Booking terms for the website you already have.

Booking is our online booking calendar, here for a website we did not build and do not host. It is for businesses only: you order for your business, so consumer rules such as the right of withdrawal do not apply. You pay only after we have confirmed by email that Booking fits your site. With that email you receive this agreement, our general terms (aktifystudio.com/legal) and our processor agreement (the main text and Annexes B and B1), each with its date. By ticking the box at payment and paying, you accept those three texts, in the version of that date; this also counts as a written processor agreement in electronic form (GDPR Art. 28(9)). This text prevails over the general terms; on personal data the processor agreement prevails.

The setup: €250, once. We set up your calendar with what you filled in on the request form (services, prices, hours, staff) and in your colours. We place it on your site ourselves: inside your page, or as a "Book now" button to your booking page with us, as we told you before payment. We write the paragraph about Booking for your privacy page and put it up. You get the link to your calendar, which you can also follow in Google, Apple or Outlook, and a short explanation. This happens within five working days after your payment and your login have come in. The setup is done once your calendar works on your site, or once we have sent you the code if you paste it yourself.

Every month: €59. Booking itself, the storage, the emails to your customers and to you, and every update. We make small changes to your services, prices, hours and staff. We answer your questions within 24 hours on working days. We do what is reasonable to keep Booking available, but we do not promise uninterrupted operation. Larger work we price in advance.

You pay through Stripe, in advance: at the start €250 plus the first month, then €59 automatically every month. No VAT is added. You get an invoice for every payment.

Special exemption scheme for small businesses (art. 56bis of the Belgian VAT Code): VAT not applicable.

If a payment fails, Stripe tries again and we let you know. If it is still unpaid 30 days after the due date, Booking stops 14 days after we have emailed you about it, as with any ending (section 8). An amount paid late carries, from the due date and without formal notice, the interest of the Belgian law of 2 August 2002 on combating late payment in commercial transactions, plus the fixed compensation of €40 that law provides. This prevails over the Non-payment clause of the general terms.

Booking runs month to month, with no minimum term. You cancel by email, with 30 days' notice. Booking then runs until the end of the paid month in which those 30 days end; after that you pay nothing more. On a change of price or content (section 9), and where the processor agreement lets you stop (sections 8 and 15 there), you stop without notice.

If you cancel before we have started on the setup, you get everything back. If you cancel after we started but before the setup is done, you get the first month back, and of the €250 everything except the work already done, at €75 per hour started, with an overview of that work. Once the setup is done, you do not get the €250 back: it pays for work that has then been delivered. This prevails over the Cancellation and refunds clause of the general terms.

We can stop with 30 days' notice by email. Without notice only on a serious breach, such as misuse of Booking or a payment still open after section 3, as the Termination clause of the general terms says. Even then you get your data as section 8 says.

If you order a Debut or Presence from us within 3 months of your payment, the €250 comes off in full, as a separate line on the quotation ("Booking setup, credited: −€250"). With another package, a monthly plan alone, or later, it does not count. Your calendar moves along, with everything already booked, and this subscription stops without notice as soon as your monthly plan with us begins.

• You create a login of its own for us on your site, with the narrowest role that lets us place the calendar (on WordPress an Editor, in Squarespace a Website editor, in Webflow an invitation to the site, in Shopify a staff account with theme rights only). Never your own password. If that is not possible, you paste the code we send you. After the setup you may remove the login; for a repair we ask for it again.
• You approve the privacy paragraph and keep it up.
• You tell us when you change platform or theme, or renew your site.
• Notifications go to the email address you gave at payment. If it changes, let us know.

We do not maintain your website. Your platform, theme, plugins, hosting, domain and texts remain yours and your concern. If your site changes (a new theme, a new platform, a renewal), or a change to it breaks the calendar, we put the calendar back in place, within the monthly price; we do not repair the rest of your site. If the new platform cannot carry the calendar inside the page, you get the "Book now" button. With your login we do only what Booking needs.

We process your customers' data for you, as a processor: stored in the EU, and their name, email address, phone number and note erased 365 days after the appointment. Your appointments are yours. Booking itself remains ours; you use it for as long as your subscription runs.

If Booking stops, for whatever reason, we send you all your appointments as a CSV file that opens in Excel, the upcoming ones included, and on request your settings (services, prices, hours, staff) as a list. Until 30 days after the end you can still ask for a copy; on the 30th day we erase everything. We take the calendar off your site, or send you the steps. Switching to another calendar costs nothing extra, and we help you with what is described above. Upcoming appointments no longer get a reminder after the end: let your customers know how to reach you.

