These terms and conditions are effective from 15. May 2018 (updated since 14. August 2017)
SimplyBook.me services or SimplyBook.me system — is a system provided by SimplyBook.me ltd that allows system users to get various business functionalities that help them to run their business. The SimplyBook.me system can run under various domain names, such as: SimplyBook.me, SimplyBook.it, SimplyBook.asia, Timapantanir.is, BookingTroll.com, BookingTroll.eu and other names that offer the same services.
Service provider or user — Company or person that provides services, rents tools, equipment, space etc. and uses the SimplyBook.me system to accept and treat bookings online, send promotions, sell products and do other related things that helps them run their service business.
Client/s or service buyer/s — Clients can be any type of person that books an appointment or buys a product online with a service provider that has a user account with the SimplyBook.me system. This can for example be patient, student, or client.
User account — When person or company signs up with the SimplyBook.me system, they get a user account with the SimplyBook.me system. This account can be used to register service providers, services, products for sale, make promotions and do other business related things.
If you use the SimplyBook.me system or related sites, you agree to that you will not:
- — violate any laws, third party rights or our policies;
- — use our sites and tools if you are not able to form legally binding contracts, are under the age of 18;
- — fail to deliver services ordered from you, unless the buyer gets a refund or can get similar or same service at a different time and date agreed by both parties;
- — interfere with other users' listings;
- — post false, inaccurate, misleading, defamatory, libelous content (including personal information) or use the service and site for link building purposes;
- — take any action that may undermine feedback and/or ratings systems;
- — distribute or post spam, unsolicited, or bulk electronic communications, chain letters, or pyramid schemes;
- — distribute viruses or any other technologies that may harm any visitors of the site;
- — harvest or otherwise collect information about users, including email addresses, credit cards without their consent.
Acceptable use policy and abuse
SimplyBook.me is a solution for service performers, and others that need to accept bookings for appointments, sell related services and products and make promotions to get more bookings. As such the SimplyBook.me service is ONLY intended for such usage and other unrelated usage is forbidden.
SimplyBook.me system should NOT be used for:
- — Sending spam
- — Unsollicited email or SMS
- — Importing client list that users do NOT own and/or have NOT been gathered legally
The SimplyBook.me booking pages should NOT be used to:
- — create back links to other pages;
- — as advertisement for stuff unrelated to services provided by the user;
- — to collect fees from users without the intention of providing the service.
Users should treat all client data with respect and appropriate privacy.
Users of the SimplyBook.me system can use intake forms to get additional information from clients. Please take care NOT to use the intake form to accept delicate personal or financial information. This information is not stored encrypted on servers like on rest encrypted SOAP data and should it happen that there is a break in into SimplyBook.me servers, this information could be exposed.
Please report to us problems, policy violations and offensive content. SimplyBook.me wants to ensure that images and information used does not infringe the copyright, trademark, or other intellectual property rights of third parties. Please notify our support with the name of associated page if you are the owner of copyright material used on our sites. We will take necessary action if necessary.
We reserve the right to cancel unconfirmed accounts or accounts that have been inactive for more than 8 weeks with no login from account owner and do not have a valid paid subscription. Free account users need to renew their free subscription every month to keep the account active and avoid deletion. We reserve rights to modify or discontinue user accounts, that are affecting our system with unusual load, or usage that does not comply with our usage policy.
We reserve the rights to limit, suspend, or terminate our service and user accounts, prohibit access to any content, sites, services, or tools. We also reserve rights to remove hosted content, and take technical and legal steps to keep users off the sites if we think that they are creating problems or possible legal liabilities, infringing the intellectual property rights of third parties, or acting inconsistently with the spirit of our policies.
We reserve the rights in the case of high volume of bookings to suspend the relevant system momentarily to try to equalize the server load. This can result in some of your users getting a message to try to book again in a few minutes. High load can for example be considered 50 people trying to process a booking with a user account in same 30 seconds. If you need high performance, please contact firstname.lastname@example.org.
We take no responsibility on the functioning of our booking widgets when inserted on external sites or in other external solutions. We cannot control if it will work or if it will stop working even if it was working before.
Children and minors under 18 years old are NOT allowed to create system accounts with us. If we find out that such accounts have been created they will be deleted. If parents find out that their children have created accounts with us, please send us relevant information with proof about the account creator so it can be deleted.
