Bookings Privacy Notice
Effective date: October 1, 2026
Bookings lets you publish booking pages at busybook.me using BusyCal for Mac. A visitor chooses a time on your page and fills in a short form. The service emails a confirmation to the visitor and any guests they add, and sends you a booking notification.
BusyCal adds the booking to your chosen calendar. Calendar invitations may come from Bookings, your calendar service, or both. These invitations can show your organizer email address to the invitee and their guests. Once BusyCal has added a booking to your calendar, the service removes its copy. Your calendar account handles later invitations and changes.
This notice explains what the Bookings service stores, why it needs it, and how long it keeps it. In this notice, the host is the BusyCal user who turns Bookings on, and the invitee is the person who books a time on the host's page.
When This Notice Applies
Bookings is included with BusyCal. To use it, turn it on in BusyCal's settings and accept the Bookings Terms. BusyCal sends nothing to the Bookings service until you do. BusyCal on your iPhone, iPad, and other Macs that use the same iCloud account can then use Bookings too. BusyCal uses your iCloud account to let those devices sign in automatically.
Bookings is separate from BusyCal's calendar syncing and never connects to your calendar accounts. Our Privacy Policy covers calendar syncing and other BusyCal features. BusyCal handles events created from bookings like any other calendar events.
Who Is Responsible for the Data
| Data | Who decides how it is used | Our role |
|---|---|---|
| The host's own account data | We do | Controller |
| The details an invitee enters when booking | The host | Processor, acting on the host's instructions |
The host chooses what a booking page asks for and how to use the answers. The host is therefore responsible for the invitee's details. We store and process those details only to provide Bookings to the host.
We are responsible for the host's account data, such as the email address used to sign in. We use it to provide the service, keep it secure, and prevent abuse.
What We Store and Why
The tables below list what the service stores, why it needs it, and how long it keeps it. Most host account data stays while the account exists. Device and browser sign-ins, busy times, and bookings have the separate retention periods shown in their rows.
Deleted data is removed from the live service immediately, with one exception. If you delete an invitee's details while a cancellation or decline email is waiting to be sent, those details are hidden immediately. They are removed once the email has been sent and any required update to the host's calendar is complete. If BusyCal does not complete that update, the details are removed one week after the meeting's start.
Deleting your account ends access immediately. If you have upcoming bookings that BusyCal has not yet added to your calendar, or meeting requests, the service first sends cancellation or decline emails to the invitees. It then removes the account's data from the live service. If there are no such bookings or requests, it removes the data immediately. Meetings already in your calendar stay there.
Log entries related to your account expire within 30 days. Backups are kept only to restore the service after a failure and are overwritten within 7 days.
Host Account
| Item | Why it is needed | How long it is kept |
|---|---|---|
| Email address | To sign you in with a one-time code, send you booking notifications, and recover your account | While your account exists |
| One-time sign-in code | To confirm that you own the email address | Expires after 10 minutes |
| Reply addresses you add for your pages, and their verification codes | Booking emails use your name and the shared sender address bookings@busybook.me. Replies go to your email address or the reply address you choose for that page. | While your account exists, or until you remove the address. An unverified address is removed after its code expires. |
| Bookings access status: which license or subscription allows you to use the service, and when that access expires | To check whether you can use Bookings | While your account exists |
| Public handle and display name | Shown on your booking pages | While your account exists |
| Profile picture, if you upload one | Shown on your booking pages and in link previews | While your account exists, or until you remove it |
| Logo, if you upload one | Shown on your booking pages | While your account exists, or until you remove it |
| Each booking page's settings and text | To show your booking pages | While your account exists |
| Each device's name, app version, and the information needed to keep it signed in and send it notifications | To list your devices, let you sign them out, and notify BusyCal of new bookings and changes | While that device stays signed in |
| Sign-in information shared through your iCloud account | So your iPhone, iPad, and other Macs that use the same iCloud account can sign in without a code | Until you sign out of Bookings on a Mac, or until your account is deleted |
| Browser information and sign-in details for your Bookings dashboard | To keep each browser signed in and let you sign it out from the dashboard | Until the browser signs out, or 90 days after it was last used. Browser sign-ins are separate from device sign-ins. |
Invitees who reply to a booking email see your email address or the reply address you set for that page.
