Privacy policy

This policy is published by BookedKeeper, Inc., which operates BookedKeeper. It applies to our website, to your account and to the services we provide to your firm, and to the emails, calls and messages between us.

It is written for the people we deal with directly: visitors to our website, people who request a call and the owners and staff of the firms we work with. Information we handle on behalf of our clients, such as a firm’s contact list, is covered separately in section 6.

What you give us:

• when you request a call: your name, email address, phone number, your firm’s name and website, the types of clients you are seeking, the stage your practice is at and your revenue growth target
• when you subscribe: your billing name and address, and your payment details, which go directly to our payment provider and are not stored by us beyond the card type and last four digits
• during onboarding: information about your practice, such as your services, pricing, ideal clients, bios, photos, reviews and existing marketing
• when you contact us: the contents of your messages and anything you attach
• on calls: a recording of the call, where you have been told it is recorded

What we collect automatically:

• when you visit our website or sign in to your account: your IP address, browser and device, the pages you view and the actions you take, collected through cookies and similar technologies described in section 4
• when you arrive from one of our ads: the click identifier the advertising platform attaches to the link

What we receive from others:

• from our scheduling provider: the time you booked and whether the call took place
• from our payment provider: confirmation that a payment succeeded or failed
• from public sources: information about your firm that is already public, such as your listings, reviews and website content
• from the platforms you connect: the data those platforms make available to us through the access you grant, described in section 7

We use the information we collect to:

• schedule your calls and remind you about them
• understand your firm well enough to recommend a plan and deliver it
• set up and run your marketing, including publishing content in your name as described in our Terms of service
• give you access to your account, reports and training library
• bill you and keep accurate financial records
• send you the emails you have chosen to receive, described in section 5
• answer your questions and provide support
• improve our website, our service and the way we work
• measure whether our own advertising is working
• keep our systems secure and detect misuse
• meet our legal obligations and enforce our terms

Where we use call recordings, it is to capture the details of your practice accurately and to train our team.

Our website uses cookies and similar technologies for three purposes:

• to make the site and your account work, such as keeping you signed in
• to understand how the site is used, through analytics tools
• to measure our advertising, through conversion tracking from platforms such as Google, Meta, Microsoft and LinkedIn

When you request a call after arriving from one of our ads, we may send the platform a confirmation that the request happened, along with a one-⁠way encoded version of your email address or phone number, so that the platform can match it to the ad you clicked. This is how we know which of our ads work. It does not give the platform anything it can read.

You can block or delete cookies in your browser settings, and each advertising platform offers its own controls over the ads you see.

We send four kinds of email, and you can change your choices on your email preferences page or through the link at the bottom of any email:

• booking follow-⁠ups, which remind you to schedule your call after you have requested one
• call reminders, sent ahead of each scheduled call
• service updates, with news about our service and new features
• our newsletter, with marketing ideas and insights for accounting firms

Messages about your account, your billing and your scheduled calls are part of the service, and we send them for as long as you are a client.

If you give us a mobile number, we may send you text messages about your account, your calls and your service. You can stop at any time by replying STOP. We do not use text messages for marketing unless you have asked us to.

Some of our services involve the people on a client firm’s contact list: the newsletters and campaigns we send on the firm’s behalf and the review requests we send to the firm’s clients. For that work we are a service provider to the firm. We use the information only to send the messages the firm has asked us to send, we do not use it for our own purposes and we do not share it with anyone other than the providers that deliver the messages.

If you have received an email or review request from a firm through us, that firm decided to contact you, and its privacy policy applies. Every marketing email we send on a firm’s behalf includes an unsubscribe link, and we honor it. Questions about how a firm uses your information should go to the firm. We will also pass on any request you send to us.

When a firm’s subscription ends, we delete its contact list from our systems within 30 days unless the firm asks for a copy first.

