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Privacy Policy

Date updated: 15 May 2026

Bookipi Pty Ltd (ACN 617 668 185) and its related bodies corporate (we, us or our), understands that protecting your personal information is important. This Privacy Policy sets out our commitment to protecting the privacy of personal information provided to us, or collected by us, when interacting with you. 

This Privacy Policy takes into account the requirements of the Privacy Act 1988 (Cth). In addition to the Australian laws, individuals located in the European Union or European Economic Area (EU) may also have rights under the General Data Protection Regulation 2016/679 and individuals located in the United Kingdom (UK) may have rights under the General Data Protection Regulation (EU) 2016/679) (UK GDPR) and the Data Protection Act 2018 (DPA 2018) (together, the GDPR). Appendix 1 outlines the details of the additional rights of individuals located in the EU and UK as well as information on how we process the personal information of individuals located in the EU and UK.

In most cases, we act as a data processor, providing software services to businesses who collect personal data from their customers. In these situations, the business using our software is the data controller and we provide a standard data processing agreement to those businesses. However, in some cases (such as when you interact directly with us as a customer or user of our website), we act as the data controller and have direct responsibility for your personal information.

The information we collect


Personal information: is information or an opinion, whether true or not and whether recorded in a material form or not, about an individual who is identified or reasonably identifiable. In this Privacy Policy, we use the term “personal information” as defined under Australian privacy law. This term is synonymous with « personal data » as used in other applicable privacy laws, including the GDPR.

The types of personal information we may collect about you include:

  • Identity Data including your name, profession and business name and role (for business users). 
  • Contact Data including your number, business address (for business users), address and email address.
  • Financial Data including bank account and payment card details (through our third party payment processor, Stripe) who stores such information and we do not have access to that information). 
  • Transaction Data including details about payments made through our platform, subscriptions and services you have purchased from us, and invoicing and payment data you process through our platform.
  • Technical and Usage Data when you access any of our websites, platforms or emails, details about your internet protocol (IP) address, login data, browser session and geo-location data, statistics on page views and sessions, device and network information, acquisition sources, search queries and/or browsing behaviour, access and use of our website (including through the use of Internet cookies or tracking pixels), and communications with our website.
  • Profile Data including your username and password for Bookipi, profile picture, purchases or orders you have made with us, and support requests you have made.  
  • Interaction Data including information you provide to us when you participate in any interactive features, including surveys, contests, promotions, activities or events.  
  • Marketing and Communications Data including your preferences in receiving marketing from us and our third parties and your communication preferences.
  • Professional data including where you are a worker of ours or applying for a role with us, your professional history such as your previous positions and professional experience, or whether you hold required authorisations or licences. 

We do not knowingly collect personal information from children under the age of 16. If you are under 16, please do not provide any personal information through our services. If we learn we have collected personal information from a child under 16, we will take steps to delete that information as soon as possible.

How we collect personal information


We collect personal information in a variety of ways, including:

  • when you provide it directly to us, including face-to-face, over the phone, over email, or online;
  • when you complete a form, such as registering for any events or newsletters, or responding to surveys;
  • when you use any website we operate (including from any analytics and cookie providers or marketing providers. See the “Cookies” section below for more detail on the use of cookies); 
  • from publicly available sources.

Why we collect, hold, use and disclose personal information


We have set out below, in a table format, a description of the purposes for which we plan to collect, hold, use and disclose your personal information.

Purpose of use / disclosure

Type of Personal Information

To enable you to access and use our software, including to provide you with a login.

  • Identity Data
  • Contact Data

To work with you as a customer or supplier of our business, including to dispatch and deliver our products to you, register your attendance at our events, assess your application, manage your appointments.

  • Identity Data
  • Contact Data

To contact and communicate with you about our business, including in response to any support requests you lodge with us or other enquiries you make with us.

  • Identity Data
  • Contact Data
  • Profile Data

To contact and communicate with you about any enquiries you make with us via any website we operate.

  • Identity Data
  • Contact Data

For internal record keeping, administrative, invoicing and billing purposes.

  • Identity Data
  • Contact Data
  • Financial Data
  • Transaction Data

For analytics, market research and business development, including to operate and improve our business, associated applications and associated social media platforms.

  • Profile Data
  • Technical and Usage Data

For advertising and marketing, including to send you promotional information about our events and experiences and information that we consider may be of interest to you.

  • Identity Data
  • Contact Data
  • Technical and Usage Data
  • Profile Data
  • Marketing and Communications Data

To run promotions, competitions and/or offer additional benefits to you.

  • Identity Data
  • Contact Data
  • Profile Data
  • Interaction Data
  • Marketing and Communications Data

If you have applied for employment with us, to consider your employment application.

  • Identity Data
  • Contact Data
  • Professional Data

To comply with our legal obligations or if otherwise required or authorised by law. 

