Privacy policy

Kagenda is online booking software. Two sorts of people appear in it, and the law does not treat them the same way — that is the most important thing on this page.

The professional who opens an account is our customer. We decide what happens to their data: we are the controller.

Their clients, who book an appointment or a service, have no relationship with us. Their data belongs to the professional’s records, and the professional alone decides what becomes of it. We only host it and handle it on their instructions: we are a processor, within the meaning of Article 28 of the General Data Protection Regulation and of the UK GDPR.

In practice: if you booked through Kagenda and you want your data deleted, ask that professional. We carry out their decision; we do not take one in their place.

1. The professional’s data

What we collect

Data	What for	Lawful basis
First name, surname, email, password (hashed)	Creating and securing the account	Performance of the contract
Trading name, address, telephone, logo	Building the booking page	Performance of the contract
Services, opening hours, cancellation rules	Running the diary	Performance of the contract
Stripe billing identifiers	Charging the subscription	Performance of the contract
Technical logs (IP address, timestamp)	Security, diagnosing incidents	Legitimate interests

What we do not do

We do not sell data. We do not share data. We build no advertising profiles and use no advertising network.

2. The professional’s clients’ data

The professional decides what they collect. By default a booking records first name, surname, email and telephone, the service booked, the date and, where applicable, the amount paid. The professional can add questions of their own.

Health data and the duty of confidence

In some professions the name of a service tells you everything: an appointment labelled “post-traumatic follow-up” with a hypnotherapist is data concerning health within the meaning of Article 9 of the Regulation, even though nobody ticked a box.

Three concrete consequences follow.

• Nothing is read. Nobody at Kagenda looks inside a diary, except at the professional’s express request as part of a support enquiry, and only for as long as that enquiry lasts.
• Nothing trains anything. No booking data feeds a machine learning model, ours or anyone else’s.
• The professional remains responsible. It falls to them to obtain their clients’ consent, to inform them and — if they practise a regulated health profession — to check their own obligations when handling health data. Kagenda holds no hébergeur de données de santé certification under French law and no equivalent certification.

Three points specific to the United Kingdom. Alongside the UK GDPR and the Data Protection Act 2018, the common law duty of confidence applies to information given in confidence and is enforceable in its own right — an Article 28 processor agreement does not discharge it. Professional regulators such as the General Medical Council, the Nursing and Midwifery Council and the Health and Care Professions Council impose confidentiality duties of their own, with disciplinary consequences; providers working with the NHS will also be familiar with the Caldicott Principles and the Data Security and Protection Toolkit. And most UK controllers must pay the annual data protection fee to the Information Commissioner’s Office unless an exemption applies — that obligation is the professional’s, not ours. If you practise one of these professions, check your position with your regulator and write to contact@kagenda.com if you need a specific confidentiality undertaking.

3. Our processors

Each one sees only what it needs, and only for the purpose stated.

Provider	What it sees	What for	Where
Vercel	The pages viewed	Serving the interface and the booking pages	United States
Railway	All the application data	Hosting the server and the database	United States
Stripe	Name, email, amounts	Charging Kagenda subscriptions, and clients’ payments on the professional’s behalf	United States / Ireland
Resend	Recipient and content of messages	Sending confirmations and reminders	United States
Twilio	Number and content of text messages	Sending SMS reminders, where the professional has bought credits	United States
Google	Title, date and duration of synced bookings	Syncing the professional’s diary, where they have connected it	United States
Zoom	Date and duration of the booking	Creating a video link, where the professional has chosen one	United States

Transfers outside the European Economic Area rely on the European Commission’s standard contractual clauses, supplemented by each provider’s own commitments. Transfers out of the United Kingdom rely on the UK International Data Transfer Agreement or on the UK Addendum to those clauses, and, where the provider is certified, on the UK Extension to the EU–US Data Privacy Framework.

What does not exist: no analytics tool, no advertising pixel, no embedded social network. The site’s typeface is served from our own servers, not from someone else’s.

4. Cookies and local storage

Kagenda sets no cookies at all.

One thing only is kept in the professional’s browser storage: the token that keeps them signed in. It disappears when they sign out. It is readable only by the Kagenda domain and does nothing beyond opening a session. It is strictly necessary to provide the service the user has asked for, and so falls within the exemption in regulation 6 of the Privacy and Electronic Communications Regulations 2003.

A booking page viewed by a client stores nothing.

5. How long we keep it

Data	Period
Active professional account	For as long as the subscription lasts
Cancelled account	12 months, then permanent deletion
Bookings and client records	For as long as the professional keeps them; they can delete them at any time
Accounting records (subscription invoices)	10 years, legal obligation
Technical logs	12 months
Emails and text messages sent	90 days, after which only the event is kept

6. Your rights

You have the right of access, rectification, erasure, restriction, objection and portability.

• You are a professional using Kagenda: write to contact@kagenda.com. We reply within 30 days.
• You are a client of a professional: go to that professional, who alone decides what becomes of your data. If you cannot identify them, write to us and we will put you in touch.

You may complain to a supervisory authority at any time. As the controller is established in France, the lead authority is the CNIL, 3 place de Fontenoy, 75007 Paris — cnil.fr. If you are in the United Kingdom, you may complain to the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF — ico.org.uk.

7. Security

Passwords are stored hashed and never in plain text. Traffic is encrypted in transit. Access to the production database is limited to those who need it — today, only the trader.

If there is a data breach likely to pose a risk to individuals, we notify the supervisory authority within 72 hours and the professionals affected without undue delay.

8. Changes

Any substantial change is announced by email to the professionals using Kagenda at least 30 days beforehand.