Privacy Policy

This Privacy Policy explains what personal information Booked ("we", "us", or "our") collects, why, how we protect it, and the choices you have. It applies to bookedmeeting.com, to our outsourced SDR service, and to our Outsourced Customer Success service. Please read the section that applies to you.

Who we are

Booked is a B2B growth company based in Johannesburg, South Africa, working with clients around the world. We provide two services: outsourced SDR (we contact businesses and book qualified sales meetings for our clients) and Outsourced Customer Success (we run onboarding, adoption and retention work with our clients' own customers).

For any question about this policy or your personal information, contact the team that handles your information:

• Website and outsourced SDR: kyle@bookedmeeting.com
• Outsourced Customer Success: kristen@bookedcsaas.com

Whose information this policy covers

• Website visitors who browse bookedmeeting.com.
• Clients and prospective clients who contact us, book a call, or work with us.
• Business contacts we reach on behalf of our clients through our outsourced SDR service.
• Our clients' customers whose information we handle when delivering Outsourced Customer Success.

Website visitors

When you visit our website, our hosting records standard server logs, such as your IP address, browser type, the pages you view and the time of your visit. We use these to keep the site secure and working.

We ask for your consent before any analytics loads. If you accept, we use Apollo, a third party tool, to recognise which businesses visit our site so we can make our outreach more relevant. If you decline, the tracker does not load. We remember your choice in your browser, and you can change it at any time by clearing this site's data. We do not use advertising cookies.

When you click a booking button, you are taken to Calendly to choose a time. Calendly's own privacy policy applies to the details you enter there, and they are shared with us so we can hold the meeting.

Clients and prospective clients

When you email us, book a call or work with us, we collect your name, work email, phone number, company, role, and anything you choose to share about your business and goals. We also keep records of our meetings, emails and agreements with you, and billing details needed to invoice you.

We use this to reply to you, prepare proposals, deliver and improve our services, send you service updates, and meet our legal, tax and accounting obligations. We may occasionally send you relevant updates about our services, and you can opt out at any time.

Business contacts we reach for our clients (outsourced SDR)

Our SDR team contacts people at businesses that may be a good fit for our clients, by phone, email and LinkedIn. To do this we use business contact information, such as your name, job title, company, work email, work phone number and professional profile, obtained from reputable B2B data providers (including Apollo) and from public professional sources such as company websites and LinkedIn.

• We contact you only in your professional capacity and only about products or services relevant to your role.
• We act on behalf of our client and share the outcome of our conversations with them, for example when you agree to a meeting.
• Calls may be recorded and transcribed for quality, training and reporting to our client, where the law allows and with notice where it is required.
• You can ask us to stop contacting you at any time by replying to any message, telling the person who called you, or emailing kyle@bookedmeeting.com. We add you to a suppression list so you are not contacted again, by us or on behalf of any of our clients.
• We follow the direct marketing rules that apply where you are, including opt-out requests and do-not-call registers where they apply.

We rely on our client's and our own legitimate business interest in contacting relevant businesses, balanced against your rights, or on consent where the law requires it.

Our clients' customers (Outsourced Customer Success)

When a client hires us to run Customer Success, we handle information about their customers, such as contact names, job titles, work contact details, product usage and account health information, support history and meeting notes. In this work we act only on our client's instructions, as their operator or data processor. Our client remains responsible for that information, and their own privacy notice explains how they use it.

• We use this information only to deliver the Customer Success service our client has asked for, and never for our own marketing.
• How the information is handled is agreed in writing with the client before work starts.
• Access is limited to the people working on that account and is removed when the engagement ends.
• When the engagement ends we return or delete the information, as agreed with the client.

If you are one of our clients' customers and want to exercise your privacy rights, you can contact the company you have a relationship with, or email kristen@bookedcsaas.com and we will pass your request on to them.

Who we share information with

We do not sell personal information and we never share it with advertising networks or data brokers. We share it only with:

• Our clients, where we are working on their behalf as described above.
• Service providers that help us run our business, such as website hosting, email and office software, our CRM and sales engagement tools, call dialling and recording software, scheduling (Calendly) and secure file storage. They may only use the information to provide their service to us and must keep it confidential and secure.
• Professional advisers and authorities, such as our accountants and lawyers, or where the law requires it, for example a valid legal request.

International transfers

Our team is based in South Africa and we work with clients and contacts worldwide, so your information may be processed in a country other than your own. When we receive personal information from the United Kingdom or the European Union, we protect it with appropriate safeguards, such as the standard contractual clauses approved for that purpose. Wherever your information is processed, we apply the standards set out in this policy.

How we protect your information

We use technical and organisational measures to keep personal information secure, including encrypted connections (HTTPS), multi factor authentication and a password manager on our business systems, access limited to the people who need it, and prompt removal of access when someone leaves a project. No system is perfectly secure, but if a breach ever affects your information, we will act quickly and notify you and the relevant authorities where the law requires.

How long we keep it

• Clients: for as long as we work together, then as long as needed for legal, tax and accounting records.
• Business contacts reached for clients: for the length of the client's campaign and a reasonable period after, unless you ask us to delete it sooner. If you opt out, we keep only the minimum needed to make sure you are not contacted again.
• Our clients' customers: as agreed with the client, and returned or deleted when the engagement ends.
• Website logs and analytics: for a limited period, then deleted or anonymised.

Your privacy rights

Depending on where you live, you may have the right to:

• Ask what personal information we hold about you and receive a copy.
• Ask us to correct information that is wrong or out of date.
• Ask us to delete your information.
• Object to, or ask us to limit, how we use your information, including for direct marketing.
• Withdraw your consent at any time, where we rely on consent.

To use any of these rights, email kyle@bookedmeeting.com for our website and outsourced SDR service, or kristen@bookedcsaas.com for Outsourced Customer Success. We will respond within the time the law requires, and you will never be treated unfairly for asking.

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to a data protection authority: in South Africa, the Information Regulator; in the United Kingdom, the Information Commissioner's Office; in the European Union, the authority in your country.

Children

Our website and services are for businesses and are not directed at children. We do not knowingly collect information from anyone under 18.

Changes to this policy

If we update this policy, we will post the new version here and change the date at the top. If the changes are significant, we will let our clients know directly.

Contact us

For any question, request or concern about your privacy, email kyle@bookedmeeting.com (website and outsourced SDR) or kristen@bookedcsaas.com (Outsourced Customer Success). We will always do our best to put things right.