Privacy Policy of YourSessionBookings.com

Last Updated: 3rd December, 2025
 

At Your Session Bookings, operated by London Wheels Media Ltd ("we", "us", "our"), we respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and protect your personal data when you use our website, web application, and related services (collectively, the "Platform"), in compliance with the General Data Protection Regulation (GDPR) and applicable UK data protection law.

By using our Platform, you consent to the collection and use of your personal data as outlined in this Privacy Policy.

1. Information We Collect

We may collect and process the following categories of personal data:

a) Personal Identification Information

• Name, email address, phone number, and other contact information you provide when you:

  • Create an account as a service provider or team member

  • Make a booking as a client of a service provider using our Platform

  • Contact us with an enquiry

b) Business & Account Information

• Business name and contact details

• Service categories, descriptions, prices, and other settings

• Staff/member names, roles, and availability

• Your account credentials, preferences, and configuration choices

c) Booking & Appointment Data

• Appointment dates, times, and locations

• Selected services and staff members

• Client contact details and booking history

• Notes related to bookings or service delivery (you are responsible for ensuring these do not contain unnecessary sensitive data)

d) Payment Information

• Payment-related information (e.g. transaction details) when you pay for subscriptions or when your clients pay you through integrated payment tools

• Payment card details are processed by third-party payment processors; we do not store full card numbers on our servers.

e) Usage Data

• IP address, browser type, device identifiers, operating system

• Pages visited, features used, time and date of access, and other diagnostic data

• Information about how you interact with emails or notifications sent via the Platform

f) Content Data

• Any content you enter or upload to the Platform, such as:

  • Service descriptions, business information, branding assets

  • Internal notes or tags for clients or bookings

  • Communication content sent via the Platform (e.g. reminders, confirmations, messages to clients)

2. How We Use Your Information

We use the personal data we collect for the following purposes:

• To provide and operate the Platform

  • Managing user accounts and profiles

  • Enabling scheduling, booking, rescheduling, and cancellation of appointments

  • Sending confirmations, reminders, and other booking-related notifications

• To process payments and subscriptions

  • Managing billing for service providers

  • Facilitating payments between you and your clients via third-party payment processors

• To communicate with you

  • Responding to enquiries and providing customer support

  • Informing you about changes to the Platform or this Privacy Policy

  • Sending service-related notifications (e.g. security alerts, account notices)

• To personalise and improve the Platform

  • Customising your experience and interface

  • Analysing usage patterns to enhance functionality and performance

  • Developing new features and tools

• To send marketing communications (where permitted)

  • Sending updates, offers, and news about our services if you have consented or if allowed under applicable law

  • You can opt out of marketing communications at any time.

• To comply with legal obligations and enforce our rights

  • Meeting tax, accounting, and regulatory requirements

  • Preventing and detecting fraud, abuse, or security incidents

  • Enforcing our Terms and Conditions and other agreements

3. Legal Basis for Processing Personal Data

Under the GDPR and applicable UK data protection law, we process your personal data based on the following legal grounds:

• Consent

  • When you have given us clear consent (e.g. to receive marketing emails or to create an account).

• Contractual Necessity

  • When processing is necessary to perform a contract with you (e.g. providing access to the Platform, processing subscription payments).

• Legitimate Interests

  • When processing is necessary for our legitimate interests, such as improving our services, ensuring security, and supporting business operations, and when these interests are not overridden by your rights.

• Legal Obligations

  • When processing is necessary to comply with legal requirements (e.g. record-keeping, responding to lawful requests from authorities).

4. Sharing Your Information

We do not sell, rent, or trade your personal data. However, we may share your personal data with:

a) Third-Party Service Providers
We may share personal data with trusted third parties that help us operate the Platform and deliver our services, such as:

• Payment processors and billing providers

• Hosting and cloud infrastructure providers

• Email and SMS delivery services

• Customer support and analytics tools

• Integrated calendar or productivity services (where you choose to connect them)

These providers only process your data on our instructions and are bound by appropriate data protection agreements.

b) Other Users (in Context)

• If you are a client booking with a service provider via the Platform, your relevant booking details and contact information may be shared with that service provider or their team so they can deliver the service.

