How to read this page
This document is designed to work with the other QuickBooking legal pages instead of repeating the same information everywhere.
1. Purpose of this policy
This policy mainly applies to QuickBooking customers, account owners, administrators, authorized team members, people contacting QuickBooking support and visitors to QuickBooking administrative interfaces.
Data relating to people making a booking on behalf of an organizer is handled in a separate framework, explained in the section Data relating to people making a booking and in the QuickBooking DPA.
2. Controller
For the processing described in this policy, the controller is DOGOOLLE LTD, Carlyle House, Lower Ground Floor, 235 Vauxhall Bridge Road, London SW1V 1EJ, United Kingdom. Company Number: 16357520.
Data protection contact: support@dogoolle.com.
3. Data we may process
Account data: first name, last name, email address, professional information, organization or company, and information needed for authentication and account management.
Subscription and license data: QuickBooking plan used, subscription status, license, authorized domains, activation history and information relating to trials or promotional codes.
Billing data: information needed for subscription administration and billing. Card data is processed by Stripe. QuickBooking is not intended to store full payment card numbers.
Support data: identity, email address, conversation content, technical information needed for diagnosis, and files or screenshots you choose to send.
Technical and security data: technical logs, login events, license information, domain used, technical errors and information needed to prevent abuse and secure the service. QuickBooking currently does not use analytics data to analyze user behavior.
4. Why we use this data
Service provision: creating and managing the account, providing the dashboard, activating and managing the license, managing authorized domains and providing the features included in the subscription. This processing is mainly necessary to perform the contract with the customer.
Subscription and billing: managing subscriptions, renewals, cancellations, free periods or promotions, and meeting accounting and tax obligations. Depending on the processing, the legal basis may be contract performance or compliance with a legal obligation.
Customer support: answering requests, diagnosing problems, resolving incidents and improving service reliability. This processing is necessary to provide the service and may also rely on our legitimate interest in providing effective support.
Security and abuse prevention: protecting accounts, detecting abnormal behavior, preventing fraudulent use, protecting the QuickBooking infrastructure and investigating technical or security incidents. This processing relies in particular on the legitimate interest in protecting QuickBooking, its customers and its infrastructure.
Legal obligations: some information may be retained or disclosed when required by law, including accounting, tax, judicial or regulatory obligations.
5. Data relating to people making a booking
QuickBooking allows organizer customers to create forms and receive bookings. In this context, the organizer decides what information is requested, why it is collected and how it will be used.
The organizer generally acts as controller. DOGOOLLE LTD, through QuickBooking, generally acts as processor by processing data on behalf of the organizer and according to its instructions. This relationship is detailed in the QuickBooking Data Processing Agreement (DPA).
People making a booking should also receive information about the processing of their data from the relevant organizer.
6. Retention of booking-related data
Data relating to people making a booking is intended to be kept in QuickBooking for a limited period.
The standard period planned by QuickBooking is 30 days after the relevant operational period, subject to service settings, legitimate organizer instructions and applicable legal obligations.
The organizer remains responsible for determining whether a different period is legally necessary for its own processing and for data it keeps or exports outside QuickBooking. Applicable rules are specified in the DPA.
7. Retention of customer data
Active customer account: for the duration of the contract.
Ordinary account data after cancellation: up to 12 months.
Data needed for accounting or tax obligations: up to 6 years or the applicable legal period.
Technical and security logs: up to 12 months.
Data relating to a security incident: as long as necessary for the investigation and applicable obligations.
Support conversations: up to 24 months after the conversation is closed.
When data is no longer needed, it is deleted or anonymized unless a legal obligation or the defense of legal rights requires further retention.
8. Providers and processors
QuickBooking uses specialized providers needed to operate the service, including hosting, payments, transactional emails, SMS and customer support.
The main services currently used include Contabo for infrastructure and hosting, Stripe for subscriptions and payment services, Postmark for transactional emails, Twilio for communications and SMS depending on the features used, and Chatwoot for QuickBooking customer support.
Only data necessary to provide the relevant service is disclosed or made available to these providers. The use of processors for data processed on behalf of organizers is also governed by the QuickBooking DPA.
9. Stripe payments
QuickBooking uses Stripe for certain payment operations, including QuickBooking subscriptions and candidate payments when QuickBooking Pro and Stripe Connect are used.
When Stripe Connect is used for booking-related payments, funds are processed according to the applicable Stripe configuration and are intended for the organizer connected Stripe account.
QuickBooking does not store full payment card numbers. Stripe also applies its own privacy policy to processing for which Stripe determines its own purposes and obligations.
10. International transfers
QuickBooking is operated by a company established in the United Kingdom and serves customers that may be located worldwide. Some providers may also process or make data accessible from different countries.
Where UK rules on international data transfers apply, we use mechanisms recognized by applicable law, depending on the situation, including UK adequacy regulations, appropriate contractual safeguards and other legally available mechanisms.
We assess the providers used and the applicable conditions for data transfers.
11. Security
QuickBooking implements technical and organizational measures intended to protect data against unauthorized access, unauthorized modification, disclosure, loss and accidental destruction.
QuickBooking uses customer environment separation and access controls adapted to the operation of the service. No IT system can guarantee absolute security. Customers must also protect their own accounts and limit access to authorized users.
12. Your rights
Depending on applicable law and your situation, you may have the right to request access to your personal data, correction of inaccurate information, deletion of certain data, restriction of certain processing, objection to certain processing and portability of certain data.
Some rights may be subject to conditions or exceptions provided by law. To exercise your rights, contact support@dogoolle.com. We may request reasonable information to verify your identity before handling a request.
13. Requests relating to a booking
If your request concerns information provided when making a booking with an organization using QuickBooking, you should normally contact directly the organizer with whom you made the booking.
The organizer is generally responsible for processing this data. QuickBooking will assist the organizer in handling requests where necessary in accordance with the DPA.
14. Complaint to the supervisory authority
If you believe that your personal data has not been processed properly, we invite you to contact us first so that we can review your request.
You also have the right to lodge a complaint with the competent data protection authority. For DOGOOLLE LTD, the UK reference supervisory authority is the Information Commissioner s Office (ICO).
15. Cookies
QuickBooking uses certain cookies or similar technologies necessary for the operation of the service. Information about cookie categories, purposes, possible third-party services and consent management is described separately in our Cookie Policy.
16. No analytics
QuickBooking currently does not use any analytics system intended to track or analyze user behavior for statistical or marketing purposes.
If this changes, this policy and the Cookie Policy will be updated before the new processing is used where required by law.
17. Changes to this policy
We may modify this Privacy Policy when QuickBooking evolves, when new providers are used, when regulations change or when our data processing changes.
The last updated date is shown at the top of this page. Where changes are important, we will take reasonable steps to inform affected users.
18. Contact
For any question about this Privacy Policy or the processing of your personal data: DOGOOLLE LTD, Carlyle House, Lower Ground Floor, 235 Vauxhall Bridge Road, London SW1V 1EJ, United Kingdom. Company Number: 16357520. Email: support@dogoolle.com.
Legal validation
These documents are operational templates for QuickBooking. Final review by a GDPR/privacy lawyer is recommended, especially for the DPA, legal bases and retention periods.