B-OOK Privacy Policy
Last Updated: 23-Oct-26
B-OOK is an online booking system made by SolwAI. Sports clubs, venues and organisations (“venues”) use it to let their customers book and pay for pitches, rooms and other facilities.
In short: we use your information only to run bookings for the venue you book with. If you sign in with Google, we receive only your name, email address and Google account ID, and use them only to sign you in. We never sell your data or use it for advertising.
1. Who we are and who is responsible
B-OOK is provided by SolwAI (“SolwAI”, “we”, “us”), Queen of the South Arena, Dumfries DG1 1PL, Scotland. Email: [email protected].
Who is responsible for your information under UK data protection law depends on how you use B-OOK:
- If you book with a venue through its B-OOK booking site, that venue is the controller of your booking information, and SolwAI is its processor: we run the system for the venue and handle your information only on its instructions. Each venue’s booking site links to its own privacy policy, which also applies to you. For requests about your bookings, you can contact the venue or us – we will pass your request on and help the venue respond.
- If you visit solwai.co.uk or contact us about B-OOK, SolwAI is the controller.
- If you are a member of a venue’s staff using the B-OOK admin area, your venue is the controller of your staff account information and SolwAI is its processor.
2. What information B-OOK collects
| Category | What it includes |
|---|---|
| Account details | Name, email address, mobile number, optional organisation or team name, and a password stored as a one-way hash (not needed if you sign in with Google) |
| Google account information | Only if you choose “Continue with Google” – see section 4 |
| Bookings | What you booked, when, price, status, changes, cancellations, waiting-list requests and attendance |
| Payments | Amounts, references and outcomes. Card details are entered on the payment provider’s secure page and never reach B-OOK; for saved cards we hold only a reference, the card type and last four digits |
| Invoices | Invoices, credit notes and payment records for customers the venue invoices |
| Communications | Booking emails sent to you, reminder and marketing preferences, and any extra contacts you ask to be copied in |
| Booking assistant | If you use the optional chat assistant: your messages and its replies |
| Technical and security data | IP address, browser type, sign-in attempts, the IP address recorded when you accept booking terms, and an audit log of changes |
3. How the information is used
B-OOK uses your information only to provide the booking service:
- to create and secure your account and sign you in
- to take, change and cancel bookings, manage weekly bookings and waiting lists
- to take payments, make refunds and issue receipts and invoices
- to send booking confirmations, calendar invites, reminders and account emails
- to let venue staff manage bookings, approve new customers and run reports on how their facilities are used
- to keep the system secure, prevent misuse and fix problems
- to send news and offers from the venue, only if you opt in
The lawful bases the venue relies on are contract (providing your bookings), legal obligation (accounting records), legitimate interests (security, fair running of the venue, approving new customers) and consent (marketing). Decisions such as approving or suspending an account are made by venue staff, not by automated systems.
4. Google user data
B-OOK booking sites can offer “Continue with Google” as an alternative to creating a password. Using it is optional.
What we access
We request only Google’s basic sign-in permissions (openid, email and
profile). From these we receive:
- your name
- your email address, and whether Google has verified it
- your Google account ID (a number that identifies your Google account)
We do not access your Gmail, contacts, calendar, Drive files or any other Google data, and we never receive your Google password.
How we use it
- Your Google account ID is used only to recognise you when you sign in again.
- Your name and email address are used to create or link your B-OOK account with that venue, and to send you the booking emails described in section 3.
- If an account with the same verified email address already exists at that venue, it is linked to your Google sign-in so you can use either method.
How we store it
Your name, email address and Google account ID are stored in the venue’s B-OOK database, on servers in the UK, encrypted in transit. We do not store Google access or refresh tokens: once you are signed in, B-OOK makes no further requests to Google. A temporary sign-in cookie used during the Google step expires after 10 minutes.
How we share it
Google user data is shared only with the venue you are booking with, so its staff can manage your bookings, and with the service providers in section 5 that host and run the system for that purpose. We do not sell it, transfer it to advertising platforms or data brokers, or use it for advertising, profiling or credit decisions.
Retention and deletion
Your Google account ID is deleted when you delete your account from the My data page of the booking site, or when the account is removed after 6 years without bookings. You can also remove B-OOK’s access at any time from your Google Account at myaccount.google.com/connections; you can then sign in with a password using “Forgot password?”.
Limited Use
B-OOK’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
5. Service providers
We use these providers to run B-OOK. Each works under a contract that limits what it can do with the information.
| Provider | Purpose | Where |
|---|---|---|
| Fasthosts | Servers and database | UK |
| Cloudflare | Secure connection to booking sites and protection from attacks | Global network |
| Elavon | Card payments and refunds, through its own secure payment page | UK |
| SocketLabs | Sending booking emails | USA |
| Anthropic | The optional booking assistant (section 6) | USA |
| Sign-in, only if you choose “Continue with Google” | USA |
Where information is handled outside the UK, we rely on UK adequacy regulations (including the UK–US data bridge for certified US companies) or the UK International Data Transfer Agreement or Addendum. A venue may also connect B-OOK to its own systems; its privacy policy will explain this.
We may also disclose information where the law requires it, or to protect people’s safety or our rights.
6. The booking assistant
Some booking sites offer an optional chat assistant, powered by Anthropic’s Claude AI model, that can check availability and help you manage your own bookings. You must be signed in to use it, and it can only see and change your own bookings. Your messages and the booking details needed to answer them are sent to Anthropic, which does not use them to train its models. B-OOK keeps the conversation for up to one hour after your last message. The assistant never handles payments, and nothing changes until you press confirm. Google user data is not used to train any AI model.
7. How long information is kept
- Accounts: until you delete your account, or after 6 years with no bookings (the venue can set this).
- Bookings, payments and invoices: kept for the venue’s accounting records, with your name and contact details removed once your account is deleted.
- Assistant conversations: up to one hour.
- Server and security logs: 90 days; backups overwritten within 30 days.
8. Security
B-OOK uses HTTPS throughout, hashes passwords, locks accounts after repeated failed sign-ins, requires two-factor sign-in for staff, limits staff access by role, and records changes in an audit log. Card details are handled only by Elavon, a PCI DSS-certified payment provider. If a breach is likely to put your rights at risk, it will be reported to the ICO within 72 hours and you will be told without undue delay.
9. Your rights
You have the right to access, correct, erase, restrict and object to the use of your information, to data portability, and to withdraw consent. On any B-OOK booking site you can download your data and delete your account yourself from My data, and update your details from Your details.
For anything else, contact the venue you booked with, or email us at [email protected] and we will help. We reply within one month. You can also complain to the Information Commissioner’s Office: ico.org.uk/make-a-complaint, 0303 123 1113.
10. Cookies
B-OOK booking sites use only essential cookies: ob_auth (keeps you signed in, 8 hours),
ob_session (booking progress), an anti-forgery cookie, and ob_external (only during
Google sign-in, 10 minutes). Session storage in your browser keeps the assistant conversation until you close the
tab. Neither B-OOK booking sites nor solwai.co.uk use analytics, advertising or tracking cookies.
11. Children
B-OOK accounts are for people aged 18 and over. Parents, guardians and coaches book for younger players; children’s details are not needed.
12. Changes and contact
We will update this policy if B-OOK changes the way it handles information, and change the date at the top. Significant changes, especially to how Google user data is used, will be notified on booking sites before they take effect.
Questions: [email protected] · SolwAI, Queen of the South Arena, Dumfries DG1 1PL