Privacy Policy

Terms and Conditions

By using the Booklify services you agree to our terms and conditions

These terms and conditions may change from time to time and the updated verision is always available from www.booklify.co.za

Definitions:

Booklify services or the platform is a system provided by Booklify that allows companies to better manage their appointments and other business functionalities. The Booklify system can be hosted under a number of domains or variants of booklify.co.za for example me.booklify.co.za and other names that offer the same services.

Company, Service provider or user company or person that provides services, sells services like optometrists, doctors etc and uses the Booklify system to accept bookings online, send notifications, receive online payments and do other business functions that assists their service business.

Client/s or service consumers clients can be any type of person that books an appointment with a service provider that has a user account with Booklify. This can for example be patient, student, or client.

User account when a company signs up with Booklify, they get a user account with Booklify. This account can be used to register service providers, services and do other business related things as advertised by Booklify.


If you use the Booklify system or related sites, you agree 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, or under the age of 18.
  • Fail to deliver paid 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.
  • Post false, inaccurate, misleading, defamatory, libelous content (including personal information) or use the service and site for link building purposes.
  • 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.

You should treat all client data with respect and appropriate privacy.

Users of the Booklify 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 and should it happen that there is a break in into Booklify servers, this information could be exposed.

Please report to us problems, policy violations and offensive content. Booklify 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.

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 or end-user purchase protection

Booklify does not offer any purchase guarantees concerning client’s payments for appointment bookings or service purchases or other product purchases from service providers. Booklify 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 Booklify are in good spirit, rewarding and hassle-free.

We encourage buyers to work with sellers before opening a complaint with Booklify. 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.

Acceptable use policy and abuse

Booklify is an appointment management system for service providers, and others that need to accept bookings for appointments online, in person or over the telephone. As such the Booklify service is ONLY intended for such usage and other unrelated usage is forbidden.

We 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 support@booklify.co.za

Fees and availability

Booklify offers a free trail or evaluation subscription along with a number of paid subscription models designed for different markets. The free service is limited to 30 days or 1 Month and is applicable from date of subscription and successful registration, subsequent billings are done on the first day of the calendar month following your free subscription or 30 days.

Any approved customizations, upgrades or add-on’s done to the standard supplied subscription during the free trial period will be billed separately, please contact our support team for a full list of available add-ons with applicable costs. Add-ons will be billed in-addition monthly with your standard subscription and will attract setup costs.

Booklify reserves the right to review, amend or cancel your monthly subscription anytime during the service or agreement period and will provide a 30 day notice of any due amendments, cancelations or changes – you have the right to cancel your subscription at any time, billing stops at the end of the billing monthly cycle.

All purchases made in the system are final, and are not refunded

IMPORTANT: When the free trial system is upgraded to paid system, it is no longer possible to downgrade it back to the free trial. Users can still upgrade, downgrade and amend between paid subscriptions and add-on’s or alternatively cancel the subscription at any time.

We reserve the rights to limit, suspend, cancel or terminate our service and user accounts at any time. We reserve the right to prohibit access to any content, sites, services, or tools immediately if our policy is not adhered to or if any illegal activity is performed.

We reserve the right to cancel unconfirmed accounts or accounts that have been inactive for more than 4 weeks with no login from account owner and do not have a valid paid subscription.

We reserve the right 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 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, we will always endeavor to keep our services running.

Access, Content and Data

Where a service providers contacts Booklify support or buys a set-up assistance package, request additional customizations they grant access for support agents to their admin interface in their Booklify system to make changes or fix system bugs or issues.

We have no interest in owning or accessing your material or customer data generated 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 and to allow your clients to book your services.

If you cancel your subscription with us, your material will be deleted from all our databases. Search engines, external providers 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

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. Booklify cannot and will not be liable for any loss or damage arising from your failure to comply with this policy.

Limitation of Liability

Booklify is not responsible for yours or other user’s content or actions. You acknowledge that our system allows 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.

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.

Service provider’s Terms & Conditions and Privacy policy

You understand that as a service provider with a user account with the booklify system you are required to supply your own terms and conditions and privacy policy for your own clients. Such terms & conditions should be supplied to booklify immediately and must feature on your site, you should include both your terms for usage of your service, as well as your Privacy policy for the personal data of your clients. You should also consider publishing your cancellation policy.

Who we are

Our website address is: https://www.booklify.co.za.

Booklify, provides an appointment and scheduling system that has many additional features such as promotion and marketing 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.