  • Any relevant Personal Information

Sensitive information: We only collect, hold, use and disclose sensitive information for the following purposes:

  • any purposes you consent to;
  • the primary purpose for which it is collected;
  • secondary purposes that are directly related to the primary purpose for which it was collected, including disclosure to the below listed third parties as reasonably necessary to work with you as a customer or supplier of our business; 
  • to contact emergency services, or to speak with your family, partner or support person where we reasonably believe there is a serious risk to the life, health or safety of you or another person and it is impracticable for us to obtain your consent; and if otherwise required or authorised by law. 
  • Sensitive Information

Our disclosures of personal information to third parties


Personal information: We will only disclose personal information (excluding sensitive information) to third parties where it is necessary as part of our business, where we have your consent, or where permitted by law. This means that we may disclose personal information (excluding sensitive information) to:

  • our employees, contractors and/or related entities;
  • IT service providers, data storage, web-hosting and server providers;
  • marketing or advertising providers;
  • professional advisors, bankers, auditors, our insurers and insurance brokers;
  • payment systems operators or processors;
  • our existing or potential agents or business partners;
  • if we merge with, or are acquired by, another company, or sell all or a portion of our assets, your personal information may be disclosed to our advisers and any prospective purchaser’s advisers and may be among the assets transferred;
  • courts, tribunals, regulatory authorities and law enforcement officers, as required or authorised by law, in connection with any actual or prospective legal proceedings, or in order to establish, exercise or defend our legal rights;
  • third parties to collect and process data, such as analytics providers and cookies; and
  • any other third parties as required or permitted by law, such as where we receive a subpoena.

Overseas disclosure


We store your personal information in Australia and the United States. Where we disclose your personal information to third parties, including our service providers, cloud-based systems, data storage solutions or business partners, those third parties may store, transfer or access your personal information in other locations overseas.

Our approach to overseas disclosure


Before disclosing your personal information overseas, we take reasonable steps to ensure that the recipient treats your information in accordance with applicable law by only sending what is necessary, requiring recipients to protect your information through contractual agreements which require the recipient to comply with the privacy standards in applicable law or through other mechanisms that provide comparable safeguards and by monitoring how recipients handle your information.

Your rights and controlling your personal information


Your choice: Please read this Privacy Policy carefully. If you provide personal information to us, you understand we will collect, hold, use and disclose your personal information in accordance with this Privacy Policy. You do not have to provide personal information to us, however, if you do not, it may affect our ability to work with you as a customer or supplier of our business.

Information from third parties: If we receive personal information about you from a third party, we will protect it as set out in this Privacy Policy. If you are a third party providing personal information about somebody else, you represent and warrant that you have such person’s consent to provide the personal information to us. 

Restrict and unsubscribe: To object to processing for direct marketing/unsubscribe from our email database or opt-out of communications (including marketing communications), please contact us using the details below or opt-out using the opt-out facilities provided in the communication.

Access: You may request access to the personal information that we hold about you. An administrative fee may be payable for the provision of such information. Please note, in some situations, we may be legally permitted to withhold access to your personal information. If we cannot provide access to your information, we will advise you as soon as reasonably possible and provide you with the reasons for our refusal and any mechanism available to complain about the refusal. If we can provide access to your information in another form that still meets your needs, then we will take reasonable steps to give you such access.

Correction: If you believe that any information we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, please contact us using the details below. We will take reasonable steps to promptly correct any information found to be inaccurate, out of date, incomplete, irrelevant or misleading. Please note, in some situations, we may be legally permitted to not correct your personal information. If we cannot correct your information, we will advise you as soon as reasonably possible and provide you with the reasons for our refusal and any mechanism available to complain about the refusal.

Complaints: If you wish to make a complaint, please contact us using the details below and provide us with full details of the complaint. We will promptly investigate your complaint and respond to you, in writing, setting out the outcome of our investigation and the steps we will take in response to your complaint. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner.

Storage and security


We are committed to ensuring that the personal information we collect is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures, to safeguard and secure personal information and protect it from misuse, interference, loss and unauthorised access, modification and disclosure. Our security measures include: 

  • 256-bit SSL encryption for connections to our website, with integrity assured by the SHA2 RSA algorithm;
  • servers that comply with strict international data security standards, including ISO 27001; and
  • appropriate access controls and authentication procedures.

While we are committed to security, we cannot guarantee the security of any information that is transmitted to or by us over the Internet. The transmission and exchange of information is carried out at your own risk. 

User-Generated Content


We may enable you to post reviews, comments, photos and other user-generated content. Any content you choose to submit will be accessible by anyone, including third parties not associated with us. We have no control over how others may use or misuse information you make publicly available. We are not responsible for the privacy, security or accuracy of any user-generated content you choose to post or for the use or misuse of that information by any third parties.

Cookies and Analytics


We may use cookies, tracking pixels and similar technologies on our website and in our emails from time to time. Cookies are text files placed in your computer’s browser to store your preferences. Tracking pixels are tiny, invisible images (typically the size of one pixel) embedded in web pages or emails. Cookies and tracking pixels, by themselves, do not tell us your email address or other personally identifiable information. However, they do recognise you when you return to our online website and allow third parties to cause our advertisements to appear on your social media and online media feeds as part of our retargeting campaigns. If and when you choose to provide our online website with personal information, this information may be linked to the data stored in the cookie or collected by tracking pixels. Unlike cookies, tracking pixels do not store any information on your device, but instead send information to our servers when the pixel is loaded.

