Privacy policy

Last updated: 16 September 2025

Your personal data is collected and processed by bookU, with its head office at Spinnerijstraat 97, 8500 Kortrijk, and registered under company number 0629815258, in its capacity as data controller and data processor (hereinafter ​“we”, ​“us”, ​“our”).

1. Scope of the Privacy Statement

bookU is committed to protecting your (personal) data with the utmost care and to processing it only in a fair and lawful manner, in accordance with the provisions of the GDPR[1], including all current national or international laws or regulations implementing the GDPR, or any future laws or regulations replacing the GDPR (hereinafter collectively referred to as ​“Applicable Data Protection Legislation”).

This Privacy Statement (hereinafter ​“Privacy Statement”) applies to you in respect of your personal data that we collect and process in the context of our customer relationships, the use of our website, our BookU platform and our suppliers and partners. The purpose of this Privacy Statement is to inform you about how and for what purposes BookU processes personal data and to clarify the rights you can exercise as a data subject. We therefore ask you to take the time to read through this Privacy Statement carefully. Do you still have any questions afterwards? Please feel free to contact us at privacy@​booku.​be.

2. Overview of purposes, personal data and legal basis

Personal data is defined as any information that can be used to identify a natural person, either directly or indirectly. BookU treats your personal data as confidential and undertakes to process it only in a manner consistent with the purposes for which the data was originally collected. BookU may process your personal data in the context of the following activities, for the corresponding purposes and on the basis of the stated legal grounds:

2.1 bookU in its capacity as data controller

• Dealing with customer inquiries: if you have any questions or comments, please contact bookU via the contact form or the chat function on our website.
   

• Requesting a demo: to request a demo, please contact bookU via the contact form or the chat function on our website.
   

• Marketing communications: by subscribing to our newsletter, you’ll stay up to date with important product information, interesting use cases, new features, events, special offers and promotions, etc.

You may withdraw this consent at any time. You can unsubscribe at any time via the unsubscribe link at the bottom of every email sent. Please note that withdrawing your consent does not affect the processing carried out by bookU whilst your consent was still in force.

The newsletter also contains ​‘tracking pixels’. Further information on this can be found in our cookie policy.

• Applying for a role at bookU: to apply, please contact bookU via the job application form.

Various sources are used for this process with the aim of assessing whether you are a good ​‘match’ for the company and to ensure the recruitment process runs smoothly.

• Events: to take part in events, please sign up using the registration form.
   

• Services: provided to the purchaser of the tool.
   

• Other relationships:
   

2.2 bookU in its capacity as a data processor

• Service provision: to users of the tool.
   

Where the processing of your personal data as set out in the table above is a legal or contractual requirement, or a requirement necessary to enter into a contract, you are obliged to provide the personal data. If you refuse to do so, we may not be able to enter into a contract with you.

3. Your rights as a data subject

Subject to the terms and conditions of the Applicable Data Protection Legislation, Data Subjects have various rights to maintain control over the use of their personal data. At bookU, we have therefore developed a procedure to enable you to exercise your rights in relation to the personal data you have entrusted to us. This contributes to a sound and structured data protection policy and to strong trust in bookU amongst our customers.

In the context of our specific services, bookU primarily acts as a data processor under the GDPR, whilst the customer acts as the data controller. In such cases, bookU will forward your request regarding your personal data to the relevant data controller.

The rights set out below may be exercised free of charge by sending an email to privacy@​booku.​be. Subject to legitimate exceptions under the Applicable Data Protection Legislation, we undertake to respond to your request within one month of receipt. We may first ask for additional information to verify your identity and to ensure that the request is genuine.

3.1 Right of access to your personal data

You have the right to request access to, or a copy of, the personal data we collect about you; as well as the following additional information:

• the purposes for which bookU processes this personal data;
• the categories of personal data concerned;
• the recipients;
• where possible, the retention period or, if this is not possible, the criteria used to determine that period;
• information held by bookU regarding the source of the data if bookU obtains personal data from a third party;
• the existence of automated decision-making.