Client purchase protection
SimplyBook.me does not offer any purchase guarantees concerning client's payments for appointment bookings or service purchases or other product purchases from service providers. SimplyBook.me offers service providers a way to sell their services, and buyers, clients, patients a method to book these services. Service providers can use our tools to offer their clients to pay for services online. Buyers and service providers share the responsibility for making sure purchases and service orders facilitated by SimplyBook.me are in good spirit, rewarding and hassle-free.
We encourage buyers to work with sellers before opening a complaint with SimplyBook.me. We take no responsibility for wrongful service orders, services provided by service providers or services not provided by service providers even if they are purchased and paid for.
It is strongly recommended that buyers inform themselves about the service provider before booking with them and before paying online and for the service providers to make sure buyers are for real.
SimplyBook.me offers a free limited version of the system. If a service provider upgrades the service from the limited version provided by SimplyBook.me, relevant fee schedule will apply. You can find the pricing table on our main site and further details inside the admin interface of the SimplyBook.me system. You will be informed of fees before upgrading services to paid services. Commercial companies that register more than one system in Free version must pay fees according to basic package or higher per each registered system.
All purchases made in the system are final, and are not refunded.
IMPORTANT: When free system is upgraded to paid system, it is no longer possible to downgrade it back to free system. Users can still upgrade or downgrade between paid subscriptions.
Content and Data
When you upload and register content into our system, you grant us a nonexclusive, worldwide, perpetual, irrevocable, royalty-free, sublicensable (through multiple tiers) right to publish this content on your booking website with SimplyBook.me, on SimplyBook.me site and on other partner sites such as but not limited to; our directories, other directories and Facebook sites and pages where clients can make bookings with you. Inside the SimplyBook.me system, you can select to only publish your information on SimplyBook.me booking websites and widgets by turning off the directory publishing.
Distribution of this content on directories, partner sites and FaceBook sites and pages is for increased visibility so clients can book directly with you from these places.
We have no interest in owning your material and this chapter is not intended to give us any such rights but only to make sure we have the rights to make your material appear on our sites, your booking sites with us, and in related directories that allow clients to make bookings with you and use our services. If you cancel your system with us, your material will be deleted from all our databases. Search engines, external sites and WayBack engines, may however still show your material for unknown time after you stop using our services, and how long they display it is not in our hands.
Account, Password and Security
Once you have created your user account, you should change your password in the admin interface of SimplyBook.me system in Manage // Users section. You are responsible for maintaining the confidentiality of the password and access to your account. You are fully responsible for all activities that occur under your password or account. For added security, SimplyBook.me offers users to enable double authentication, and HIPAA custom feature (often used for medical related information) that further improves security.
SimplyBook.me cannot and will not be liable for any loss or damage arising from your failure to comply with this policy.
Limitation of Liability
SimplyBook.me is not responsible for yours or other users' content, actions, or inactions. You acknowledge that our sites are venues to allow anyone to offer their services and for others to make reservations. We are not involved in the actual transaction between buyers and sellers (service providers). While we may help facilitate the resolution of disputes we have no control over and do not guarantee the quality, safety, or legality of advertised services, the truth or accuracy of user's content or listings, the ability of sellers to provide services, the ability of buyers to pay for services.
We cannot guarantee continuous or secure access to our sites, services, or tools, and operation of our sites, services, or tools may be interfered with by numerous factors outside of our control. Accordingly, to the extent legally permitted, we exclude all implied warranties, terms and conditions. We are not liable for any loss of money, goodwill or reputation, or any special, indirect or consequential damages arising, directly or indirectly, out of your use of or your inability to use our sites, services, and tools.
SimplyBook.me may offer you to work with external partners that offer services that can enhance or help you with your business. If you choose to work with SimplyBook.me partners, please be informed of their own terms and conditions and privacy policies. SimplyBook.me takes no responsibility of any incidents that may happen in their systems that may lead to data leak or content distribution. SimplyBook.me is also not responsible if they stop providing their services, or if their service goes down or has any security breach.
Some jurisdictions do not allow the disclaimer of warranties or exclusion of damages, so such disclaimers and exclusions may not apply to you.