• We can change the price or content of Booking for a valid reason (higher costs at our suppliers, a law that requires something, a change to Booking for all our clients), with 30 days' notice by email. The same applies to changes to this text and to the general terms. You can stop at no cost before the change takes effect. A change that protects your data better may apply at once.
• Liability. For this agreement our liability per calendar year is limited to what you paid us in the 12 months before the event. We are not liable for consequential loss, such as lost profit. These limits do not apply to intent or gross fault on our part, nor to harm to life or health. For everything to do with personal data, section 13 of the processor agreement applies. This prevails over the Limitation of liability clause of the general terms.
• Force majeure. If one of us cannot perform because of force majeure (art. 5.226 of the Belgian Civil Code), that party is not liable for as long as the force majeure lasts. If it lasts longer than 30 days, either of us may stop by email without notice, and we refund the month in which Booking did not work.
• Belgian law applies; disputes go to the courts of the judicial district of Antwerp. For everything not stated here, the general terms apply.

• The client (the business signing) is the controller of the data of its customers, visitors and staff that comes in through its website and modules.
• Aktify Studio (Hakan Aktepe, sole trader, August Wynlaan 15, 2845 Niel, Belgium, company number BE 1025.803.803, contact@aktifystudio.com) is the processor: it hosts the client's website and/or runs modules on it, on the client's behalf.
• For its own business relationship with the client (quotations, invoices, contact with the client and its staff, the client's requests as tasks in project management) Aktify Studio is itself the controller, under its own privacy policy (aktifystudio.com/legal). That falls outside this agreement.
• This agreement belongs with the quotation and the general terms. On personal data it prevails over the general terms; an annex prevails over this text for its module.

Aktify Studio processes personal data only to deliver the services in the client's plan: hosting (Annex A) and the modules the client uses (Annexes B to G). This agreement runs for as long as Aktify Studio hosts for the client or runs a module for it. Sections 6, 12 and 13 keep applying until all data has been deleted.

An annex per service describes what happens, with which data, about whom and for how long. An annex applies only if the client has that service. Aktify Studio never asks for special categories of data (such as health). In a free-text field (the chat, a note on a booking, a request) a data subject may still type them; Annex C says what happens then.

Aktify Studio processes only on the client's documented instructions: this agreement, the module's settings as agreed at kickoff, and whatever the client later asks by email or in the Portal. Aktify Studio never uses the data for its own purposes, never sells it and never trains an AI model on it. If Aktify Studio believes an instruction infringes the GDPR or another law, it says so at once and does not carry it out. If the law requires Aktify Studio to hand over data, it tells the client first, unless the law forbids that.

The client, as controller:

• has a legal basis for each processing and informs its customers and visitors. At kickoff the studio writes the text for its privacy page (per module); the client approves it and keeps it up;
• uses only contact details it may use. Review requests follow the annex for that module;
• gives an email address for notices under sections 8 and 11, and says when it changes.

Aktify Studio is one person: only Hakan Aktepe has access to the data, and only as far as needed to deliver, support or restore the service. Should anyone else ever get access, it will only be after a written duty of confidentiality and after the client has been told.

Today:

• Stored in the EU, separately per client. Each client has its own isolated storage per module (a Cloudflare Durable Object in Cloudflare's EU jurisdiction); photos sit in storage in the EU jurisdiction too. One business never sees another's data. Cloudflare encrypts the storage and keeps recovery copies for 30 days.
• Encrypted in transit: everything over https (TLS). Notifications on the owner's phone are end-to-end encrypted; Apple's or Google's push service cannot read their content.
• Studio access: Hakan only, through accounts with two-factor authentication. The studio reaches a client's data only through its own admin screen, behind a password and two-factor authentication.
• Client sign-in: per person, by emailed link or a password (stored as a one-way hash), two-factor authentication or a passkey as an option. A session ends 7 days after it was last used and at the latest 30 days after sign-in. Staff see only what their rights allow.
• Keeping little: every module deletes automatically after a fixed period (see the annexes).
• Stopping abuse: limits on requests and sending, a bot check (Cloudflare Turnstile) on the chat, and Cloudflare's own attack protection.
• Checking: automatic tests before every new version, and a check every 10 minutes that the services run.

