Beta Tester Agreement

Who this agreement is between

Us: Adam Bujega and Suzanne Bujega, trading together as Bookywooky (“Bookywooky”, “we”, “us”). Bookywooky is not a limited company. You can contact us at support@bookywooky.co.uk.

You: the hair or beauty professional joining the beta. By accepting this agreement you confirm that you are 18 or over and are joining for the purposes of your own business (for example as a self-employed or salon-based professional), not as a consumer.

Please read this agreement with our Privacy Policy. By confirming that you accept it, you agree to it, including Annex A, which covers how we handle your clients’ information for you.

1. Free access during the beta

The beta is free. We will not ask you for payment details, and nothing you do in the beta will cost you money. Some screens show our planned Standard and Pro plans so that we can test them; buying is switched off during the beta.

2. What you are testing

The beta is an early version of the Bookywooky app for mobile hair and beauty professionals in the UK. You will be testing:

• your diary, appointments and travel-aware scheduling;
• client records, households and booking requests from clients;
• reminders and notifications;
• planning ahead and suggested appointment times;
• Ask Bookywooky and other assisted features (these are optional - see section 5);
• the plan and subscription screens.

Features are still being developed and may change, be paused or be removed.

3. What to expect, and our responsibility

The app may have bugs, slow moments or times when it is unavailable, including while we release updates. We may ask you to update the app or sign in again.

We will take reasonable care in running the beta, and we will tell you promptly if we find a problem that could affect your diary or reminders. Because the beta is free and still being tested, please keep a backup way of knowing where you need to be until you are confident it works for you.

We are not responsible for lost income, lost bookings or other business losses caused by bugs, outages or changes in the beta, unless they are caused by our failure to take reasonable care. Nothing in this agreement limits our liability for death or personal injury caused by our negligence, for fraud, for our obligations under data protection law, or for anything else that cannot be limited by law.

4. Your clients’ information

You will add real information about your clients, such as names, contact details, addresses, appointments, notes and photos. You are responsible for that information as its “controller”, and we handle it for you as set out in Annex A.

• Have a lawful reason. Under the UK GDPR (Article 6) you need a lawful basis for keeping client records. For most professionals this is that the records are needed to provide the service the client has booked, or your legitimate interest in running your business. Only record what you need.
• Health information needs extra care. Allergies, patch-test results and skin or scalp conditions are health information, which the UK GDPR treats as special category data (Article 9). Record only what you need to treat the client safely, and make sure you have a valid condition for recording it - for most professionals this means asking for the client’s explicit consent.
• Tell your clients. Let your clients know how you keep their information, including that you use Bookywooky. Our Privacy Policy explains our part.
• Photos need permission. Use the app’s photo permission options and only keep photos the client has agreed to.
• What we do and don’t do. We look after your client information only to provide the app to you. We never sell it, market to your clients or share it with other professionals.

5. Optional AI features

Ask Bookywooky, voice commands, handwriting recognition and paper-diary import use OpenAI to understand what you ask. When you use one of them, we send OpenAI only what is needed for that request: what you type or say, a short note of the request you are in the middle of, or the photo of your handwriting or paper diary. We do not send your client list or records. Anything you include, such as a client’s name, is sent with it.

OpenAI processes this outside the UK, including in the USA. Our OpenAI account is set so that OpenAI does not use this information to train its models and does not save it to our account’s logs. OpenAI may keep it for up to 30 days to check for misuse, and then deletes it. These features are optional; you can run your diary without them.

6. Feedback and bug reports

Your feedback is the point of the beta. You can report a problem from inside the app or email support@bookywooky.co.uk.

Please include as little client information as you can when reporting a problem, and crop screenshots that show client details. We may use your feedback and ideas to improve Bookywooky without owing you anything for them. We will not publish anything that identifies you or your clients without asking first.

7. Your own information

Our Privacy Policy explains what we collect about you, why, how long we keep it and your rights. During the beta we collect diagnostic information, such as crash reports, to find and fix problems. Product analytics only run if you allow them.

8. Leaving the beta

You can stop at any time. To close your account, use Delete Account in the app or email support@bookywooky.co.uk. If you would like a copy of your client information, ask us before you delete your account and we will send you one.

When you delete your account, your account and your clients’ names, contact details, saved addresses, notes and photos are deleted or anonymised straight away. Within 30 days we also remove the notes from your past appointment records, and the addresses from those for clients who don’t have their own Bookywooky account. What remains shows only the date, time, services and price, without client names, contact details, notes or addresses. If one of your clients has their own Bookywooky account, they keep their own record of the appointments they had with you.

We may end the beta, or your place in it, at any time. We will give you reasonable notice where we can, unless we need to act quickly to protect security, other users or the service.

9. When the beta ends

Before the beta ends, or before paid plans are introduced, we will tell you in advance, by email or in the app, what is changing, what the plans will cost and what happens to your account and data.

No paid subscription will ever start automatically. You will only be charged if you choose a paid plan and confirm the purchase yourself through the App Store or Google Play. If you do not choose a plan, you will not be charged.

10. General

We may update this agreement during the beta. If we make an important change, we will tell you before it applies, and you can leave the beta if you do not agree. This agreement is governed by the laws of England and Wales.

Questions? Email support@bookywooky.co.uk.

Annex A - How we handle your clients’ information (data processing terms)

These terms apply when we process personal information about your clients on your behalf. You are the controller of that information and we are your processor.

1. What we process. Your clients’ (and their household members’) names, contact details, addresses, appointment and service history, notes, photos and photo permissions, booking requests and messages, and any health information you choose to record. We process it to store and organise your records, schedule appointments and travel, send reminders and messages, and run any optional features you use, for as long as you have an account and then as described in point 9.
2. Your instructions. We process it only on your instructions, which are this agreement and how you use the app, including where it is transferred. We will tell you if we think an instruction breaks data protection law.
3. Confidentiality. Everyone who can access it is bound to keep it confidential and only accesses it when needed to provide or support the service.
4. Security. We protect it with appropriate technical and organisational measures, including encrypted connections between the app and our servers, restricted and logged administrator access, private photo links that expire, and backups with restricted access that are used only to restore the service.
5. Our providers. You authorise us to use the service providers listed in our Privacy Policy, for example our hosting, database, email, notification and AI providers. We require each of them to protect the information to the same standard. We will update the list and tell you about significant changes in advance; if you object to a change and we cannot resolve it, you can leave the beta.
6. Transfers. Where information is processed outside the UK, we rely on the safeguards described in our Privacy Policy.
7. Helping you. We will help you respond to your clients’ requests to access, correct or delete their information, and help you meet your security, breach-reporting and impact-assessment obligations, as far as is reasonable for a service of this kind.
8. Breaches. If we become aware of a personal data breach affecting your clients’ information, we will tell you without undue delay and give you the information you need.
9. At the end - your choice. When you leave the beta, you choose whether we return a copy of your client information to you or delete it. To receive a copy, ask us before you delete your account and we will send it to you. When your account is deleted, we delete or anonymise our copy as described in section 8, completing it within 30 days, except where the law requires us to keep it or as our Privacy Policy describes (for example, records kept for a client’s own account, and backups, which are only used to restore the service until they are deleted).
10. Audits. On reasonable request, we will give you the information you need to show that these terms are being met, and we will allow for and contribute to audits, including inspections, carried out by you or an auditor you appoint. We will agree reasonable timing and scope, and the auditor must keep our information confidential.