Regardless of the previous paragraphs, if we are found to be liable, our liability to you or to any third party is limited to the greater of (a) the total fees you paid to us in the 12 months prior to the action giving rise to the liability, or (b) 120USD.
Things you should consider including are for example:
For Terms & Conditions
- — Who is allowed to book your service, is there age limit
- — How you expect payment to be performed
- — What happens if client does not show up, is there refund or not
- — What client can expect from your service
- — What client can not expect from your service
- — Where are you based
- — Is client expected to show up earlier than planned service time
- — What is your policy concerning product sales, returns, exchanges etc.
- — If minors book services or buy products, how do you handle these cases
- — How do you handle client’s / patients data
- — How long do you store the data
- — Why do you store it
- — Do you allow anyone else to access it
- — What kind of access are others allowed to client’s data
- • For ads
- • For some analysing
- • Etc.
- — Inform them, they can request deletion, update and access to all personal data you keep about them
- — How will you be treating deletion and update requests
- — What are you doing to protect their data (use double authentication, auto deletion of data after predefined time, auto screen lock etc.)
- — What kind of communication can the client expect to come to him because he is registered with you. Will you use promotion system or only general notifications concerning appointment, will he be asked for feedback concerning your services. You can make changes on feedback and notification deliveries up as needed inside the SimplyBook.me system
- — Who are the personal data protection authorities to contact in your country, if the client has concerns about his data
- — How and how quickly will you inform users in case there is break in into your system
In case service providers contact SimplyBook.me support or buy set-up assistance package, they grant access for support agents to their admin interface in their SimplyBook.me system. If service providers want to restrict access to admin interface for support department, they can enable HIPAA custom feature or Double authentication. If users want to give SimplyBook.me support access to provide help in such cases, they need to especially get and give the relevant support person key for temporary access.
SimplyBook.me ltd is ONLY HIPAA compliant towards users (companies) that implement the Patient data protection (HIPAA) custom feature. This custom feature can be enabled in the custom feature section of the SimplyBook.me system. The custom feature specifically enhances the security for those who activate it. For example, our support personnel can not access systems of those who activate this custom feature. It masks names of patients and services in notifications as such notifications may go through email systems and text message system unencoded and could thereby display sensitive information to external parties. Other functions of the custom feature relate more to your operations and help you to set your own protocols to become HIPAA compliant. You can set the SimplyBook system so that it auto logs service providers off after a short predefined time to further prevent data access of external parties.
If you use the SOAP custom feature to register any client or patient information, you should use the encoded version so that all data stored there is encrypted at rest. This means that even if someone broke into SimplyBook.me system servers, they would still have no access to this delicate data. Only those with access key can access the data while also logged into the system. You must take care to store this access key in a safe place.
Remark that SimplyBook.me does NOT make the users of SimplyBook.me HIPAA compliant, it ONLY provides means to better secure access to the patients data. You should to get help from relevant professionals to make your own organisation/company HIPAA compliant.
For double authentication, users are responsible to take care to have SMS (text message) credits on their account as they are used to help authorized persons to get a verification code to their phones to be able to login or they must use the Google authenticator and then there are no costs involved to get an access code.
Access and Interference
Information on the sites is updated on a real-time basis and is proprietary and/or is licensed to SimplyBook.me by our users or third parties.
You agree that you will not take any action that imposes or may impose (in our sole discretion) an unreasonable or disproportionately large load on our infrastructure; interfere or attempt to interfere with the proper working of the sites, services, or tools, or any activities conducted on or with the sites, services, or tools.
No agency, partnership, joint venture, employee-employer, or franchiser-franchisee relationship is intended or created by this Agreement.
SimplyBook.me ltd, provides an appointment and scheduling system, that has many additional features such as promotion and marketing system, sales system and client contact system.
If you do not agree with this policy, do not access or use our Services or interact with any other aspect of our business.
How we use your personal data
- (a) the general categories of personal data that we may process;
- (b) in the case of personal data that we did not obtain directly from you, the source and specific categories of that data;
- (c) the purposes for which we may process personal data; and
- (d) the legal basis of the processing.
Providing your personal data to others
International transfers of your personal data
Remark that Google, Facebook and Paypal may store data in USA. But under the privacy shield agreement. See more about that here: https://www.privacyshield.gov/welcome.
Our email servers are situated in UK with Linode. Read more about Linode security here: https://www.linode.com/security.
