Privacy

How we collect, use and look after personal data, and the rights you have over it.

Last updated 27 October 2026.

This is written in plain English. If anything is unclear, email [email protected].

Who we are

Booking Brain is a UK-built software platform that runs holiday-rental and short-let agencies. Agencies, the property owners they work for, and guests all use it. For the data an agency puts into the platform about its owners and guests, that agency is the data controller and we act as a data processor on its behalf. For your own account details and our website, we are the controller.

What data we collect

• Account details. The name, email, phone number and login details of the people who use the platform, plus basic records of what they do in it.
• Booking and guest data. The booking, owner and guest information that agencies enter or import, such as names, contact details, stay dates, messages and payment records. We hold this on the agency's behalf.
• Website data. Analytics and cookie data when you visit our marketing site, such as pages viewed and rough location. Our cookies page explains this in full.

Why we use it (lawful basis)

We only use data where the law lets us. In practice that means:

• To run the service we are contracted to provide, which is our basis for handling account and booking data.
• Our legitimate interests in keeping the platform secure, supporting customers and improving the product, balanced against your privacy.
• Consent for non-essential website cookies and any marketing, which you can withdraw at any time.
• Legal obligations such as tax and accounting records.

Where it is hosted

Data is hosted on Google Cloud in data centres in the UK and the EU. We do not move platform data outside that region for ordinary operation.

How it is protected

• Data is encrypted in transit and at rest.
• Card data is handled by PCI-compliant payment providers. We do not store full card numbers ourselves.
• Access is controlled, so staff and agency logins see only what their role allows, and actions are logged.
• Owner accounts can be protected with two-factor sign-in.

How long we keep it

We keep account and booking data for as long as the agency uses the platform, and for a reasonable period afterwards to meet legal and accounting duties. When an agency leaves, its data is deleted or returned on request, subject to any records we must keep by law. Website analytics data is kept for a limited period and then removed.

Your rights

Under UK and EU data-protection law you can:

• Ask for a copy of the personal data we hold about you (access).
• Ask us to correct data that is wrong (correction).
• Ask us to delete data where there is no longer a reason to keep it (deletion).
• Ask for your data in a portable format (portability).
• Object to certain uses of your data (objection).

To use any of these, email [email protected]. If your data was put into the platform by an agency, we may pass your request to that agency, since it is the controller. You also have the right to complain to the UK's Information Commissioner's Office.

Who we share it with

We share data only with the partners we need to run the service:

• Payment providers to take and settle payments.
• Channel partners such as booking channels, to publish listings and sync bookings.
• Messaging providers to send email, SMS and WhatsApp messages on your behalf.
• Analytics tools for our website.

We never sell personal data. Every partner is bound to use the data only for the service they provide to us.

International transfers

Where a partner we use sits outside the UK or EU, we make sure the transfer is covered by an approved safeguard, such as standard contractual clauses, so your data keeps the same protection.

Children

The platform is for businesses and is not intended for anyone under 18. We do not knowingly collect data from children.

Changes to this notice

We may update this notice as the service changes. When we do, we will update the date at the top, and tell customers directly if the change is significant.

Contact

For anything about privacy or your data, email [email protected].

You can also read how we keep data safe on our security page, or get in touch if you have a question.