• If you are a team member of a business, your profile information may be visible to that business and, where configured, to clients when they choose who to book.

c) Legal Authorities and Other Parties
We may disclose personal data if required to do so by law or in good faith belief that such action is necessary to:

• Comply with a legal obligation or lawful request

• Protect and defend our rights, property, or safety, or those of our users or the public

• Detect, prevent, or address fraud, security, or technical issues

5. Data Retention

We retain your personal data only for as long as reasonably necessary to:

• Provide and support the Platform

• Fulfil the purposes described in this Privacy Policy

• Comply with legal, accounting, or reporting obligations

• Resolve disputes and enforce our agreements

Retention periods may vary depending on the type of data and our legal obligations. We may anonymise data (so it can no longer be linked to you) for statistical or analytical purposes, in which case we may use this information indefinitely without further notice to you.

6. Your Data Protection Rights

Under the GDPR and applicable UK data protection laws, you have the following rights regarding your personal data:

• Right to Access
  You can request a copy of the personal data we hold about you.

• Right to Rectification
  You can ask us to correct inaccurate or incomplete personal data.

• Right to Erasure ("Right to be Forgotten")
  You can request deletion of your personal data in certain circumstances (e.g. when it is no longer necessary for the purposes collected, or if you withdraw consent and there is no other legal basis for processing).

• Right to Restriction of Processing
  You can ask us to restrict processing in certain cases (e.g. while we verify accuracy or handle an objection).

• Right to Data Portability
  You can request to receive your personal data in a structured, commonly used, machine-readable format and to have it transmitted to another data controller where technically feasible.

• Right to Object
  You can object to processing based on legitimate interests, including profiling, and to processing for direct marketing at any time.

• Right to Withdraw Consent
  Where we rely on consent, you may withdraw that consent at any time without affecting the lawfulness of processing carried out before withdrawal.

To exercise any of these rights, please contact us at contact@yoursessionbookings.com.
You also have the right to lodge a complaint with your local data protection authority if you believe your rights have been violated.

7. Security of Your Data

We implement appropriate technical and organizational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access. These measures may include:

• Encryption in transit where appropriate

• Access controls and authentication

• Regular backups and monitoring

However, no system is completely secure. While we strive to protect your personal data, we cannot guarantee absolute security. You are responsible for keeping your account credentials confidential and for choosing secure passwords.

8. International Transfers of Personal Data

Your personal data may be transferred to and processed in countries outside the European Economic Area (EEA) or the United Kingdom. Where such transfers occur, we ensure that appropriate safeguards are in place in accordance with GDPR and UK data protection law, such as:

• Adequacy decisions for the recipient country

• Standard Contractual Clauses approved by the European Commission or UK authorities

• Other legally recognised safeguards

You may contact us for more information about the safeguards used for international transfers.

9. Cookies and Tracking Technologies

We use cookies and similar tracking technologies on the Platform to:

• Remember your preferences and settings

• Keep you logged in where applicable

• Analyse usage and performance

• Improve user experience and security

Cookies may collect information such as IP address, browser type, referring pages, and interactions with the Platform. You can manage or disable cookies via your browser settings. However, some features of the Platform may not function properly if cookies are disabled.

10. Links to Third-Party Websites

The Platform may contain links to websites or services operated by third parties. We are not responsible for the privacy practices, content, or security of these external sites. We encourage you to review the privacy policies of any third-party websites or services you visit or integrate with.

11. Children's Privacy

Our Platform is primarily intended for use by businesses and adult professionals. We do not knowingly collect personal data directly from children under the age of 16.

If we become aware that we have inadvertently collected personal data directly from a child under 16 without appropriate consent, we will take steps to delete that data as soon as reasonably possible. If you believe a child has provided us with personal data, please contact us.

Note: Service providers may use the Platform to manage appointments for clients who are minors. In such cases, the responsibility for obtaining appropriate parental/guardian consent lies with the service provider, not with us.

12. Roles: Data Controller and Data Processor

For most personal data relating to your own account, business, and use of the Platform, London Wheels Media Ltd acts as the data controller.

When you use the Platform to store and manage personal data about your own clients (e.g. their names, contact details, and booking history), you are typically the data controller for that client data, and London Wheels Media Ltd acts as your data processor, processing such data on your instructions and on your behalf.

As a service provider using the Platform, you are responsible for:

• Ensuring you have a lawful basis to process your clients’ personal data

• Providing appropriate privacy information to your clients

• Complying with applicable data protection laws in your jurisdiction

We will not use your clients’ personal data for our own independent marketing to them, but we may process such data as necessary to provide and improve the Platform, troubleshoot issues, and fulfil our legal obligations.

13. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, or if you would like to exercise any of your data protection rights, please contact us at:

London Wheels Media Ltd
Email: contact@yoursessionbookings.com