Privacy Policy
Who is responsible
SpaceBitz is the controller for BitzPlanner (the planner). For questions about your data, access, rectification or erasure, email support@spacebitz.com. An organisation that uses the planner for its own customers is itself responsible for the data of those customers; SpaceBitz then processes that data on its behalf.
What data the planner processes
- Booking details of customers: name, email address, optionally a phone number, address, company and the answers to the questions asked when booking, the chosen time and the status of the appointment.
- User accounts: name, email address and role of the people who work in the admin area, and a log of who changed what.
- Appointments from connected calendars: by default only the start and end, to show free time slots. Title, location and description only in the week view for the team members of your own organisation, never for customers or bookers: for an iCal calendar and the organisation's Google Workspace calendar, and for a Google or Microsoft connection only if the owner leaves the option "Show the titles of my appointments to the team" switched on. An appointment marked as private always shows only as busy; the only exception is appointments that the organisation's own system places in its Workspace calendar itself and marks as such: the planner shows those to the team with details, even if they are marked as private. Private appointments of other people: never. The planner does not store titles, descriptions or attendees; it does not read attendees.
- Connection secrets: iCal addresses and tokens from Google and Microsoft, stored encrypted and never sent to the browser.
Data from Google Calendar
A user can connect their Google Calendar in the admin area, using the Connect Google Calendar button. Google explicitly asks for consent when this is done. With that consent, the planner does the following, and nothing else:
What the planner reads
- The email address of the Google account, to show which account is connected.
- The list of calendars (name and whether you may write to it), so that you can choose which calendars count as busy and which one the planner writes to.
- The start and end of appointments in the chosen calendars (free/busy). These times are used only to calculate availability, kept briefly in working memory and not stored.
- Title, location, description and the link to the appointment, only if, when connecting or later in Settings, you leave the option "Show the titles of my appointments to the team (not to bookers or customers)" switched on (on by default, can always be switched off; only you or the administrator of your organisation can change it). Only your own team sees this information, in the week view; customers, bookers and the booking page only see that you are busy. An appointment that you mark as private always shows only as busy. This information is kept in working memory for at most five minutes and is not stored. The planner does not read attendees.
- If you set a rule on the connection yourself (which appointments do not count as busy, for example a title that starts with a colleague's initials, or appointments that you did not organise or accept yourself), the planner also reads the title of an appointment and whether you organised or accepted it, in order to apply that rule, even if you do not share titles with your team. This happens only in working memory; none of it is stored or shown to customers or bookers.
What the planner writes
- The appointments booked through the planner, in the calendar you choose: creating them, updating them when they are rescheduled and deleting them when they are cancelled, with the customer as an invitee and, where needed, a Google Meet link. The planner does not touch any other appointments.
BitzPlanner's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Data from Google is never sold, never used for advertising, not passed on to third parties and not used to train models. SpaceBitz staff do not read it, except with your explicit consent for support, where the law requires it or to investigate abuse.
Data from Microsoft 365 and Outlook.com
A user can also connect a Microsoft calendar (a Microsoft 365 work or school account or a personal Outlook.com account), using the Connect Microsoft 365 calendar button. Microsoft explicitly asks for consent for three things: reading your profile, reading and writing your calendars, and keeping access for as long as the connection exists. With that consent, the planner does the same as with Google, and nothing else:
- Reading: the email address of the account, the list of calendars (name, whether you may write to it and whether a Teams meeting can be held in it) and, for appointments in the chosen calendars, the start, the end and whether the time shows as busy, tentative or away. Subject, location, the first lines of the body and the link to the appointment only with the same option as for Google ("Show the titles of my appointments to the team", on by default, can always be switched off), only for your own team and never for appointments marked as private or personal. The planner does not request attendees or the full body. With a rule of your own on the connection, the planner also reads the subject and whether you organised or accepted the appointment, in order to apply that rule, only in working memory and without storing anything.
- Writing: the appointments booked through the planner, in the calendar you choose, with the customer as an invitee and, for an online meeting, a Teams link if your account allows it. The planner does not touch any other appointments.
This data, too, is never sold, never used for advertising and not passed on to third parties.
Where the data is stored
All data is stored in a Supabase database in the Paris region (European Union). Calendar addresses and the tokens from Google and Microsoft are encrypted with a key that only the server can use. Confirmations and reminders are sent by email through SpaceBitz's Google Workspace. The website itself is delivered by Netlify and does not store any personal data.
How long
- Tokens from Google and Microsoft and iCal addresses: until you disconnect. They are then deleted.
- Bookings and customer data: for as long as the organisation needs them, in line with its own retention period. Photos attached to a booking are deleted after 90 days.
- Busy time and, where these are shared, titles and details from calendars (iCal, Google Workspace, Google, Microsoft): not stored; only kept briefly in the working memory of the server (at most five minutes).
Disconnecting
You can disconnect from Google in two ways: in the admin area, in your panel under Calendars, with Disconnect (the planner then immediately revokes access at Google and deletes the token), or at myaccount.google.com/permissions. Appointments that are already in your calendar stay there.
You disconnect a Microsoft connection in the admin area with Disconnect: the planner then deletes the token. Microsoft does not let an app revoke that consent itself; you do that at myapps.microsoft.com (work or school account) or account.live.com/consent/Manage (personal account).
Your rights
You have the right of access, rectification, erasure, restriction, portability and objection. To exercise these rights, email support@spacebitz.com; you will receive a reply within one month. If you are not satisfied, you can lodge a complaint with the Data Protection Authority (gegevensbeschermingsautoriteit.be).
Contact
SpaceBitz, support@spacebitz.com. If this policy changes materially, we will announce it in the admin area and update the date at the top.