data we collect

From businesses and their staff

Account details: name, email address, phone number, password (stored hashed) and role.
Business details: business name, address, opening hours, timezone, currency, services, prices and review links. When you sign up, we can fill these in from your Google Maps listing.
Connection details for services you link to FreshBookings, such as Twilio, WhatsApp Business, Stripe, Claude or OpenAI. These are API keys and tokens, and we store them encrypted.
Purchase details for your FreshBookings plan, such as what you bought and when.
Support messages you send us.

About the customers of a business

A business enters this data, or its customers enter it when they book:

Name, phone number, email address and, for mobile services, a service address.
Appointments, services booked, staff seen, notes, invoices, payments recorded, loyalty stamps and review ratings.
Deposits and saved cards, if the business takes them. Card details are entered into and stored by Stripe, on the business’s own Stripe account. We keep a record of the payment, not the card number.
Messages exchanged by text, email or WhatsApp, and conversations with the AI receptionist.
How the customer found the business, if the business records it.

From website visitors

Usage data: pages viewed, links clicked, referring site, device and browser type, and approximate location from your IP address. We collect this with analytics tools, and only with your consent where the law requires it. See our cookie policy.

3. How we use data

To provide FreshBookings: take bookings, send reminders and messages, create invoices and run the features a business uses.
To keep accounts secure, prevent fraud and abuse, and fix problems.
To answer support requests and send service emails, such as security alerts or a message that a connection has stopped working.
To understand how our website and app are used, so we can improve them.
To send product news to account holders. You can unsubscribe at any time.
To meet legal obligations and enforce our terms of service.

We don’t sell personal data, and we don’t share it for cross-context behavioural advertising. We don’t use the data of a business’s customers for our own marketing.

Legal bases (EU and UK)

Where the GDPR or UK GDPR applies, we rely on:

Contract: to provide the service an account holder signed up for.
Legitimate interests: to secure, support and improve FreshBookings, where those interests aren’t outweighed by your rights.
Consent: for analytics cookies and marketing emails. You can withdraw consent at any time.
Legal obligation: where the law requires us to keep or disclose data.

4. The AI receptionist

The AI receptionist runs on the business’s own Claude (Anthropic) or OpenAI account. When a customer chats with it, the conversation and the business details it needs to answer (services, prices, opening hours, availability) are sent to that provider under the business’s own agreement with them.

We don’t use these conversations to train AI models.

6. International transfers

FreshBookings is based in the United States, and data may be processed in the US and other countries where our providers operate. When we transfer personal data from the EU, UK or Switzerland, we use safeguards the law recognises, such as the European Commission’s Standard Contractual Clauses.

7. How long we keep data

Account and business data: for as long as the account is open.
After an account is closed: we delete or anonymise its data, including its customers’ data, within 90 days, unless the business asks us to delete it sooner.
Backups: kept for up to 30 days, then overwritten.
Records we must keep by law, such as purchase and tax records: for as long as the law requires.

8. Security

We use encryption in transit (HTTPS), encrypt stored passwords and connection keys, limit staff access to what their job needs, and keep backups. No system is perfectly secure. If a breach affects your personal data, we’ll tell you and the authorities as the law requires.

9. Your rights

Depending on where you live, you may have the right to:

access the personal data we hold about you, and get a copy;
correct data that’s wrong;
delete your data;
object to, or restrict, how we use it;
move it to another service (portability);
withdraw consent, where we rely on consent.

To use these rights, email support@freshbookings.co. We’ll answer within 30 days, or sooner where the law requires, and we may need to confirm your identity first. If you’re a customer of a business that uses FreshBookings, see our role.

In the EU or UK, you can also complain to your local data protection authority.

California residents

Under the CCPA, you have the right to know what personal information we collect and how we use it, to delete it, to correct it, and to opt out of its sale or sharing. We don’t sell or share personal information as the CCPA defines it. We won’t treat you differently for using these rights. You can make a request yourself, or through an authorised agent, at support@freshbookings.co.

10. Children

FreshBookings accounts are for businesses and people aged 18 or over. We don’t knowingly collect personal data from children under 16 for our own purposes. If you think a child has given us personal data, email us and we’ll delete it.

11. Changes to this policy

We’ll update the date at the top of this page whenever we change this policy. If a change is significant, we’ll email account holders before it takes effect.

12. Contact us

FreshBookings, Inc.
Email: support@freshbookings.co