We are committed to safeguarding the privacy of our website visitors and our system users who register as users of our system. See Data Processing Agreement for details about our relationship as Processor and Controller concerning the data subjects of Controller. This policy applies where we are acting as a data controller with respect to the personal data of our website visitors and system users; in other words, where we determine the purposes and means of the processing of that personal data. We will ask you to consent to our use of cookies in accordance with the terms of this policy when you visit our website. Our website incorporates privacy controls which affect how we will process your personal data. Upon signing up as a system user, you will be asked for information about your business. You can at any point in time, go to the System Settings, and choose to delete the system, and then all your data and all your client’s information will be deleted from our servers within 30 days. In this policy, “we”, “us” and “our” refers to Booklify. In this policy “clients” refers to “clients”, “students”, “patients” or anyone that makes a booking with a user of the system. In this policy “system” refers to the appointment booking solution supplied by Booklify.

How we use your personal data

In this Section 2 we have set out:

  1. (a) The general categories of personal data that we may process;
  2. (b) In the case of personal data that we did not obtain directly from you, the source and specific categories of that data;
  3. (c) The purposes for which we may process personal data; and
  4. (d) The legal basis of the processing.

We may process data about your use of our website and system (“usage data“). The usage data may include your company information, your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your system use. The source of the usage data is are analytics tracking system such as Google Analytics and similar. We also use the following auxiliary system: Google Calendar to help with synchronizing your appointments with your day to day calendar displaying you your appointments in one easily accessible platform. This usage data may be processed to understand better user’s behavior to help us make the system better and to communicate with our users with usage hints. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website, system, client service and system services. We collect information about you when you register for an account, create or modify your profile, set preferences, sign-up for or make purchases through the System. For example, you provide your contact information when you register for the System. You also have the option of adding a profile photo, bio, and other details to your profile information to be displayed on your Service provider profile or on your Company profile with our system so that your clients can book services with you. We keep track of your preferences when you select settings. We may process your (“account data“). The account data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and used for communicating with you. The legal basis for this processing is to be able to provide you with our system services so that you can display your information and sell services and products. We may process your information included in your company profile in our system. (“company info“). The profile data may include your name, address, telephone number, email address, profile pictures, and other details that you add to your profile. The profile data may be processed for the purposes of enabling your use of our website and services. This information is available on the user’s booking site, supplied by us, on a widget that may be inserted into own site or in Facebook. It may also be made available on our directory sites where all system users are displayed, unless they specifically opt out of being displayed there. The legal basis for this processing is to enable proper operation of the system and services. We may process provider’s personal data that is provided in the course of the use of our services “service provider data“. The provider data may include provider’s name, address, telephone number, email address, profile pictures, and other details that is add to provider’s profile. The source of the service provider’s data is you, your employer, or the user who sets up the system for his personal or company purposes. The service providers data may be processed for the purposes of operating the system so that clients can effectively book appointments online with providers and find and select the providers they need. This information is available on the user’s booking site, supplied by us, on a widget that may be inserted into own site or in Facebook. It may also be made available on our directory sites where all system users are displayed, unless they specifically opt out of being displayed there. The legal basis for this processing is to enable proper operation of the system and services. We may process information that you create for your bookable services, products for sale, promotions, or as company information (“publication data“). The publication data may be processed for the purposes of enabling your system to be processed for the purposes of operating the system so that clients can effectively book appointments online and purchase products and read about your business and service offering. The legal basis for this processing is to enable proper operation of the system and services. We may process information contained in any enquiry you submit to us through email or live support regarding the system and our services “enquiry data“. The enquiry data may be processed for the purposes of analyzing our user’s problems and to make our system better. We may process information relating to transactions, including purchases of goods and services that you enter into with us and/or through our website “transaction data“. The transaction data may include your contact details and the transaction details. The transaction data may be processed for the purpose of supplying the purchased goods and services and keeping proper records of those transactions. The legal basis for this processing is legal requirements for proper accounting practices. We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters “notification data“. The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters. The legal basis for this processing is your given consent to receive this communication. We may process information contained in or relating to any communication that you send to us “correspondence data“. The correspondence data may be processed for the purposes of communicating with you and record-keeping. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and communications with users. We may process any of your personal data identified in this policy where necessary for the establishment, exercise or defense of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others. We may process any of your personal data identified in this policy where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper protection of our business against risks. In addition to the specific purposes for which we may process your personal data set out in this Section 2, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. Do not supply any other person’s personal data to us, unless with their proper consent.

