Terms of Service

1. Who this is between

Hourbook is provided by [Hourbook — trading name of [legal entity name], company number [00000000]], of [registered/contact address] (“Hourbook”, “we”), registered with the Information Commissioner’s Office ([ICO registration reference, once registered at ico.org.uk]). By creating an account or using Hourbook, your business (“you”) agrees to these terms.

2. The service

Hourbook is online booking, calendar and diary software for service businesses: a dashboard to run your services, staff and hours, and a public page for your customers to book appointments. We take no commission on any booking or payment made through Hourbook.

3. Your account and responsibilities

• You’re responsible for keeping your login details secure, and for what happens under your account.
• You’re responsible for the accuracy of the information you add — your business details, your team’s, and your customers’.
• You’re responsible for having your own lawful basis under data protection law for the personal data you collect about your customers through Hourbook — we process it for you (see Section 4), but the relationship, and the responsibility for it, is yours.
• You must only give staff logins to people who should actually have access, and remove access promptly when someone leaves.

4. Data processing terms

For your customers’ personal data (names, contact details, appointment history and any notes you add), you are the data controller and Hourbook is your data processor, under Article 28 of UK GDPR. This section sets out our commitments to you as processor.

Hourbook will:

• only process that data on your documented instructions — which is to say, to run the service as you configure and use it;
• keep it confidential, and make sure anyone with access to it (our staff, and our sub-processors below) is bound to do the same;
• apply appropriate technical and organisational security measures (see our Privacy Policy);
• only engage another processor (a sub-processor) with your general authorisation, given here — our current sub-processors are Vercel (hosting), Prisma Postgres (database) and Resend (email delivery). We’ll update this list if that changes, and you can ask us at any time;
• help you respond to a request from one of your customers to exercise their data protection rights (Hourbook includes tools to download everything held about a customer and to erase their personal details);
• help you meet your own obligations around data security and breach notification;
• tell you without undue delay if we become aware of a personal data breach affecting your data;
• delete or return your data at the end of our agreement, at your choice, except where the law requires us to keep it;
• make available the information reasonably necessary to demonstrate compliance with this section, and allow for audits on reasonable notice.

5. Fees

Pricing is shown on our website and depends on the size and shape of your business. We’ll agree your price with you directly before you’re charged anything.

6. Cancelling

You can stop using Hourbook and close your account at any time. On request, we’ll export your data to you or delete it, in line with Section 4, within a reasonable time.

7. Online payments

If you switch on online payments, your customers can pay a deposit or the full price when they book. This section applies only if you do.

• The money is yours, and Stripe handles it. Payments are taken by Stripe and go to your own Stripe account, under your own agreement with Stripe. Hourbook never receives, holds or pays out your customers’ money, and takes no commission or fee on it. Stripe’s own charges apply under your agreement with Stripe.
• Your policy is yours. You choose your deposit, how much notice a customer needs to cancel for free, and any fee for a late cancellation or a missed appointment. Hourbook turns your settings into the wording customers see and agree to before they pay, and keeps a record of what each customer agreed to. You are responsible for making sure your policy and fees are fair and lawful, including under consumer protection law, and for sticking to it. Hourbook does not give legal advice.
• Refunds. When an appointment is cancelled or missed, Hourbook asks Stripe to make the refund your policy requires. We can’t guarantee a refund will go through (for example if your Stripe account has been closed or has too little balance); if one doesn’t, we’ll show it to you and you are responsible for making it in Stripe. You are responsible for refunds, disputes and chargebacks on payments made to your account.
• Card details. Customers type their card details on Stripe’s own page. Hourbook never sees or stores them. We keep the amount, date and status of each payment and refund, Stripe’s reference for it, and the policy the customer agreed to, as part of the booking record (Section 4 applies to it).
• We may switch off online payments for a business that misuses them, or if Stripe stops supporting them, and will tell you if we do.

8. Availability and support

We work to keep Hourbook available and fix problems promptly, but we don’t promise uninterrupted service — software has outages. We’ll always tell you about anything significant affecting your data or your ability to use the service.

9. Liability

We’re not liable for indirect or consequential losses, or for loss of profit, arising from your use of Hourbook. Nothing in these terms limits liability for things the law doesn’t allow us to limit, including our obligations as a data processor under Section 4, or liability for death or personal injury caused by our negligence.

10. Changes to these terms

We may update these terms as the service changes. We’ll tell you about anything that materially affects you before it takes effect.

11. Governing law

These terms are governed by the law of England and Wales.

Contact us

Questions about these terms: privacy@hourbook.co.uk.