Calendar Information
BusyCal sends a list of calendars it can add bookings to, along with calendars already chosen for your booking pages. For each calendar, it sends the calendar type, account provider (such as Google or iCloud), available video call services, whether the account is turned on, and your access permissions.
For calendars BusyCal can add bookings to, the list also includes the calendar's name and color and the account name shown in BusyCal. An account name may be an email address. When available, the list includes the email address used to identify you as the organizer in booking invitations.
| Item | Why it is needed | How long it is kept |
|---|---|---|
| Your calendar choices for booking pages and availability, including calendars you exclude, and the information needed to match those calendars across your devices | So your devices use the same calendar choices | While your account exists, or until you change the choice. A page's calendar choice is kept after you delete the page so its existing bookings can still be updated. |
| Each device's calendar list, with the details described above | To let you choose each page's calendar and video service in your dashboard, and to stop new bookings when the calendar's account is turned off | Until a signed-in device sends a newer list, or until your account is deleted |
| The organizer email address for each calendar in that list, when BusyCal has one. Each booking keeps the address in use when it was made. | To identify you as the organizer in invitations, updates, and cancellations from the service, and in the meeting BusyCal adds to your calendar | In the calendar list, until a signed-in device sends a newer list or your account is deleted. With a booking, until the booking is removed or your account is deleted. Deleting the invitee's details does not remove this address. |
Only you see the calendar and account names and the calendar colors. They never appear on booking pages or in booking data. The organizer address appears in calendar invitations sent to the invitee and their guests, but never on booking pages.
Busy Times
| Item | Why it is needed | How long it is kept |
|---|---|---|
| For each calendar used to check your availability: the start and end times of busy periods, and when BusyCal last updated them | To offer only free times on your booking pages and show when each calendar's busy times were last updated in your dashboard | Until a signed-in device sends that calendar's busy times again, you remove them in your Bookings dashboard, or your account is deleted. Signing out does not remove them. |
BusyCal does not send event titles, locations, notes, or guest lists with these busy times. The Calendar Information section describes the other calendar details it sends.
Bookings
| Item | Why it is needed | How long it is kept |
|---|---|---|
| The chosen time, booking page, and status (requested, confirmed, or cancelled) | To record the booking and add it to your calendar | Until the booking is removed, as described below |
| The invitee's name and email address | To send the confirmation and invitation, and tell you who booked | Until the booking is removed, or sooner if you delete these details |
| The invitee's phone number (if the page asks for it), answers to the page's questions, and message | To give you the details your booking page asks for | Until the booking is removed, or sooner if you delete these details |
| Email addresses of any guests the invitee adds | To show you who is attending and email each guest the same calendar invitation the invitee receives | Until the booking is removed, or sooner if you delete these details |
| The invitee's chosen language and 12-hour or 24-hour time format | To use those choices in emails to the invitee | Kept with the booking |
| The video call link, if the page offers one (Zoom, Google Meet, Microsoft Teams, Webex, or Skype). BusyCal creates it through the service you connected in the app. | To include the link in an updated invitation to the invitee and guests, and show it on the confirmation page once the booking is confirmed | Until the booking is removed, or sooner if you delete the invitee's details |
| Booking references used in email links | To open the right booking when someone follows a link | Kept with the booking |
The service also uses invitee and guest email addresses to find their data when you ask to delete it.
The service removes a booking and all the data in this table at the following points:
- A confirmed booking is removed once BusyCal has added it to your calendar.
- A declined or expired request is removed after its last email has been sent.
- A request withdrawn by the invitee stays until you dismiss its notice in your Bookings dashboard.
- A cancelled booking is removed once BusyCal has removed it from your calendar.
If BusyCal does not finish updating your calendar, the service keeps the booking until one week after the meeting's start, then emails you and removes it. Meetings already added to your calendar remain under your control. The service keeps no copy of the meeting, only the records listed under Service Records.
