Information, we collect

Most of the personal information we collect is provided directly by our users when they register and use our Services. Other data is collected by recording interactions with our Services.

Account and contact details: When you register on our website to use or download one of our products or subscribe to one of our services (parcel box service, ERP software, etc.) or fill out one of our contact forms, you voluntarily provide us with certain information. This typically includes your name, company name, email address and sometimes your telephone number, postal address (if an invoice or delivery is required), your industry and your interest in BookaBox and a personal password.
We never collect or store our customers' credit card information and always rely on trusted third-party PCI-DSS compliant payment processors for credit card processing, including for processing recurring payments.

Application details: When you apply for a job on our website or through an employment agency, we typically collect your contact information (name, email, phone) and any information you provide to us in your letter of introduction and CV. If we decide to send you a job offer, we will also ask you to provide additional personal information necessary to comply with our legal obligations and human resources management requirements.
We will not ask you to provide information that is not required for the recruitment process. In particular, we will never collect information about your racial or ethnic origin, political opinions, religious beliefs, trade union membership or your sexual life.

Browser data: When you visit our website and access our online services, we recognize and store your browser language and geolocation to tailor your experience to your country and language preference. Our servers also passively record a summary of the information sent by your browser for statistical, security and legal purposes: your IP address, time and date of your visit, your browser version and platform, and the web page that referred you to our website .
Your browser may also be used to store your current session data using a session cookie (see also Cookiesection for more details).

Form protection: Some forms on our website may be protected by Google reCAPTCHA. This technology relies on heuristics based on technical characteristics of your browser and device and may also use certain Google cookies. See also Google's privacy policy and terms of use in the section Drittanbieter-Dienste further down.

Customer databases: If you subscribe to a BookaBox service, any information or content you submit or upload to our database is your own and you have full control over it.
This data often includes personal information, for example: your employee list, your contacts and/or customers, your messages, images, videos, etc. We only ever collect this information on your behalf, and you always retain ownership and full control over this data.

How we protect your privacy

on bookabox.com and when you use our services

BookaBox.com and its affiliates offer many services to help you store your belongings, including a booking and inventory management platform. In providing these services, we collect information about you and your business. This data is not only essential to the operation of our Services, but is also critical to the security of our Services and all of our users.
This policy explains what information is collected, why it is collected and how we use it.

How we use this information

Account and contact details: We use your contact information to provide our services, respond to your inquiries, and for billing and account management purposes. We may also use this information for marketing and communications purposes (our marketing communications always provide you with the opportunity to unsubscribe at any time). We also use this data in aggregated/anonymized form to analyze service trends. 
If you have registered to attend an event posted on our website, we may share your name, email address, telephone number and company name with our local event organizer and sponsors for both direct marketing purposes and to facilitate the event Pass on event Preparation and booking for the event.
For this purpose, if you have expressed an interest in using BookaBox.com or otherwise requested to be contacted by a BookaBox service provider, we may also provide your name, email address, telephone number and company name to one of our official Share BookaBox partners in your country or region to contact you to offer your local support and services.

Application data: We only process this information for our recruitment process, to assess and track your application, and in the course of preparing your contract if we decide to send you a job offer. You can contact us at any time to request deletion of your data.

Browser data: This automatically collected data is evaluated anonymously to maintain and improve our services. Google reCAPTCHA may also be used for security purposes to prevent misuse of our services. In this case, we only process the anonymous score that reCAPTCHA determines based on your browser and device.
We will only associate this information with your personal information if required to do so by law or for security reasons if you have violated our Acceptable Use Policy.

Customer database: We collect and process this data only on your behalf to carry out the services you have subscribed to and based on the express instructions you provided when registering or configuring your service and our BookaBox database. Our help desk staff and technicians may access this information on a limited and appropriate basis to resolve problems with our Services, or in response to your express request for support purposes or as required by law, or to maintain the security of our Services Violation of our Acceptable Policy Use to keep our services secure.

Access, update or delete your personal information

Account and Contact Information: You have the right to access and update personal information that you have previously provided to us. You can do this at any time by logging into your personal account bookabox.com connects. If you would like to permanently delete your account or personal information for legitimate reasons, please contact our help desk to request this. We will take all reasonable steps to permanently delete your personal data, unless we are legally required to retain it (typically for administration, billing and tax reporting purposes).

