Privacy Notice

This notice covers the AertaBook booking platform operated by AertaOne, including staff booking screens, diary views, related SMS messages and staff access. It applies to the public demo and to client sites run on the same platform.

Authorised staff enter customer and appointment details. Customers do not create accounts on AertaBook.

This notice is only for AertaBook. The public AertaOne website at aertaone.com has a separate privacy notice for marketing enquiries. That notice does not apply here.

Who is responsible for your information?

For a client site, the business that uses AertaBook (the client) is the controller of customer booking information. It decides why customer details are needed and how they are used to arrange and manage appointments.

AertaOne is the processor for that information. We operate the platform and connected diary and SMS services on the client’s instructions.

AertaOne is separately the controller of staff access and security information used to manage authorised access and protect the platform.

The public demo at demo.aertabook.com is a shared shop window. Demo booking data is not a live client record: it is visible to anyone with the link and is wiped and reseeded on a nightly schedule. Do not enter real customer details on the demo.

For questions about a live appointment or customer booking information, contact the business that took the booking.

For questions about how the platform operates, or about staff access information, contact:

AertaOne
Beltichburne, Termonfeckin
Co. Louth, A92 Y6C6
Ireland
hello@aertaone.com

If you cannot reach the appropriate business contact, email AertaOne and we can pass your request on where we hold enough detail to do so.

Customer and appointment information

Authorised staff may enter details needed to arrange the appointment, which typically include:

• Customer name.
• Mobile number.
• Service or job type, and related notes entered as text.
• Appointment date and time, and the staff member or resource assigned.
• Booking status, such as awaiting confirmation, confirmed, cancelled or reminder status.
• Optional location or meeting-link details where the service needs them.

The platform may also process appointment SMS messages and customer replies. A short confirmation reply may update the booking status. Other replies may ask staff to follow up by phone.

Appointment details are shown in the diary for that site, which is where staff plan the day.

Why booking information is used

Booking information is used to arrange and manage appointments, maintain the diary, send confirmations and reminders where configured, and handle related status updates and replies.

For a client site, the client is responsible for establishing the lawful basis for its use of customer booking information. AertaOne processes that information on the client’s instructions to operate the booking service.

If necessary booking details are missing or inaccurate, the business may be unable to arrange the appointment or send the correct appointment messages.

Appointment messages

Customers may receive SMS confirmations, reminders, change notices and related appointment updates at the mobile number supplied for the booking. Customers may also reply by SMS.

Those messages are identified with the client’s business name (or the demo site name on the public demo). They typically include the appointment day and time and, where confirmation is still needed, a short reply instruction.

These messages concern the appointment. If you receive a message about a booking you do not recognise, contact the business named in the message. The public demo runs SMS in dry-run mode so demo traffic does not send live texts to real phones.

Staff access and security information

AertaOne processes staff authentication information, essential cookies and ordinary hosting logs containing IP addresses and request times. Short-lived records of failed sign-in attempts are kept so repeated guesses can be blocked.

We use this information to keep authorised sessions working, control access and protect the platform against misuse.

AertaOne relies on its legitimate interests in operating a secure business booking tool and managing access for authorised staff. Processing must be necessary and proportionate to those purposes, taking account of staff privacy rights.

Cookies

AertaBook uses an essential session cookie. It is not used for advertising or analytics.

• A session cookie named aertaone_platform. It keeps a staff browser session working, including form security. It lasts until the browser session ends or the staff member signs out.

This cookie is necessary for the staff access service. The platform does not use analytics, advertising or tracking cookies.

Services involved in running the platform

Information is handled through the services needed to operate the appointment process:

• Hostinger for website hosting.
• The diary is part of AertaBook itself. An optional calendar copy may be connected for a client site; the AertaBook diary remains the source of truth.
• Sendmode for SMS where messaging is enabled.
• AertaOne-operated storage and hosting services for the platform.

Client staff use booking information to manage appointments. AertaOne processes it to operate and support the platform on the client’s instructions.

These providers may process information in the European Economic Area. If they process it outside the EEA, they must do so under a GDPR-approved transfer mechanism.

How long information is kept

We retain personal information only for as long as necessary for the purpose for which it was collected, including any applicable legal requirements.

For a client site, the client determines the retention of customer booking information, including completed and cancelled appointments. Relevant considerations include whether the information is still needed to manage the appointment, resolve a related query or meet an applicable legal obligation.

AertaOne handles the retention, deletion or return of customer booking information on the client’s instructions. Where a trial or subscription ends, any published grace and deletion schedule in the commercial terms applies; export should be available before deletion is carried out.

Demo data on the public demo is wiped and reseeded nightly and is not retained as a lasting customer file.

AertaOne retains staff access and security information only as needed to manage authorised access, investigate security issues and protect the platform. Failed sign-in records are used in a short window and are not kept as a customer file.

Information that is no longer needed should be securely deleted or anonymised.

Your rights

Depending on the circumstances, you may ask to:

• Access your personal information.
• Correct inaccurate or incomplete information.
• Have information deleted where appropriate.
• Restrict how information is used.
• Object to processing based on legitimate interests.
• Receive certain information in a portable format where that right applies.

These rights are not absolute. For example, a request to delete information may need to be considered alongside a legal requirement to retain it.

For customer booking information on a client site, contact that business first. The client decides how requests relating to its customer records are handled. AertaOne supports the client as its processor and does not independently change or delete those records without its instructions.

For requests concerning AertaOne’s staff access or security information, or about the public demo, email hello@aertaone.com.

You may complain to Ireland’s Data Protection Commission if you are concerned about how your personal information is handled.

Terms of Service