Privacy policy

1. Controller

CleverOS (“we”, “us”) provides CleverBooking. For account and platform operations we act as a data controller. For customer/guest booking data held for a venue tenant, that tenant is typically the controller and we act as a processor on their instructions.

Contact: support@cleveros.co.uk.

2. Data we process

• Account users — name, email, authentication data, role/membership, audit of key actions.
• Customers and guests — name, email, phone, booking details, notes you choose to store, and public-booking form fields you enable.
• Integration data — HighLevel location/company identifiers, encrypted OAuth tokens, contact IDs and sync status when a location is connected.
• Technical data — logs, IP address, device/browser metadata and security events as needed to operate and protect the service.

3. Why we process it

• To provide booking, diary, availability and account features.
• To send transactional emails you configure (for example confirmations).
• To sync customers to HighLevel contacts when you connect an integration.
• To secure the service, prevent abuse and meet legal obligations.
• To improve reliability and support (including investigating errors you report).

4. Legal bases

Depending on context, we rely on contract (providing the service you signed up for), legitimate interests (security, product improvement, support), and legal obligation where applicable. Tenant controllers are responsible for their own lawful basis when collecting guest data through public booking.

5. HighLevel

If you install and connect CleverBooking to a HighLevel location, relevant customer fields may be sent to HighLevel under that connection. HighLevel processes that data under its own terms and privacy policy. Disconnecting stops further sync; it does not automatically erase data already stored in HighLevel.

6. Sharing

We use infrastructure and email providers needed to host and operate CleverBooking. We do not sell personal data. We may disclose data if required by law or to protect rights, safety and security.

7. Retention

Account and booking data is retained while the tenant account is active and for a reasonable period afterwards for backups, disputes and legal requirements. Soft-deleted customer records may be retained for a limited period before permanent erasure. You can request deletion of a customer from within CleverBooking where that feature is available, or contact us for account-level requests.

8. Security

We use access controls, encrypted secrets (including OAuth tokens), tenant scoping and operational monitoring. No method of transmission or storage is perfectly secure; please use strong passwords and protect invitation links.

9. International transfers

Service infrastructure may be hosted in the UK/EEA or other regions used by our providers. Where transfers occur, we take appropriate safeguards consistent with applicable data protection law.

10. Your rights

Depending on your location, you may have rights to access, rectify, erase, restrict or object to processing, and to data portability. Account users can update many profile fields in-product. For other requests, email support@cleveros.co.uk. Guests should normally contact the venue they booked with first.

11. Children

CleverBooking is not directed at children. Venues should not knowingly collect children’s data through the service except where appropriate for a booking and lawful to do so.

12. Changes

We may update this policy from time to time. The “Last updated” date at the bottom of this page will change when we do.