Privacy policy

This policy explains what happens to information you give us, or that we collect automatically, when you use bookedbefore.ai. It is written to be read rather than to be survived, so it names the companies that actually handle your data instead of referring to them as service providers.

Who is responsible

BookedBefore is operated by Bennett Newhook, a sole proprietor based in Newfoundland and Labrador, Canada. He is the person accountable for the information described here. Questions, requests, and complaints go to privacy@bookedbefore.ai.

What this policy covers

This policy covers this website: the pages you read and the event application form you may submit.

It does not cover the outreach campaigns we run for customers. Once a company becomes a customer, we handle their contact and attendee data under the agreement we sign with them, on their instructions and for their purposes. That is a separate arrangement with separate terms.

What we collect

Information you enter in the form. Your name, your work email address, your company, details about the event you are attending, and whether you asked to hear from us about anything other than your application. Nothing on the form is a trick question and we do not ask for anything we do not use to review the application.

Technical information collected automatically. Our hosting provider records the usual server log data for every request: IP address, browser and device type, the page requested, the referring page, and a timestamp. This is how the site is kept up and how abuse is spotted.

Usage information. Which pages are viewed, which links and buttons are clicked, and which version of a headline or button you were shown when we are testing two of them.

We do not ask for, and have no use for, payment details, government identifiers, health information, or anything else of that kind. Please do not send them.

Why we use it

• To review your application and reply to it, which is the reason the form exists.
• To contact you about your application and, if it goes ahead, about running your event campaign.
• To keep the site working, secure, and free of automated abuse.
• To understand how the site is used and to test which wording works better, in aggregate.
• To send you occasional email about BookedBefore, but only if you ticked the box asking for it. You can stop that at any time by replying and saying so, or by using the unsubscribe link.

Where the law requires a legal basis for this, ours is your consent for marketing email and analytics, our legitimate interest in responding to enquiries and running a secure website for everything else, and taking steps at your request before entering a contract when we are reviewing your application.

Cookies and similar technology

The site sets one cookie of its own. ph_distinct_id is a first-party cookie that lasts one year and holds a random identifier. It exists so that if we are testing two versions of a page you see the same one on every visit rather than a different one each time, and so the analytics below can tell a returning visit from a new one. It contains no name, no email address, and nothing you typed.

We also use PostHog and Google Analytics 4 to measure how the site is used. Google Analytics is configured with IP anonymisation. These tools may set their own cookies or use similar browser storage.

There are no advertising cookies, no retargeting pixels, and no third-party trackers beyond the analytics named above. You can block or delete cookies in your browser settings; the site works either way, though blocking them means the analytics count you as a new visitor each time.

Who else handles it

We use a small number of companies to run the site and to make sure a submitted application is never lost. Each of them handles your information on our instructions and for no other purpose.

• Vercel, which hosts the site and keeps the server logs.
• Resend, which delivers your submission to us by email.
• Google, which holds a copy of each submission as a row in a Google Sheet, and which provides Google Analytics.
• Supabase, which stores each submission in the database behind our internal dashboard at admin.outport.io. That dashboard is ours; it is on a different domain because it is shared across the sites we run.
• PostHog, which records site usage and the results of any wording test.

We do not sell your information, we do not rent it, and we do not share it with anyone else for their own marketing. We will disclose it if the law genuinely requires us to.

Where it goes

These providers operate outside Canada, chiefly in the United States and the European Union, so your information is stored and processed there. While it is outside Canada it is subject to the laws of the country it is in, including lawful access by that country's courts and authorities. We choose providers that commit to protecting it and we share only what is described above.

How long we keep it

We keep an application for as long as there is a reason to: while it is being reviewed, while we are working together if it goes ahead, and afterwards for our own records. Server logs are kept for a short period by our hosting provider and then discarded. Analytics data is kept in aggregate.

You can ask us to delete your information at any time, and we will, except for anything we are required to keep.

Your rights

You can ask us for a copy of the information we hold about you, ask us to correct it if it is wrong, ask us to delete it, and withdraw your consent to marketing email. Email privacy@bookedbefore.ai and we will respond within 30 days. There is no charge.

If you are in Canada and you are not satisfied with how we handle a request, you can complain to the Office of the Privacy Commissioner of Canada. If you are in the United Kingdom or the European Economic Area, you can complain to your local data protection authority.

Security

The site is served over HTTPS, submissions travel encrypted, and access to the stored applications is limited to us. No system is perfect, and we will tell you promptly if something happens that affects your information.

Children

This is a business service. The site is not directed at children and we do not knowingly collect information from anyone under 16.

Changes

If this policy changes we will update the effective date at the top. Material changes will be obvious rather than buried.

Contact

privacy@bookedbefore.ai. See also our terms of service.