Aktify Studio may improve these measures; it never lowers the level without telling the client in advance.

The client gives general authorisation for the sub-processors below. Aktify Studio has data processing terms with each of them that give at least the protection of this agreement, and remains liable to the client for them. Aktify Studio announces a new or replaced sub-processor by email at least 30 days in advance. The client may object on reasonable grounds within those 30 days; if we find no solution together, the client may stop the module concerned at no cost before the change takes effect.

• Cloudflare, Inc. (US)For which service: allWhat for: hosting, the network, storage, technical logs (7 days)Where: storage in the EU; the network handles a request in the data centre nearest the visitor, outside the EU tooTransfer outside the EU: Data Privacy Framework (DPF) + standard contractual clauses (SCCs) in Cloudflare's data processing terms
• Cloudflare, Inc. (Email Service)For which service: Booking, Portal, ReviewsWhat for: emails to the business's customers, Booking's emails to the owner and staff (alerts, sign-in links), and as a fallback when Resend failsWhere: not pinned to the EUTransfer outside the EU: as above
• Cloudflare, Inc. (Workers AI)For which service: Chat, ReviewsWhat for: the language model that writes answers and reply suggestions; no other AI providerWhere: not pinned to the EUTransfer outside the EU: as above
• Resend (US)For which service: Portal, ReviewsWhat for: emails from an aktifystudio.com address to the owner and staff (invitations, alerts, the monthly summary); never to the business's customersWhere: EU (Ireland) as sending regionTransfer outside the EU: DPF + SCCs
• Notion Labs, Inc. (US)For which service: PortalWhat for: a request (who, title, text) becomes a task in the studio's project managementWhere: USTransfer outside the EU: DPF + SCCs
• GitHub, Inc. (US)For which service: allWhat for: the client's settings in the modules' code (the business's name and contact details, owners' email addresses, staff names); never data of the business's customersWhere: USTransfer outside the EU: SCCs in GitHub's data processing terms
• MetaFor which service: WhatsApp (not live yet)What for: see Annex GWhere: —Transfer outside the EU: —

Not sub-processors of Aktify Studio are services held in the client's own name, under the terms between the client and that service: its Google Business Profile (Reviews), its WhatsApp Business account, its domain registrar and its mailbox.

Aktify Studio stores the client's data in the EU. A sub-processor processes it outside the EU only as the table in section 8 says, and then only under a valid ground in Chapter V of the GDPR: the EU-US Data Privacy Framework for those certified under it, with the European Commission's standard contractual clauses as a fallback. If a ground falls away, Aktify Studio finds another or tells the client.

• When a data subject asks for access, rectification, erasure, restriction or portability, or objects, the client decides. If the request reaches Aktify Studio, it forwards it within two working days and does not answer the data subject itself.
• Aktify Studio looks up that person's data and provides a copy within five working days, and erases it within ten working days. For Booking, Reviews and WhatsApp that is a button in the studio's console, which first counts what will be erased; the copy of someone's bookings comes from the list of all bookings (Annex B). Chat conversations are already deleted after one day (Annex C).
• Aktify Studio helps the client, with what it knows and can do, with its duties on security, breaches, data protection impact assessments and prior consultation (GDPR Arts. 32 to 36), and gives it the information it reasonably needs for such an assessment or a question from the Belgian Data Protection Authority.
• Aktify Studio makes available all information needed to show that it complies with this agreement and GDPR Art. 28, and allows audits, including inspections, by the client or an independent auditor it appoints who is bound by confidentiality. The client announces an audit at least 30 days ahead, except after a breach or at a supervisory authority's request; it takes place on working days, does not disrupt the service, and is at the client's cost. For Cloudflare and the other sub-processors their own audit reports and certifications apply.

Aktify Studio reports a personal data breach without undue delay, and at the latest within 48 hours of establishing it, by email to the client's notice address. The report says what happened, which data and how many people are involved, the likely consequences, what has been or will be done, and how the client can reach Aktify Studio. Whatever is not yet known follows as soon as it is. Aktify Studio acts at once to limit the harm, keeps a record of every breach, and does not itself notify the supervisory authority or data subjects unless the client asks it to.