Delivering the service means working inside accounts that belong to your firm, such as your Google Business Profile, Google Search Console, your LinkedIn and Facebook pages, your website platform, your domain and your business email. You grant us access through each platform’s own sharing or manager features, and we never ask for or store your passwords.

Through that access we see what the platform shows to a manager, such as your profile details, your posts, your reviews, your search and traffic data and your site’s content and settings. We use it only to deliver the service and report on it to you. You can revoke our access at any time from within the platform.

We share information in the following ways:

• with service providers that work on our behalf, including hosting and infrastructure, payments, scheduling, electronic signatures, email delivery, analytics, customer support and the tools we use to research and produce content
• with the press distribution services, publishers, directories and listing providers through which we publish content and listings in your firm’s name, which by their nature make that content public
• with advertising platforms, as described in section 4, to measure whether our advertising is working
• with professional advisors such as lawyers and accountants, under confidentiality
• when required by law, a court order or a government request, or to protect our rights, our clients or the public
• as part of a sale, merger or reorganization of our business, in which case this policy continues to apply to your information

Each provider is permitted to use your information only to provide its service to us. We do not sell personal information, and we do not share it with third parties for their own marketing.

BookedKeeper is based in Calgary, Alberta. Our providers operate in Canada and the United States, and your information may be stored and processed in either country. The privacy laws there may differ from the laws where you live. Wherever it is, we protect your information as described in this policy and require our providers to do the same.

How long we keep information depends on what it is:

• if you request a call but do not become a client, we keep your inquiry for 24 months so that we can follow up and answer your questions, then delete it
• if you become a client, we keep your account information for as long as you subscribe and for 24 months after, in case you return or have questions
• we keep billing and financial records for as long as tax and accounting law requires, which is seven years in Canada
• we keep call recordings for 12 months, then delete them
• we delete a client firm’s contact list within 30 days of the end of its subscription
• we keep website and account logs for 12 months

Content we have published in your firm’s name remains published, because you own it. You can remove it or ask us to at any time.

We protect your information with measures appropriate to its sensitivity, including encryption in transit and at rest, access limited to the people who need it, delegated rather than shared access to your accounts and providers chosen for their security practices. No system is completely secure, and we cannot guarantee that unauthorized access will never happen. If an incident affects your information in a way that could cause you harm, we will tell you promptly and explain what we are doing about it.

You can ask us at any time to:

• tell you what personal information we hold about you and how we use it
• correct information that is inaccurate or incomplete
• delete your information, subject to what we must keep by law
• give you a copy of your information in a usable format
• stop sending you marketing emails or texts
• withdraw a consent you have given us, which does not affect what we did before you withdrew it

These rights come from Canadian privacy law, and residents of US states with their own privacy laws, such as California, have similar rights, including the right to opt out of targeted advertising. We treat every request the same way regardless of where you live. We will not treat you differently for exercising a right.

To make a request, email hello@bookedkeeper.com. We may need to confirm your identity before we act, and we will respond within 30 days. If you are not satisfied with our response, you may ask us to review it, and you may contact the privacy regulator where you live, which in our case is the Office of the Information and Privacy Commissioner of Alberta.

Our services are for firms and the adults who run them. We do not knowingly collect information from anyone under 18. If you believe we have, email us and we will delete it.

The firm names, results, reviews and videos on our website are there with the permission of the clients they belong to. If you are one of them and would like something changed or removed, email us and we will take care of it.

Our website links to other sites, and our service runs through platforms such as Google, Meta and LinkedIn. Each has its own privacy policy, and we do not control how they handle your information. We recommend reading their policies, particularly for the accounts you connect to our service.

We may update this policy as our service or the law changes. The effective date at the top shows when it was last revised. If a change materially affects how we use your information, we will email you or post a notice in your account before it takes effect.

BookedKeeper, Inc.
638 11 Ave SW, Unit 200
Calgary, Alberta T2R 0E2
Canada
hello@bookedkeeper.com