Data export and deletion policy

What we hold

• Your account: your email address, name if you add it, and where you came from when you signed up (for example a link or campaign tag).
• Your workspace: settings, booking pages, available hours, qualification questions and rules, and message settings.
• Your calendar connections (Google Calendar, Microsoft 365): the account email, the list of calendars, and access tokens, which are encrypted. We read only free and busy times from the calendars you choose, and we add, move and remove only the events Bookara creates for bookings.
• Other connections you choose to make: Zoom (to create, move and delete a meeting for each booking), HubSpot (to create or update a contact for each enquiry and a meeting for each booking), and Stripe (your payout account, for paid appointments). Their tokens are encrypted. API keys and webhook secrets are stored only as hashes or encrypted values.
• The people who book with you: their name, email, time zone, answers to your questions, notes, whether they agreed to reminders and a follow-up, booking times and history, and where they came from (for example a campaign tag).
• Billing: your plan and subscription status. Card details are held by Stripe, never by Bookara.

Each workspace is separate

Everything above belongs to one workspace, and only its members can see it. A manage link opens one booking and nothing else. We don't share your data with other New Odyssey products, and we don't use it to train AI models. When you ask Bookara to draft questions, your description of who you want to meet is sent to our AI provider (Anthropic) only to produce the draft. Answers from the people who book are never sent to an AI model; who sees times is decided by your rules alone.

Emails to the people who book

• Confirmation, change and cancellation emails always go out, because they are the booking.
• Reminders go out only if the person left "Send me reminders" ticked, and stop the moment they unsubscribe.
• Follow-ups (up to four, as the business sets them) go to someone who didn't finish booking only if they ticked the box agreeing to it. They arrive only in daytime in the person's own time zone, stop the moment they book, and stop for good if they unsubscribe. People who weren't a fit never get them.

Where data goes when you connect something

When you connect HubSpot, enquiries (name, email and answers) and bookings are sent to your HubSpot account. When you add a webhook or use the API (for example with Onda), the booking and enquiry details are sent to the address or tool you chose. When someone pays for an appointment, payment happens on Stripe, in your own Stripe account; Bookara never sees card details. Each of these is under your control and stops when you disconnect it.

Exporting your data

• Everything: workspace owners and admins can download the whole workspace as JSON (pages, enquiries, bookings and their history) under Settings → Your data.
• Bookings: download them as a CSV file from Bookings or under Settings → Your data.

Exports are available at any time while your workspace exists, including after you cancel your plan.

Deleting data

• One person: under Settings → Your data, enter their email to delete their enquiries and past bookings. Cancel any upcoming booking first, so they're told and it leaves your calendar.
• A booking page: delete it from its page once it has no upcoming bookings. Past bookings stay in your records until you delete them.
• Your calendar and other connections: disconnect them under Calendar or Integrations. Their tokens are deleted straight away; events and records already in your calendar, Zoom, HubSpot or Stripe stay there. You can also remove Bookara's access from your Google, Microsoft, Zoom or HubSpot account.
• The whole workspace: the owner can delete it under Settings → Your data, once upcoming bookings are cancelled. This cancels the plan immediately and permanently deletes everything in the workspace. Sign-in accounts that belong to no other workspace are deleted too.
• Deletion takes effect immediately in the live service. Database backups kept by our hosting provider (Render) expire on its standard schedule.
• A minimal security log (account ids and actions such as "signed in" or "calendar connected", with no booking content) is kept so misuse can be investigated.
• Stripe keeps its own billing records as the law requires.

If you stop paying

Your workspace stays available to read and export until you delete it. Your booking pages stop taking new bookings once the free allowance is used.

Asking us

To ask what we hold, or to have us export or delete it for you, email clio@new-odyssey.com. We reply within 5 working days. People who booked with you can ask you, or contact us directly.