• When a service stops, Aktify Studio deletes all personal data of that service within 30 days. Reviews does this automatically. For Booking, Chat, the Portal and the visitor statistics, one command by the studio erases everything of the client at once: it first counts what will be erased, and goes ahead only after the studio types the client's name again. WhatsApp has its own command. Cloudflare's recovery copies then expire on their own within 30 days.
• If the client asks before the end, Aktify Studio first provides a copy in a common format (the bookings as a list, a CSV file that opens in Excel), then deletes.
• What falls outside this agreement (section 1: invoices, the requests as tasks in Notion) the studio keeps under its own privacy policy.
• On request, Aktify Studio confirms the deletion in writing.

• This section prevails over the limitation in the general terms for everything to do with personal data.
• Towards data subjects each party is liable as GDPR Art. 82 provides; this section does not limit their rights. A fine from a supervisory authority is borne by the party it was imposed on.
• Between the parties, Aktify Studio's liability per calendar year is limited to the higher of: what the client paid Aktify Studio in the 12 months before the event, or €2,500. Aktify Studio is not liable for indirect loss such as lost profit.
• These limits do not apply to intent or gross fault of Aktify Studio, nor to harm to life or health.

Belgian law applies, including the GDPR and the Belgian law of 30 July 2018. Disputes go to the courts of the judicial district of Antwerp. The supervisory authority is the Belgian Data Protection Authority (dataprotectionauthority.be).

If a module changes so that an annex no longer holds, Aktify Studio sends the new annex at least 30 days before it takes effect. The client may then stop the module at no cost. A change that protects the data better (keeping less, for shorter) may apply at once.

For Booking on a site Aktify Studio does not host (Annex B1) the client does not sign on paper: it accepts this agreement with Annexes B and B1 by ticking the box at payment and paying (Annex B1, section 1). That is the written form, in electronic form, of GDPR Art. 28(9).

• What: the business's customers book, move and cancel an appointment; they get a confirmation and reminders by email; the business manages its agenda and gets notifications on its phone.
• Data subjects and data:
  • the business's customers: name, email address, phone number, an optional note, the service, the staff member, date and time, language, and the choices made when booking (WhatsApp messages yes or no, "no review request"); for a booking through the site also a one-way code of their network address that changes every day, to stop too many bookings from one connection (the IP address itself is not kept);
  • owners and staff: email address, sign-in sessions, the devices with notifications on, and the busy times from a calendar the owner connects.
• How long: name, email address, phone number, note and the network-address code erased 365 days after the appointment; what remains is a count with no person in it. Sent emails 90 days (a sent review request until its booking is erased). A sign-in session at most 30 days.
• Erasing one person: at the business's request, within ten working days (section 10), with a button: name, email address, phone number and note leave every booking of that person, an appointment still to come is cancelled without an email, and emails still waiting are dropped.
• Copy: all bookings as a list (CSV), on request and at the end (section 12).
• Sub-processors: Cloudflare (storage in the EU, Email Service).
• On a site Aktify Studio does not host: see Annex B1 below.

When the client uses Booking on a website it runs itself, or someone else runs for it, and not Aktify Studio. Then the main text, Annex B and this supplement apply; Annex A (hosting) does not. Where the main text says "the quotation" (section 1), read: the Booking module agreement. The client accepts this agreement together with the module agreement by ticking the box at payment and paying, in the version with the date it received with the confirmation email; that is the written form, in electronic form, of GDPR Art. 28(9), and counts as signature. Its email address for notices (sections 8 and 11) is the one it gives there.

• The client (the business) is the controller: these are its customers and its agenda.
• Aktify Studio is the processor: it runs Booking on the client's behalf.
• The client's website and everything it runs on (the platform, such as WordPress, Squarespace, Webflow, Shopify or Wix, the host, the plugins, the domain) are held in the client's name, under its own terms. They are not sub-processors of Aktify Studio (section 8, last paragraph). What that site's own scripts do on the page with the calendar (analytics, session recordings) falls under the client.

