How Booking Companion handles guest data

Last updated 24 October 2026

This notice explains what personal data about your guests the app processes, why, how long it is kept, which other companies are involved, and how guests’ data requests are handled. Booking Companion is provided by Southwood Marketing, which is responsible for the app and for the processing it carries out. You are responsible for your guests’ data (the controller). Southwood Marketing processes it on your behalf, only to run your bookings.

Each item is marked In place (built and running) or Planned (not built yet). The notice is updated as items are built.

What guest data the app processes

Booking details: dates, unit, number of adults, children and pets, prices, amounts paid and refunded, and the Shopify order and transaction IDs. (Planned)
The guest’s name, email address and phone number, taken from the Shopify order, and their Shopify customer ID. (Planned)
Your orders, which the app reads from Shopify to find those that contain booking products and to confirm their payments. The app can read your full order history, because balances are collected on the original order, often months after booking. (In place)
Keeping records only for orders that contain booking products. (Planned)
Messages Shopify sends to the app (webhooks). Each message is kept in full for 30 days, for recovery and troubleshooting. The app’s database keeps only the IDs it needs to process the message. (In place)
Data-request exports: when a guest asks for their data through Shopify, the app writes an export of the data it holds about them. (In place)
Records of data requests and erasures, without the guest’s personal data. (In place)
Emails to guests about their booking (for example the confirmation and balance reminders), sent on your behalf using the guest’s name and email address. (Planned)
Calendar sync (iCal) with other booking channels you connect. What it shares will be described here when it is built. (Planned)

The app does not collect card details (Shopify handles payments) or identity documents, and it has no access to read your store’s customer list.

Why the app processes it

To take and manage bookings: holding dates, confirming payments, collecting balances, and handling changes, cancellations and refunds.
To contact guests about their stay on your behalf.
To keep money records accurate, by checking payments and refunds against Shopify.
To meet legal and platform duties, such as guests’ data requests and erasure.
The app does not sell guest data, use it for advertising, or make automated decisions about guests that have legal or similarly significant effects.

How long it is kept

Full webhook messages are deleted automatically after 30 days. (In place)
When you uninstall the app, Shopify asks it to erase your shop’s data 48 hours later. The app then deletes your shop’s data, including stored messages and exports. (In place)
Guest names, email addresses, phone numbers and customer IDs are anonymised 24 months after check-out, wherever the app holds them. Dates, amounts, the unit, the order reference and case history are kept, without personal data. (Planned)
Reservations that were never paid (holds) are deleted 7 days after they expire. (Planned)
Data-request exports are deleted 30 days after they are produced. (Planned)
Shortened records of webhook messages, without their content, are deleted after 90 days. (Planned)
Encrypted backups of the app’s database are kept for 35 days, so erased or anonymised data leaves every backup within 35 days. A log of erasures, holding no personal data, is kept for 90 days, so that a restored backup is erased again before it is used. (Planned)
Booking, payment and audit records stay in the live database while the booking is open and for 13 months after check-out, and are then archived. (Planned)

Other companies involved

Shopify: your store’s platform. Order, customer and payment data comes from Shopify and stays there. The app reads it through Shopify’s API. (In place)
Cloudflare, Inc.: hosts the app (Workers, the D1 database, R2 storage and Queues). Data is stored with a Western Europe location hint, which is a placement preference, not a guarantee of where data is held. Requests may be handled in Cloudflare data centres worldwide. (In place)
Cloudflare, Inc. (Email Service): sends guest emails on your behalf from bookings@mail.bookingapp.tools, using the guest’s name and email address and the booking details in the email. Cloudflare keeps delivery logs and message previews for a limited period. (Planned)
A helpdesk for support requests, which may contain guest details. (Planned)

Guests’ data requests

Guests make privacy requests to you. Use Shopify’s customer privacy tools to request or erase a customer’s data; Shopify then notifies the app, which acts on the request automatically.

Access request: the app writes an export of the data it holds about the guest. (In place)
Delivering the export to you in the app or by email. (Planned)
Erasure request: the app removes the guest’s name, email address, phone number and customer ID from bookings, deletes stored messages and exports about them, and stops unprocessed messages about them from being processed. A record that the erasure took place is kept, without personal data. (In place)
Requests are matched by the guest’s Shopify customer ID and order IDs. (In place)
Matching requests by email address as well as by customer and order IDs. (Planned)

How it is protected

Data is encrypted in transit (HTTPS). (In place)
Data is encrypted at rest by Cloudflare’s storage. (In place)
Your shop’s Shopify access tokens are also encrypted by the app. (In place)
Guest names, email addresses and phone numbers are also encrypted by the app. (Planned)
Each shop’s data is kept separate, and tests check that one shop can’t reach another’s. (In place)
Access to guest data is logged. (Planned)
Staff access is limited, with two-factor sign-in to Shopify, Cloudflare and GitHub (to be confirmed and recorded). (Planned)
Written incident response and data loss prevention policies. (Planned)
A data processing agreement between you and Southwood Marketing, as part of the merchant terms. (Planned)

Contact

Southwood Marketing is responsible for this notice. For privacy questions, email support@bookingapp.tools.