Providing your personal data to others

We may disclose your personal data to any member of our group of companies, this means our subsidiaries, full time work contractor staff, such as live help, our ultimate holding company and all its subsidiaries insofar as reasonably necessary for the purposes, and on the legal bases, set out in this policy We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or the establishment, exercise or defense of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. Financial transactions relating to our website and services are handled by our payment services providers, [Payment wall, PayPal]. We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. If you agreed on getting proposals from partners, we may disclose your enquiry data to one or more of those selected third party suppliers of goods and services enabling them to contact you so that they can offer, market and sell to you relevant goods and/or services. Each such third party will act as a data controller in relation to the enquiry data that we supply to it; and upon contacting you, each such third party will supply to you a copy of its own privacy policy, which will govern that third party’s use of your personal data. In addition to the specific disclosures of personal data set out in this Section 3, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.[ We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defense of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

International transfers of your personal data

In this Section 4, we provide information about the circumstances in which your personal data may be transferred to countries outside of South Africa.

For statistics and analytics we use Google analytics.

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.

We also use the following auxiliary system: Google Calendar to help with synchronizing your appointments with your day to day calendar displaying you your appointments in one easily accessible platform.

Retaining and deleting personal data

This Section 5 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data. Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes. We will retain your personal data as follows:

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.

Notwithstanding the other provisions of this Section 5, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject to such as accounting laws, or in order to protect your vital interests or the vital interests of another natural person.

Amendments

We may update this policy from time to time by publishing a new version on our website. You should check this page occasionally to ensure you are happy with any changes to this policy. We may notify you of changes to this policy by email or through the private messaging system on our website.

Your rights

In this Section 7, we have summarized the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights. Your principal rights under data protection law are:

  1. the right to access;
  2. the right to rectification;
  3. the right to erasure;
  4. the right to restrict processing;
  5. the right to object to processing;
  6. the right to data portability;
  7. the right to complain to a supervisory authority; and
  8. the right to withdraw consent.

In the booklify system there is 3 groups of personal data.

  1. Company data, which under some circumstances can be personal data on the service provider if he is registered as the company.
  2. Users, service provider’s data, which is data related to the people who provide services on behalf of the Company or Person registered as the company.
  3. Clients, which are those who book services and buy items from the company and service providers.

Access to each of these information, and about each person related to each group is readily available inside the system for approved users. Data can be updated, deleted and exported in a constructed JSON format for data subjects who demand this.Clients of system users also have readily available access to all their personal data either by login, or by link. If they want to delete their information, they need to contact the controller who has the necessary tools to do this.

About cookies

A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server. Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed. Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

Cookies that we use

We use cookies for the following purposes:

  1. (a) authentication – we use cookies to identify you when you visit our website and as you navigate our website;
  2. (b) status – we use cookies to help us to determine if you are logged into our website;
  3. (c) advertising – we use cookies to help us to display advertisements that will be relevant to you. cookies used for this purpose are:facebook, google adwords, adsense;
  4. (d) analysis – we may use cookies to help us to analyses the use and performance of our website and services.
  5. (e) consent – we use cookies to store your preferences in relation to the use of cookies more generally.

Cookies used by our service providers

Our service providers use cookies and those cookies may be stored on your computer when you visit our website. We use Google Analytics to analyze the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. Google’s privacy policy is available at: https://www.google.com/policies/privacy. We use Facebook ads to advertise relevant ads from us for visitors to our site. A cookie from Facebook is used to place ads from us on Facebook pages that you visit. Facebook’s privacy policy is available at: https://www.facebook.com/legal/FB_Work_Privacy.

Managing cookies

Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:

  1. (a) https://support.google.com/chrome/answer/95647?hl=en (Chrome);
  2. (b) https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox);
  3. (c) http://www.opera.com/help/tutorials/security/cookies/ (Opera);
  4. (d) https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer);
  5. (e) https://support.apple.com/kb/PH21411 (Safari);
  6. (f) https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge).

Blocking all cookies will have a negative impact upon the usability of many websites.If you block cookies, you will not be able to use all the features on our website.

Our details

This website is owned and operated by Booklify The Company is registered in South Africa and our registered office is 1270 Blondel Street Pretoria. You can contact us:

  1. (a) by post, to the postal address given above;
  2. (b) by email, using privacy@booklify.co.za;
  3. (c) Through our live help available on our site.