3.2 Right to rectification

If you find that the personal data processed by bookU is incomplete, incorrect or out of date, you have the right to have it corrected or to have any incomplete personal data that we hold about you supplemented.

3.3 Right to erasure (“right to be forgotten”)

You have the right to have your personal data erased from our systems.

A request to erase your personal data cannot always be granted due to contractual or legal obligations. The following obligations are always taken into account when we respond to your request:

• bookU no longer needs your personal data to fulfil the purposes for which it was collected;
• you withdraw your previous consent to the processing and bookU has no other legal basis justifying the (further) processing;
• you object to the processing of your personal data and bookU has no overriding legitimate grounds for (further) processing by bookU;
• your personal data is being processed unlawfully by bookU;
• your personal data must be erased to comply with a legal obligation.

3.4 Right to object

Your right to object to the processing of your personal data if the processing is based on one of the following grounds:

• you contest the accuracy of your personal data: its use will be restricted for the period required by bookU to verify the accuracy of the data;
• the processing of your personal data is unlawful: instead of erasing your data, you request that its use be restricted;
• you have objected to the processing of your personal data (see section 3.6) and, pending a decision on the exercise of your right to object to the processing, you request that the use of your personal data be restricted.

3.5 Right to withdraw your consent

You may withdraw your consent at any time regarding the processing of your personal data that we have collected with your consent. For example, you can unsubscribe from newsletters at any time. However, withdrawing your consent does not affect the lawfulness of the processing carried out on the basis of consent prior to its withdrawal.

3.6 Right to restriction of processing

In certain cases, you have the right to have the processing of your personal data restricted. If the processing is carried out on the basis of bookU’s legitimate interests or on the basis of the public interest, we will cease processing unless we can demonstrate that there are compelling legitimate grounds for continuing the processing or for the exercise of legal claims. We are only required to comply with such requests in specific cases, as provided for by law.

3.7 Right to data portability

The right to receive your personal data processed by us in a structured, commonly used and machine-readable format and/​or to have this data transferred or copied to another data controller.

3.8 Right to lodge a complaint

If you believe that we are infringing your data protection rights, you have the right to lodge a complaint with the Belgian Data Protection Authority: Data Protection, Drukpersstraat 35, 1000 Brussels, Tel +32 (0) 2 274 48 00, email: contact@​apd-​gba.​be

4. Third parties

We do not disclose or sell your personal data to third parties, nor do we make your personal data public, except in the following specific cases:

• Personal data may be shared with external service providers to whom bookU has outsourced certain processing activities (e.g. the development, management and maintenance of the website, the management of the customer database, cloud services, etc.). bookU carefully selects its partners to ensure that they handle your personal data with the same level of diligence as bookU itself. Furthermore, they receive this personal data solely for the purpose of processing it on behalf of bookU and do so in accordance with our strict instructions. bookU therefore does not sell your personal data to third parties, and these parties are not permitted to use the data for their own (commercial) purposes. bookU has also entered into a data processing agreement with each of these parties (referred to as ​‘processors’).
• If bookU is under a legal obligation to disclose personal data.

We do rely on the cooperation of certain external service providers who may have access to your personal data and process it as data processors on behalf of bookU for the provision of services. In this regard, we apply strict criteria for the selection of suppliers to ensure they meet their data protection obligations, and bookU undertakes to sign the relevant Data Processing Agreement with them, which imposes, amongst other things, the following obligations: to implement appropriate technical and organisational measures; to process personal data for the agreed purposes and solely in accordance with bookU documented instructions; and to delete or return the data as soon as the provision of services has ceased.

5. International data transfers

bookU will comply with the Applicable Data Protection Legislation in relation to providing adequate safeguards for the transfer of personal data to recipients in countries outside the European Economic Area (“EEA”).