Service Records
| Item | Why it is needed | How long it is kept |
|---|---|---|
| Pending emails and push notifications | To send them | Removed within 7 days after they are sent |
| Service activity and error records, including references to accounts, bookings, and devices. These contain no names, email addresses, page text, or URLs. | To find and fix problems in the service | Expire within 30 days |
| References to old booking forms and links, and the date each booking was removed. These records contain no details about the host, meeting, or invitee. | To prevent the same form from creating another booking and let old links show that the booking is no longer managed by the service | Kept permanently |
| For each booking added to the host's calendar: its start and end times, including the page's buffer time. These are stored with the host's account and no other booking details. | To keep that time unavailable on the host's pages, even if the host moves or deletes the calendar event | Until that time has passed |
| For each booking added to the host's calendar: its page and start time, with no other meeting or invitee details | To count it toward the page's daily, weekly, and monthly booking limits | Until 45 days after the start |
Subprocessors
Bookings uses these companies to run the service:
| Subprocessor | What it does | Location |
|---|---|---|
| Amazon Web Services | Hosting, data storage, and email sending | United States |
| Apple | Notifications that tell BusyCal to check for changes. They contain no names or booking details. | United States |
Because the service is hosted in the United States, Bookings data is transferred to the United States and stored there. We announce any change to this list on this page. We do not sell Bookings data.
Security
- Booking pages always use encrypted connections.
- Emails use an encrypted connection whenever the receiving mail server supports it, as nearly all do.
- We encrypt the data stored in our database, including invitee details.
- Our staff tools do not let us browse your bookings.
What We Do Not Collect
- Booking pages set no cookies and load no analytics or tracking scripts. While someone fills in a form, the browser temporarily saves their unsent answers in that tab until they book or close it.
- Emails from Bookings contain no tracking pixels or tracked links.
- The service does not receive titles, locations, notes, or guests from your calendar events. The data it receives from your calendars is limited to the busy times, calendar information, and video call links for bookings described above.
Your Rights and Choices
If You Booked a Time or Were Added as a Guest
The host decides how your details are used, whether you booked the time or were added as a guest. Contact the host first to see, correct, or delete your details. If you contact us instead, we forward your request to the host and delete your details when the host instructs us to.
The service keeps invitee and guest details for the periods described under Bookings, or less if the host deletes them sooner. The host controls the copy of the meeting in their calendar.
If You Are a Host
In your Bookings dashboard, you can:
- Delete invitee details from bookings or requests still stored by the service.
- Delete your Bookings account. Access ends immediately. If upcoming bookings have not yet been added to your calendar, or meeting requests remain, the service sends cancellation or decline emails before removing the account's data. Otherwise, it removes the data immediately. Meetings already in your calendar stay there.
To delete all data the service still stores for an email address, whether it belongs to an invitee or a guest, choose Settings > Privacy and data in your Bookings dashboard and click Erase an Email Address…. This does not change meetings already in your calendar. You can edit or delete those in your calendar.
Signing out of Bookings in BusyCal on a Mac also signs out your iPhone, iPad, and other Macs that use the same iCloud account. Each device's sign-in and device details are removed as soon as it signs out. Busy times stay until a device sends those calendars' busy times again, you remove them under Settings > Access in your dashboard, or you delete your Bookings account.
Signing out does not delete your account or booking pages. To delete your account, choose Settings > Privacy and data in your Bookings dashboard and click Delete Account…. Your pages offer times only while at least one device has sent busy times in the past 7 days and every calendar's busy times are no more than 7 days old.
If your license or subscription no longer includes access to Bookings, your pages stop accepting bookings, and BusyCal on iPhone and iPad stops offering Bookings. This does not delete your existing bookings or account data. You can restore access by renewing or subscribing.
For any request about your data, contact us.
If you are in the European Union or the United Kingdom, you can also complain to your local data protection authority.
Contact
Bookings is provided by Beehive Innovations FZE, the company that makes BusyCal ("we" or "us"). For privacy questions and requests, write to support@busymac.com.
Changes to This Notice
When Bookings changes what it stores or which subprocessors it uses, we update this notice and its effective date.