​Application Data: You can contact us at any time to request access, updates or deletion of your application data. The easiest way is to reply to the last message you exchanged with our HR staff.

Customer database: You can view all the data contained in your bookabox.com collected from customer locations at any time using your administrator credentials, including changing or deleting any personal information stored therein. You can export a complete backup of your database at any time via our control panel to transfer it or manage your own backups/archives. You are responsible for processing this data in compliance with all data protection regulations. You can also request that all of your data be deleted at any time via your control panel in the HelpDesk.

Security

We understand how important and sensitive your personal data is and take numerous measures to ensure that this information is processed, stored securely and protected from data loss and unauthorized access. Our technical, administrative and organizational security measures are in our Sicherheitsrichtlinie described in detail.

Third party service providers/sub-processors

To support our operations, we rely on several service providers. They help us with various services such as payment processing, web audience analysis, cloud hosting, marketing and communication, etc.
Whenever we share data with these service providers, we ensure that they use it in accordance with data protection laws and that the processing they carry out for us is limited to our specific purpose and covered by a specific data processing agreement.
Below you will find a list of the service providers we currently use, why we use them and what type of data we share with them.
In-App Purchases (IAP): The list of third parties for each IAP service is available on the IAP Privacy Policy page. These third parties process data for BookaBox.com the controller or processor is on behalf of BookaBox.com.

A. Subprocessors

B. Processors and those responsible for service providers

These third parties process data for which Odoo is a controller as processors on behalf of Odoo or they receive such data as controllers for the specific purpose of providing the services for which they have been engaged.

Data retention

Account and Contact Data: We will only retain this data for as long as is necessary for the purpose for which it was collected as set out in this Policy, including any statutory retention periods, or for as long as is necessary to carry out legitimate and appropriate marketing our products and services.

Job Application Data: If we do not hire you, we may retain the information you provided for up to 3 years to contact you again about new job opportunities, unless you ask us not to. If we employ you, your personal data will be retained for the duration of your employment contract with us and thereafter for the applicable legal retention period applicable in the country in which we employed you.

Browsing data: We may retain this data for a maximum of 12 months, unless we need to retain it in connection with a legitimate concern related to the security or performance of our Services, or as required by law. All server-side session information is only stored for 3 months if actively used, otherwise it is discarded after 7 days.

Customer database: We only retain this data for as long as necessary to provide you with the services you have subscribed to. For databases hosted on the BookaBox Cloud, if you cancel the service, your database will be kept disabled for 3 weeks (the grace period during which you could change your mind) and then destroyed.

Physical Data Location / Data Transfers

Hosting Services: Hosting Locations: Customer databases are hosted in the Odoo Cloud region closest to their location and can request a region change (subject to availability):

America (Canada, United States)
Asia (Singapore, Taiwan)
Europe (France, Belgium)

Backup Locations: Backups are replicated across multiple continents to meet our disaster recovery objectives and are located in the following countries, regardless of the original hosting region:

Canada + France + Belgium

Note: It is not possible to select or limit the backup locations, backups are replicated to all locations. Hosting data only within the EU is not supported.

For more details about our hosting services, see our Cloud Hosting SLA.

BookaBox database upgrade locations: Customer databases are upgraded at their current hosting locations (see above) or on an upgrade server in France or Belgium

Third Party Disclosure

​Except as expressly stated above, we do not sell, trade or otherwise transfer your personal information to third parties. We may share or disclose aggregated or anonymized information for research purposes or to discuss trends or statistics with third parties.

Policy update

We may update this privacy policy from time to time to clarify it, reflect changes to our website or comply with legal obligations. The “Last Updated” mention at the top of the Policy indicates the last revision, which is also the effective date of those changes. We will provide you with access to archived versions of this Policy so you can review any changes.

Contact us

If you have any questions about this Privacy Policy or your personal information, please contact BookaBox Helpdesk or contact us by email at datenschutz@bookabox.com or contact us by post BookaBox Service GmbH  - privacy / An der Meisenburg 22 45133 Essen