In the event that we transfer your personal data to a third country or an international organisation outside the EEA, we will ensure that your personal data is transferred to third countries deemed by the European Commission to offer an ​‘adequate’ level of protection (a list of adequate third countries is available on the European Commission’s website), or, alternatively, where your personal data is not transferred to a country offering an adequate level of protection, we will ensure that appropriate safeguards are in place with the entity receiving your personal data (e.g. the EU’s standard contractual clauses or binding corporate rules, taking into account additional requirements relating to international transfers such as supplementary measures) to ensure that your personal data remains protected in accordance with the Applicable Data Protection Legislation.

If you would like further information or a copy of these guarantees, please contact us at the following email address: privacy@​booku.​be.

6. Retention of your personal data

bookU does not retain your personal data for longer than is strictly necessary to fulfill the purposes for which we received the data. Retention periods vary depending on the type of processing activity and the purpose for which the personal data was collected. Personal data that we collect on the basis of your consent will be retained by us for as long as your consent remains valid.

In all cases, personal data may be retained for longer if there is a legal or regulatory reason to do so, or for a shorter period if you object to the processing of your personal data and there is no longer a legitimate reason to retain it. We guarantee that your personal data will be deleted or anonymized as soon as the retention period has expired.

If you would like bookU to stop retaining your personal data, or if you would like more information about the retention periods we apply, please contact us at privacy@​booku.​be.

7. Contact details

If you have any comments or questions regarding the information in this Privacy Statement, or regarding any other matters relating to our processing of your personal data, please contact us at privacy@​booku.​be.

If you would prefer to contact us by post, please write to the following address: for the attention of the Privacy Team, Spinnerijstraat 97, 8500 Kortrijk.

8. Changes to our Privacy Policy

bookU may amend or update this Privacy Policy from time to time to reflect changes in our practices regarding the processing of your personal data or changes to the Applicable Data Protection Legislation. We will do this by posting the updated version on this bookU website. When we publish changes to our Privacy Statement, we will update the date and version number of the ​‘last updated’ section of our Privacy Statement. Nevertheless, we recommend that you review our Privacy Statement regularly.

APPENDIX 1: BOOKU PRIVACY POLICY

a. Visiting the Platform involves the processing of personal data. The extent of data collection and processing naturally depends on the use of the Platform and the terms set out in the quotation/​agreement. The information obtained during registration is necessary for the proper functioning of our services. For this reason, it is of the utmost importance that the User provides accurate details. The provision of incorrect or false personal data is considered a breach of the Terms and Conditions.

b. bookU’s Privacy Policy is attached as an appendix and is available for consultation on the Website at all times.

APPENDIX 2: BOOKU PRIVACY STATEMENT

Last updated: 07/02/2023 (Version: 2.0)

Your personal data is collected and processed by bookU NV, hereinafter referred to as ​“bookU”. bookU has its head office at Spinnerijstraat 97, 8500 KORTRIJK and is registered under company number 0629.815.258.

1. Legal framework

bookU processes personal data in accordance with the legal requirements set out in the General Data Protection Regulation (“GDPR”) and, where applicable, the Belgian Act on the protection of natural persons with regard to the processing of personal data.

2. Scope of the Privacy Statement

At bookU, the protection of your personal data is paramount. We are therefore committed to protecting your personal data with the utmost care and to processing it solely in a fair and lawful manner.

The purpose of this Privacy Statement is therefore to inform you about how and for what purposes bookU processes personal data and to clarify the rights you can exercise as a Data Subject. We therefore ask you to take the time to read through this Privacy Statement carefully. Do you have any further questions afterwards? Please contact us at privacy@​booku.​be.

This privacy statement applies to the processing of personal data in the context of our customer relationships, the use of our website, and our suppliers and partners.

