Data protection.

1. Information we collect.

Most of the personal information we collect is provided directly by you when you 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, subscribe to one of our services (parcel box service, ERP software and similar) 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, your interest in BookaBox and a personal password.

We never collect or store our customers’ credit card information. Credit card processing, including recurring payments, always runs through trusted PCI DSS-compliant third-party payment processors.

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 in your cover letter and CV. If we decide to send you a job offer, we will also ask for the additional personal information necessary to meet our legal obligations and human resources requirements.

We will not ask you for information that is not required for the recruitment process. In particular, we 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 use our online services, we recognise and store your browser language and geolocation in order 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, the time and date of your visit, your browser version and platform, and the web page that referred you to us.

Your browser may also be used to store your current session data via a session cookie, see the Cookies section for 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 Google’s privacy policy and terms of use, and the third-party services section 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 customers, your messages, images and videos. We only ever collect this information on your behalf, and you always retain ownership and full control over it.

2. How we protect your privacy.

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, it is also critical to the security of our services and of all our users.

This policy explains what information is collected, why it is collected and how we use it.

3. How we use this information.

Account and contact details

We use your contact information to provide our services, respond to your enquiries and for billing and account management. We may also use it for marketing and communication (our marketing messages always let you unsubscribe at any time). We use the same data in aggregated, anonymised form to analyse service trends.

If you have registered for an event posted on our website, we may share your name, email address, telephone number and company name with the local event organiser and sponsors, both for direct marketing and to organise and book the event.

If you have expressed an interest in using BookaBox.com or asked to be contacted by a BookaBox service provider, we may also pass your name, email address, telephone number and company name to one of our official BookaBox partners in your country or region, so they can offer you local support and services.

Application data

We process this information only for our recruitment process, to assess and track your application, and to prepare your contract if we decide to make you an 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. In that case we only process the anonymous score that reCAPTCHA determines from your browser and device. We will only link this information to your personal data where the law requires it, 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 deliver the services you subscribed to and following the express instructions you gave when registering or configuring your service. Our helpdesk staff and technicians may access this information on a limited and appropriate basis, to resolve problems with our services, in response to your express support request, where required by law, or to keep our services secure.

4. Access, update or delete your personal information.

Account and contact information

You have the right to access and update personal information you previously provided to us. You can do this at any time by signing in to your personal account on bookabox.com. If you would like your account or personal information permanently deleted for legitimate reasons, please contact our helpdesk. We will take all reasonable steps to delete your personal data permanently, unless we are legally required to retain it (typically for administration, billing and tax reporting).

Application data

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

Customer database

Using your administrator credentials you can view and manage all data collected in your bookabox.com customer portal at any time, including changing or deleting any personal information stored there. You can export a complete backup of your database at any time via our control panel, to transfer it or manage your own backups and archives. You are responsible for processing this data in compliance with all data protection regulations. You can also request deletion of all your data at any time via the helpdesk.

5. Security.

We understand how important and sensitive your personal data is, and we take numerous measures to ensure it is processed and stored securely and protected against data loss and unauthorised access. Our technical, administrative and organisational security measures are described in detail in our security policy.

6. Third-party service providers and subprocessors.

To support our operations we rely on several service providers. They help us with payment processing, web audience analysis, cloud hosting, marketing, communication and more.

Whenever we share data with these providers, we make sure they use it in accordance with data protection law, and that the processing they carry out for us is limited to our specific purpose and covered by a specific data processing agreement.

Because of the wide variability in the resources and services these subprocessors provide, BookaBox customers cannot choose which subprocessor handles their data. You can, however, choose your main hosting region, see the data location section below.

These third parties process data for which BookaBox is the controller, acting as processors on behalf of BookaBox, or they receive such data as controllers for the specific purpose of providing the services they were engaged for.

7. Data retention.

Account and contact data

We retain this data only as long as necessary for the purpose it was collected for, as set out in this policy, including any statutory retention periods, or as long as necessary for legitimate and appropriate marketing of our products and services.

Job application data

If we do not hire you, we may keep the information you provided for up to 3 years in order to contact you about new opportunities, unless you ask us not to. If we do hire you, your personal data is retained for the duration of your employment contract and thereafter for the statutory retention period applicable in the country of employment.

Browsing data

We may keep this data for a maximum of 12 months, unless we need it in connection with a legitimate concern about the security or performance of our services, or where the law requires it. Server-side session information is stored for 3 months if actively used, and otherwise discarded after 7 days.

Customer database

We retain this data only as long as necessary to provide the services you subscribed to. For databases hosted on the BookaBox Cloud, if you cancel the service your database is kept disabled for 3 weeks, a grace period in case you change your mind, and is then destroyed.

Security retention period

As part of our security policy we always try to protect your data against accidental or malicious deletion. As a result, after we delete your personal information at your request, or after you delete personal information from your own database, it is not immediately removed from our secured, immutable backup systems. Personal data may remain in those backups for up to 12 months before being destroyed automatically.

We undertake not to use these backup copies of deleted data for any purpose other than maintaining the integrity of our backups, unless you or the law require otherwise.

8. Physical data location and transfers.

Hosting locations: customer databases are hosted in the BookaBox Cloud region closest to their location, and you can request a region change subject to availability, America (Canada, United States), Asia (Singapore, Taiwan) or Europe (France, Belgium).

Backup locations: backups are replicated across several continents to meet our disaster recovery objectives, and are held in Canada, France and Belgium regardless of the original hosting region. It is not possible to select or restrict backup locations, backups are replicated to all of them. Hosting data exclusively within the EU is not supported.

Database upgrades: customer databases are upgraded at their current hosting location or on an upgrade server in France or Belgium. For customers concerned about EU data protection rules, the European locations listed above are in the EU or currently covered by an adequacy decision of the EU authorities.

9. 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 anonymised information for research purposes, or to discuss trends and statistics with third parties.

10. Cookies.

Cookies are small pieces of text sent from our servers to your computer or device when you use our services. They are stored in your browser and later sent back to our servers so we can provide contextual content. We use them to support your activities on our website, for example your session, so you do not have to sign in again, or your shopping cart.

Cookies also help us understand your preferences based on previous or current activity on our website, the pages you visit, your language and your country, which lets us improve our services. We also use them to compile aggregate data about site traffic and interaction so we can offer better experiences and tools in future. Third-party services such as Google Analytics set and use their own cookies to identify visitors and provide their own contextual services.

Cookie categories

Note that some third-party services may install additional cookies in your browser in order to identify you. You can opt out of a third party’s use of cookies via the Network Advertising Initiative opt-out page, the website will still work if you reject or discard those cookies.

You can also set your browser to warn you each time a cookie is sent, or to turn off all cookies. Every browser is slightly different, so check your browser’s help menu to learn how to change your cookie settings. We do not currently support Do Not Track signals, as there is no industry standard for compliance.

11. 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 update" note at the top indicates the most recent revision, which is also the effective date of those changes. We will give you access to archived versions of this policy so you can review any changes.

12. Contact us.

If you have any questions about this privacy policy or your personal information, please contact the BookaBox helpdesk, email us at datenschutz@bookabox.com, or write to BookaBox Service GmbH, Data Protection, An der Meisenburg 22, 45133 Essen.

Do you have questions or comments about our data protection?

Feel free to create a ticket and we will deal with your questions as quickly as possible.

Create a ticket