For statistics and analytics we use Google analytics, Hotjar, Piwik (self hosted in France).
We do not use this software to get personal data or relate it directly to users of our system. This is only used to give us overall overview on how visitors interact with our system so we can make it better.
For text chat bots that accept bookings, we use Google dialogflow and facebook. See Google privacy statement here: https://cloud.google.com/security/gdpr. See Facebook privacy information here: https://www.facebook.com/business/news/facebooks-commitment-to-data-protection-and-privacy-in-compliance-with-the-gdpr.
We also use the following auxiliary system: Google Fonts, Google Charts, Google Maps, and Maxmind to make location data to help with signing up and to facilitate displaying you as service provider or your company on a map. This information is generally available for clients unless this is disabled in settings. Then address or map is not shown to clients on booking site or in directory. These external systems do not store any personal recognisable data about you.
Payment data generally falls under accounting and bank safeguarding regulations and is needed to be stored for 5-10 years at payment processors.
We use Notando accounting system and run this on our own dedicated servers, hosted in EU. We keep all invoicing data that contains your purchases, name, address, and email. This invoicing data must be stored obligatory for 7 years for tax authorities because of country laws and can therefore not be deleted by user’s request.
Retaining and deleting personal data
All personal data about you, your company, service providers, products, promotions, services or related things that has been stored in our system will be kept for as long as you remain a user of our system. You can edit this data at any point in time and request a deletion by cancelling the usage of the system. Since we keep backups of all databases for up to 30 days, this data may still exist for up to 30 days on our servers at which point in time it gets deleted.
- the right to access;
- the right to rectification;
- the right to erasure;
- the right to restrict processing;
- the right to object to processing;
- the right to data portability;
- the right to complain to a supervisory authority; and
- the right to withdraw consent.
- Company data, which under some circumstances can be personal data on the service provider if he is registered as the company.
- Users, service providers data, which is data related to the people who provide services on behalf of the Company or Person registered as the company.
- Clients, which are those who book services and buy items from the company and service providers.
Cookies that we use
Cookies used by our service providers
- (a) https://support.google.com/chrome/answer/95647?hl=en (Chrome);
- (b) https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox);
- (c) http://www.opera.com/help/tutorials/security/cookies/ (Opera);
- (d) https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer);
- (e) https://support.apple.com/kb/PH21411 (Safari);
- (f) https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge).
- (a) by post, to the postal address given above;
- (b) by email, using email@example.com;
- (c) through our live help available on our site.
Data protection officer
European privacy regulations
For European companies or companies outside the EU/EEA that are dealing with personal data of european citizens there is a Processor Controller contract between SimplyBook.me ltd and you that applies. This contract defines the responsibilities of each party towards the data subjects. By accepting these Terms & Conditions you agree that you have gotten familiar with this contract and accepted those terms. You can get this contract signed and countersigned here:
You will indemnify and hold us (and our officers, directors, agents, subsidiaries, joint ventures, and employees) harmless from any claim or demand, including reasonable attorneys' fees, made by any third party due to or arising out of your breach of this Agreement, or your violation of any law or the rights of a third party.
If you as a service provider have a dispute with one or more clients, or if you as a client have dispute with one or more service providers you release us (and our officers, directors, agents, subsidiaries, joint ventures, and employees) from claims, demands, and damages (actual and consequential) of every kind and nature, known and unknown, arising out of or in any way connected with such disputes.
This policy may be changed from time to time. Changes take effect when we post them on the SimplyBook.me site. There will be notification about changes in the SimplyBook.me notification system in the top menu of the SimplyBook.me system. When using the SimplyBook.me sites or services you are subject to any posted policies or rules applicable to services you use through the sites.
Notando Iceland ltd, established in 2001 is the creator of the SimplyBook.me system. In May 2018, there was a re-organisation of the Icelandic company where the international part is moved into a Cyprus company, called SimplyBook.me ltd while the icelandic sales of online accounting software is kept in the icelandic entity, Notando Iceland ltd. All the shareholders remain the same in both companies and for service providers and their clients, there are no changes concerning this division of operations.
The above terms and conditions that you accept, apply between you and SimplyBook.me ltd in Cyprus.
You may contact us:
|Address:||36 Aigyptou Avenue, 6030 Larnaca, Cyprus|