3. What do we use your personal data for (our purposes) and on what legal basis?

Personal data refers to any information that enables us to identify you as a natural person, either directly or indirectly, in accordance with the definition set out in Article 4 of the GDPR. You may provide us with your personal data in connection with the following activities, for the corresponding purposes and on the basis of the legal grounds stated:

• Handling customer enquiries: For any enquiries or comments, you can contact bookU via the contact form or the chat function on our website. We request the following details: company name, first name, surname, email address, telephone number and the content of the message itself. The use of this personal data is justified by our legitimate interest in responding as effectively as possible to your enquiry or comments and, consequently, in being able to assist you.
• Requesting a demo: we collect your first name, surname, email address and telephone number so that we can contact you to schedule a demo. This is justified by our legitimate interest in organising the demo for you. We will only use the contact details we have obtained for this purpose if you tick the option to be contacted regarding other interesting messages. For this communication, we ask for your consent, which you may withdraw at any time. You can unsubscribe at any time via the unsubscribe link at the bottom of every email we send.

Please note that withdrawing your consent does not affect the processing carried out by bookU whilst your consent was still in force.

• Marketing communications: When you subscribe to our newsletter, you provide us with your email address. This allows us to keep you informed of important product information, interesting use cases, new features, events, offers and promotions, etc.
  
  Our newsletter also contains so-called ​‘tracking pixels’. A tracking pixel enables a statistical analysis of the impact of a marketing campaign, for example to check whether the email containing the newsletter was opened. The personal data collected via these pixels is stored and analysed to optimise the format and content of the newsletter and to better tailor the content to your interests in future. This personal data is not passed on to third parties.
  
  If you are already a customer of ours, you may also occasionally receive interesting emails from us when we wish to inform you about important changes to the tool, tips and tricks, new features, etc. This is based on our legitimate interest.
  
  Of course, you can always unsubscribe from our newsletters via the unsubscribe link at the bottom of every newsletter we send.
   
• Applying for a role at bookU: bookU processes the personal data you provide (e.g. identification details, contact details, CV, cover letter, LinkedIn profile, test results, etc.) via email; on occasion, we also receive this information from third parties, such as partners who assist us with the recruitment process (e.g. Accent & Vind!) or from social media providers with whom we collaborate to recruit new staff (such as LinkedIn). The purpose of this is to assess whether you are a good ​‘match’ for the company and to ensure the application process runs smoothly.
• Events: when you register for one of our events, we ask you to provide certain information in order to take part. We will ask for your name, email address, job title and the organisation you work for. We collect this information on the basis of our legitimate interest in completing your registration and thus ensuring the best possible event experience for everyone.
• Other relationships: we collect contact details from our current suppliers, customers and partners. We process this information to enter into agreements and manage our relationships or partnerships. This processing is therefore necessary for the conclusion and performance of our contracts and business relationships.

bookU regards your personal data as confidential and undertakes to process it only in a manner consistent with the purposes for which the data was originally collected.

4. What are your rights?

Under the GDPR, data subjects have various rights to maintain control over the use of their personal data. At bookU, we have therefore developed a procedure to enable you to exercise your rights in relation to the personal data you have entrusted to us. This contributes to a sound and structured data protection policy and to strong trust in bookU amongst our customers.

However, in the context of our specific services, bookU primarily acts as a data processor under the GDPR, whilst the customer acts as the data controller. In such cases, bookU will forward your request regarding your personal data to the relevant data controller.

If you wish to exercise any of the rights listed below, please contact us at privacy@​booku.​be

4.1 Right of access

You have the right to ask us about the personal data we process about you, as well as further information regarding:

• the purposes for which bookU processes this personal data;
• the categories of personal data concerned;
• the recipients;
• where possible, the retention period or, if this is not possible, the criteria used to determine that period;
• the information held by bookU regarding the source of the data if bookU obtains personal data via a third party;
• the existence of automated decision-making.

4.2 Right to have your data rectified

If you find that the personal data processed by bookU is incomplete, incorrect or out of date, you have the right to have it corrected.