1. Where the calendar runs. On a page of the client's site, or on an Aktify Studio booking page (modules.aktifystudio.com/b/{client}) behind a "Book now" button on that site. Both come from Aktify Studio's servers at Cloudflare. The calendar answers only the web addresses of the site listed in the client's settings, never just any site. It loads nothing from other services.
2. Technical data. Whoever opens the calendar sends their IP address and browser details with it. They serve to show the calendar and to limit the number of requests per address, at Cloudflare. With each booking, Booking keeps a one-way code of the network address, the client and the day, which changes every day, to stop too many bookings from one connection; Booking does not keep the IP address itself. That code is personal data and is erased together with the name (section 4). The calendar sets no cookies. When someone opens the link to manage their booking, the browser tab remembers that link until it is closed (sessionStorage); that is strictly necessary for what that person asks (Art. 10/2 of the Belgian law of 30 July 2018).
3. Emails. Every Booking email, to the business's customers and to the owner, goes through Cloudflare Email Service, from booking@mail.aktifystudio.com with the business's name as the sender. They contain no tracking pixels. Resend and Notion play no part, as there is no Portal; if the Portal is added, Annex D applies.
4. Access to the client's site. To place and repair the calendar and the privacy paragraph, the client gives Aktify Studio its own login on its site. With it, the studio can also see data Booking does not need (users, form submissions, orders). Therefore:
   • a user of its own for the studio, never the client's own password; with the narrowest role with which the platform lets code be placed, and no more: on WordPress Editor (Administrator only if the site allows nothing else), on Squarespace Website editor, on Webflow an invitation to that one site, on Shopify a staff account with theme rights only;
   • only Hakan uses that login, and only for the calendar, the button and the privacy paragraph;
   • the studio does not view, copy or export the other data on the site, and changes nothing beyond what the client asks. If it still sees something while working, section 6 (confidentiality) applies;
   • the login is kept only in a password manager with two-step verification, never in an email, a note or code;
   • after setup the studio asks the client to remove or disable the login; for a repair it asks for it again;
   • if the client cannot give a login, it pastes the code the studio sends itself, and the studio does not enter its site.
5. The privacy paragraph. Aktify Studio writes the text for the client's privacy page (part 04 of this page) and places it with the login, or sends it to be pasted. The client approves it and keeps it up (section 5). Under its form, the calendar links to that page.
6. The settings. The business's name, address, phone number and email address, the owners' email addresses and the staff's names are in the client's settings, in Booking's code, in a private repository at GitHub (section 8). They are needed to show the calendar and send the emails. No data of the business's customers is kept there. At the end they leave the current code (section 7); older versions of the code keep them, and Aktify Studio no longer uses those.
7. Health practices. That someone has an appointment with a physiotherapist, a psychologist or a dentist can itself be health data (GDPR Art. 9). A health practice discusses with the studio before paying whether Booking fits. If it takes Booking:
   • it bases the processing on GDPR Art. 6(1)(b) and Art. 9(2)(h) (care by those bound by professional secrecy, Art. 9(3)), and keeps the list of who has access (Art. 9 of the Belgian law of 30 July 2018);
   • the note field is off, so nobody types complaints or symptoms;
   • services carry neutral names ("Consultation", "Follow-up"), never a condition, since that name appears in every email and in the agenda;
   • the privacy paragraph gets the sentence for health practices (see that text);
   • the practice decides whether it carries out a data protection impact assessment; Aktify Studio gives it the information it needs for that (section 10).

As in Annex B: name, email address, phone number, note and the network-address code erased 365 days after the appointment; what remains is a count with no person in it. Sent emails 90 days. A sign-in session at most 30 days. Cloudflare's technical logs 7 days. The settings for as long as the client has Booking.

Cloudflare (section 8): the network, storage in the EU, and Email Service for the emails. GitHub (section 8): only the settings in 3.6. No Resend, no Notion, no Workers AI.

Not sub-processors of Aktify Studio: the client's website and everything it runs on (section 2 above), and the calendar app in which the owner follows the bookings or from which it passes on busy times (Google, Apple, Outlook): that works in the client's name.

• As in section 7 of the agreement: storage per client, isolated, in the EU; everything over https; sign-in per person.
• The calendar accepts requests only from the client's own site and from the booking page, never from just any site.
• Limits on the number of requests per address, on the number of bookings per connection and per email address, and on the number of bookings per day.
• The login on the client's site as in 3.4 above.

1. Aktify Studio sends the client, without being asked, all its bookings as a CSV file that opens in Excel, including those still to come (section 12), and on request its settings as a list.
2. It removes the calendar and the button from the site with the login, or sends the client the steps to do it.
3. Until 30 days after the end the client may still ask for a copy. On the 30th day one command erases everything of the client in Booking (section 12); Cloudflare's recovery copies then expire on their own within 30 days. The settings leave the current code (3.6).
4. The studio stops using the login and asks the client to remove it.
5. On request, Aktify Studio confirms the deletion in writing.

Whoever still has an appointment after the end no longer gets a reminder; the client tells its customers.

As in sections 10 and 11 of the agreement; erasing one person as in Annex B.