The cookies and tracking pixels we use include:

  • Essential cookies for website functionality, user authentication and security;
  • Analytics cookies from Google Analytics and Facebook/Meta to understand how users interact with our website and to improve our services;
  • Functional cookies from Intercom to enable customer support chat functionality and to remember your preferences;
  • Marketing cookies to deliver relevant advertisements and measure campaign effectiveness; and
  • Third-party cookies from our technology service providers listed below in this Privacy Policy.

You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. 

You can block tracking pixels by using ad-blocking or privacy-focused browser extensions. Some email providers allow you to block images by default, which can prevent tracking pixels in emails from loading. 

However, if you use your browser settings to block all cookies (including essential cookies) and tracking pixels you may not be able to access all or parts of our website and you may not receive personalised content.

You can find more information about specific cookies by reviewing your browser’s cookie settings and the privacy policies of our third-party service providers listed below.

Google Analytics: We may use Google Analytics Advertising Features. We and third-party vendors may use first-party cookies (such as the Google Analytics cookie) or other first-party identifiers, and third-party cookies (such as Google advertising cookies) or other third-party identifiers together. These cookies and identifiers may collect Technical and Usage Data about you.

You can opt-out of Google Analytics Advertising Features including using a Google Analytics Opt-out Browser add-on found here. To opt-out of personalised ad delivery on the Google content network, please visit Google’s Ads Preferences Manager here or if you wish to opt-out permanently even when all cookies are deleted from your browser you can install their plugin here.  To opt out of interest-based ads on mobile devices, please follow these instructions for your mobile device: On android open the Google Settings app on your device and select “ads” to control the settings. On iOS devices with iOS 6 and above use Apple’s advertising identifier. To learn more about limiting ad tracking using this identifier, visit the settings menu on your device. 

To find out how Google uses data when you use third party websites or applications, please see here. 

Facebook/Meta Analytics: We may use tools provided by Meta, such as the Meta Pixel, advanced matching, and Conversions API. These allow us to measure ad performance and deliver ads that may be relevant to you on Meta platforms based on your activity on our website/app. You can control whether we can join data from third party partners with your Meta account for ads by adjusting your preferences within Meta’s settings. You can disconnect this data from your Meta account by changing your settings for Off-Facebook activity. For more information, please see Meta’s Privacy Policy here.

Links to other websites

Our website may contain links to other party’s websites. We do not have any control over those websites and we are not responsible for the protection and privacy of any personal information which you provide whilst visiting those websites. Those websites are not governed by this Privacy Policy.

Use of Artificial Intelligence (AI)

Overview: We may use artificial intelligence and machine learning technologies, including AI Technologies provided by third parties (AI Technologies) in our business operations and the provision of our Services. We will only use AI Technologies when legally permitted and necessary for our business operations. 

How we use AI Technologies: We may use AI Technologies for the following purposes: 

  • to deliver our services to you;
  • to conduct analysis and processing of documents, contracts and business information you provide; 
  • to generate and modify content and coding, including website content, business documents and other outputs;
  • to improve and optimise our services and operations;
  • to automate certain processes and communications, such as routine tasks;
  • to personalise your experience with our services; 
  • for quality assurance purposes; and 
  • to assist with customer support and queries.

As part of our service offering, we may make certain features and functionalities available to you that rely on different AI Technologies and tools we may introduce and from time to time. For some (but not all) of these features, you will have the option to opt-in to their use before they process your personal information. Where opt-in is required, we will clearly indicate this to you.

Data Protection and Security: Where we use service providers who provide AI Technologies to us, we will take reasonable steps to ensure that such service providers handle your personal information according to privacy law, including by ensuring that we have contracts in place requiring the service provider to protect personal information.

We will not input your personal information into any platform provided by an AI Technology service provider which then trains its model based on that information.

Your Rights and our Commitments: We will treat information generated or inferred by the AI Technologies about individuals as personal information and you maintain all rights over your personal information as outlined in this Privacy Policy, regardless of whether AI Technologies are used in processing. When using AI Technologies with your personal information:

  • Transparency and control: we will inform you when AI Technologies are being used to make decisions that may significantly affect you. We will implement processes to verify the accuracy of AI-generated outputs and we will take reasonable steps to maintain human oversight and review of significant AI-generated decisions. Our staff are trained to understand the limitations of AI systems and verify outputs before they are relied upon; and 
  • Security: we implement appropriate technical and organisational measures to ensure that our use of AI Technologies maintains the security and integrity of your personal information. This includes regular testing and monitoring of AI outputs for accuracy and reliability; and
  • Risk mitigation: we regularly assess and document the risks associated with our use of AI Technologies in processing personal information and implement appropriate mitigation measures. This includes ongoing monitoring of AI Technologies and regular reviews of their performance and impact.

Amendments


We may, at any time and at our discretion, vary this Privacy Policy by publishing the amended Privacy Policy on our website. We recommend you check our website regularly to ensure you are aware of our current Privacy Policy.

For any questions or notices, please contact us at:


Bookipi Pty Ltd (ACN 617 668 185)
Email: support@bookipi.com | legal@bookipi.com