4.3 Right to have your data erased (‘right to be forgotten’)

You have the right to have personal data processed by bookU erased. Please note that this is only possible in the following circumstances:

• bookU no longer needs your personal data to fulfil the purposes for which it was collected;
• You withdraw your previous consent to the processing and bookU has no other legal basis justifying the (further) processing;
• You object to the processing of your personal data and bookU has no overriding legitimate grounds for (further) processing by bookU;
• Your personal data is being processed unlawfully by bookU;
• Your personal data must be erased to comply with a legal obligation.

Upon request, you will receive a free copy of the data processed.

4.4 Right to restriction of processing

You have the right to request that the processing of your personal data be restricted where any of the following applies:

• You contest the accuracy of your personal data: its use will be restricted for the period required by bookU to verify the accuracy of the data;
• the processing of your personal data is unlawful: instead of erasing your data, you request that its use be restricted;
• You have objected to the processing of your personal data (see section 4.5) and, pending a decision on the exercise of your right to object to the processing, you request that the use of your personal data be restricted.

4.5 Right to object to the processing of your personal data

You have the right to object to the processing of your personal data if the processing is carried out on the basis of bookU’s legitimate interests or on the basis of the public interest. We will cease processing unless we can demonstrate that there are compelling legitimate grounds for continuing the processing or for the establishment, exercise or defence of legal claims. You may also object to the processing of your data for direct marketing purposes, in which case your personal data will no longer be processed for these purposes.

4.6 The right to lodge a complaint

If at any time you believe that bookU is infringing your privacy, you have the right to lodge a complaint with the Belgian Data Protection Authority: Data Protection Authority, Drukpersstraat 35, 1000 Brussels, Tel +32 (0) 2 274 48 00, email: contact@​apd-​gba.​be

5. How long does bookU retain your personal data?

bookU has drawn up a policy to ensure that we store your personal data securely. We do not retain this data for longer than is necessary to fulfill the purposes set out above or to comply with our legal or contractual obligations. If you would like bookU to stop retaining your personal data, or if you would like more information about the retention periods we apply, please contact us at privacy@​booku.​be.

6. With which third parties is personal data shared?

bookU refrains from disclosing the personal data of data subjects to third parties, except in the following specific cases:

• Personal data may be shared with external service providers to whom bookU has outsourced certain processing activities (e.g. the development, management and maintenance of the website, the management of the customer database, cloud services, etc.). bookU carefully selects its partners to ensure they handle your personal data with the same level of diligence as bookU itself. Furthermore, they receive this personal data solely for the purpose of processing it on behalf of bookU and do so strictly in accordance with our instructions. bookU therefore does not sell your personal data to third parties, and these parties are not permitted to use the data for their own (commercial) purposes. bookU has also entered into a data processing agreement with each of these parties (referred to as ​‘processors’).
• Where bookU is under a legal obligation to transfer personal data.

In the event that personal data needs to be transferred to a third party outside the EEA, such as software suppliers and cloud service providers, bookU applies the rules governing the international transfer of personal data in accordance with the provisions of the GDPR.

7. How does bookU protect your personal data?

bookU has implemented technical and organisational security measures to prevent the destruction, loss, falsification, alteration, unauthorised access to or disclosure of your personal data to third parties, and any other unauthorised processing of this data.

We have made every effort to ensure the confidentiality, integrity and availability of the information systems and services in which personal data is processed. These measures include physical, technical and operational security measures, access controls, awareness-raising and confidentiality clauses.

If you wish, you can always obtain further information about the specific security measures that bookU takes to protect personal data by contacting us at privacy@​booku.​be.

8. Changes to our privacy statement

We may amend or update this Privacy Statement from time to time to reflect changes in our practices regarding the processing of your personal data or changes in applicable legislation. We do this by publishing the updated version on this website. When we publish changes to our Privacy Statement, we will update the date and version number of the ​‘last updated’ section of our Privacy Statement. Significant changes will be announced on our homepage. Nevertheless, we recommend that you review our Privacy Statement regularly.

[1] Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation).