Privacy Policy

1. Who we are and our two roles

BookInSync provides booking and scheduling software to businesses such as sports academies, turfs, studios, coaching centres and gyms (each, a “Business”). Our role depends on whose data is involved:

• As a data controller — for the personal data of the Businesses and the staff who sign up for and operate a BookInSync account, and for visitors to our marketing website.
• As a data processor — for the personal data of a Business’s own customers (the people who book slots through that Business’s booking page). That data is collected on the Business’s instructions, and the Business is the controller of it. We process it only to provide the service.

2. Information we collect

From Businesses and their staff

• Business name, contact name, email address, and phone (WhatsApp) number — including details submitted through our “Start free trial” lead form.
• Account login credentials and authentication identifiers (for example, your Google sign-in identifier).
• Configuration you enter — slots, resources, pricing, packages, branches, and staff roles.
• Subscription and billing information once you become a paying customer.

From a Business’s customers (end users)

• Name and phone number used to make a booking or join a waitlist.
• Date of birth, where the Business asks for it.
• Booking history, package/credit balances, and any make-up credits.
• A Google account identifier if a customer signs in to the booking page to manage their bookings.
• Payment records — the amount and method (e.g. cash or UPI) that a Business records against a booking. BookInSync does not collect or store card numbers, UPI PINs, or bank credentials.

Collected automatically

• Basic device and log information (such as browser type and approximate access times) for security and reliability.
• Cookies and local storage used to keep you signed in and to remember your selected branch or preferences. We do not use third-party advertising cookies.

3. How we use information

• To provide, operate, and maintain the admin dashboard and customer booking pages.
• To create and manage bookings, waitlists, packages, credits, and payment records.
• To send transactional messages (for example, booking confirmations or reminders) by WhatsApp or email, at a Business’s direction.
• To manage free trials, subscriptions, and billing.
• To provide customer support and respond to your requests.
• To secure the service, prevent fraud and abuse, and debug issues.
• To comply with applicable law and enforce our Terms of Service.

We do not sell personal data, and we do not use a Business’s customer data for our own marketing.

4. Legal bases

Where the Digital Personal Data Protection Act, 2023 and other applicable Indian laws apply, we process personal data on the basis of your consent and/or the legitimate uses permitted by law, including providing a service you have requested, performing our contract with you, and meeting legal obligations.

5. How we share information

We share personal data only as needed to run the service:

• Service providers (sub-processors). We host data and run authentication on Google Firebase (Google Cloud). We may use messaging and, where enabled, payment-processing providers to deliver notifications and collect subscription fees. These providers process data under their own terms and our instructions.
• The relevant Business. When you book through a Business’s booking page, your booking details are shared with that Business so it can fulfil and manage your booking.
• Legal and safety. We may disclose information if required by law, regulation, or valid legal process, or to protect the rights, safety, and security of our users and the service.
• Business transfers. If BookInSync is involved in a merger, acquisition, or asset sale, personal data may be transferred subject to this Policy.

6. Data retention

We retain personal data for as long as an account is active and as needed to provide the service, then for any additional period required to comply with legal, accounting, or reporting obligations or to resolve disputes. A Business controls the retention of its own customers’ booking data within its account; when an account is closed, associated data is deleted or anonymised within a reasonable period, subject to legal requirements.

7. Security

We use reasonable technical and organisational measures to protect personal data, including encryption in transit (HTTPS), authenticated access, and server-side access rules that restrict who can read or write each record. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

8. Your rights

Subject to applicable law, you may have the right to:

• Access the personal data we hold about you and request a copy.
• Correct inaccurate or incomplete data.
• Request erasure of your data.
• Withdraw consent where processing is based on consent.
• Nominate another person to exercise your rights in the event of death or incapacity, as provided by law.

If you are a Business’s customer, please contact that Business first, since it controls your booking data; we will support the Business in honouring your request. To exercise rights against BookInSync directly, contact us using the details below. We may need to verify your identity before acting on a request.

9. Children

BookInSync is intended for use by businesses and adults. Where bookings involve a minor (for example, a child enrolled in an academy), the booking should be made and managed by a parent or guardian, who is responsible for the information provided. We do not knowingly create accounts for children.

10. International transfers

Our infrastructure providers may process and store data on servers located outside your country. Where data is transferred across borders, we take steps to ensure it remains protected consistent with this Policy and applicable law.

11. Cookies and local storage

We use strictly necessary cookies and browser local storage to keep you signed in and to remember preferences such as your selected branch. Disabling these may prevent parts of the service from working. We do not use advertising or cross-site tracking cookies.

12. Changes to this Policy

We may update this Policy from time to time. When we do, we will revise the “Last updated” date above and, for material changes, take reasonable steps to notify account holders. Your continued use of the service after an update means you accept the revised Policy.

13. Contact us

For any privacy questions, requests, or grievances, contact our Grievance Officer at bookinsync51026@gmail.com. BookInSync is operated by LAAN GLOBAL TECHNOLOGY SERVICES PVT LTD, Trivandrum, Kerala, India. We aim to acknowledge requests within a reasonable time and to resolve them in accordance with applicable law.