Privacy policy

Who we are

HolisBook is a booking tool for care and wellbeing practitioners: each practitioner has their own page on it, and their clients book their appointments there. This English version is a translation: if it differs from the French version, the French version prevails.

HolisBook is published by HolisDev SRL, rue Toots Thielemans 15 boîte A, 1190 Forest, Belgium, company number BE 1002.578.439.

HolisDev is the controller for what happens within HolisBook: bookings, accounts, e-mails, security, data retention. Each practitioner is the controller for what they do with their clients' data once they have received it: in their own calendar, their records, their exchanges with their clients. These are two separate responsibilities: for any question about what a practitioner does with your data, please contact that practitioner.

Data protection contact: rgpd@holisbook.com, or by post at the address above.

What we do not do

• We do not sell your data, and we do not rent it out.
• No advertising, no profiling, no automated decision-making concerning you.
• No advertising cookies and no audience measurement. We do not track whether our e-mails are opened or whether their links are clicked.
• We do not use your data to train artificial intelligence models.

The data we process, and why

If you book an appointment

You have no password: your e-mail address identifies you. A first booking is confirmed through a link received by e-mail.

The practitioner with whom you book receives your first name, surname, e-mail address, telephone number and the details of the appointment, by e-mail and in their HolisBook area. They see nothing of your appointments with other practitioners. If they have connected their Google Calendar to HolisBook, your first name, surname, telephone number and the appointment are also copied into a “HolisBook” calendar in their Google account; your e-mail address is not. The same applies if they have added their calendar link to another calendar (iPhone, Outlook): see “The practitioners' calendar link” below. What they then do with their calendar is their own responsibility, as with their other records.

An appointment can say a great deal about your health. Booking a session with a psychotherapist, a sexologist or a kinesiologist says something about you, and the law protects this information more strictly than other data. That is why, the first time you book a session that relates to health (we decide this for each discipline, and a practitioner may also require it for one of their sessions), we ask for your explicit consent to process it, through a separate action. Once given, it applies to all practitioners. Without it, we cannot record an appointment. You withdraw it by closing your account, from “My account”: your upcoming appointments are then cancelled, the practitioners are informed, and your data is erased.

If you subscribe to a practitioner's newsletter, with a single action when booking, or from their page without booking (your first name, surname and address, then a click in the e-mail we send you: without that click, nothing is recorded, and the click opens an account at your address if none existed), they count you among their subscribers, and may write to you from their own e-mail to announce a workshop or new dates. HolisBook sends nothing on their behalf. You can stop whenever you wish, with a single action, in “My bookings”; through the link they put at the bottom of their e-mails (you enter your address there, we send you an e-mail to confirm, only if that address is subscribed, then a button removes you from their list); or by asking them: they then remove you from their list. If they have copied your address elsewhere, for example into their own newsletter tool, it is up to them to erase it there.

The practitioner can export their client list to a file: first name, surname, e-mail and telephone number, whether you subscribe to their newsletter and since when, the dates and number of your sessions with them, and their names. Nothing else: no reason, no message, no consent to health data. Anyone who has closed their account is no longer included. This file leaves HolisBook: the practitioner is responsible for it.

If you are a practitioner

What is public: your page, your sessions, your locations and your free slots. Your e-mail address never is, except the contact address you choose to show on your page: visitors' questions are relayed to you. Once your page is complete (a photo, an introduction and at least one session that can be booked), search engines such as Google may index it; before that, it asks them not to.

The photos of your sessions and workshops are public, like your page: on their own page, as a thumbnail on yours, and in the preview of a shared link. Their location and the other information hidden in the file are removed on upload. They are deleted when you remove them, with the deleted session or workshop, and with your account. Any person recognisable in them must have given their consent (our terms); if that is not the case, write to us, and we will remove the photo.

If you abandon the creation of your page, provided it has never been complete and nobody has booked with you or subscribed to your newsletter, it is erased immediately, together with your locations, your sessions, your photos, your booking rules and the connection to your calendar, without waiting for the 30 days that apply to a closed account. Your account remains, with your bookings with other practitioners.

To help you get started, we can see how far the creation of your page has gone, and we may write to you, at your contact address or otherwise at your account's, to offer our help. Only about your page, never for advertising; tell us if you would rather we did not. We also count pages, sign-ups and appointments, without any client's name, to know how HolisBook is used. This is our legitimate interest: running HolisBook.

If a practitioner records your appointment for you

When an appointment is made by telephone, the practitioner may record it in HolisBook themselves. The practitioner is then the controller for it: we record it on their behalf, and it is up to them to ask for your consent where the law requires it, in particular for an appointment that relates to your health. We keep what they have recorded: your first name, your surname, your telephone number if they know it, and the appointment.

Without an e-mail address, we send you nothing, and your record is visible only to that practitioner, who may correct your name and telephone number. With an address, recorded immediately or later, you receive the confirmation and the reminder, as for an online booking, unless the practitioner chooses not to send you anything; the appointment is added to your HolisBook account at that address, opened for the occasion if none existed, and you then keep your own contact details up to date.

If you had booked on the former HolisBook site

HolisBook already existed, in an older form. If you had a confirmed appointment there with a practitioner who has joined us, we have carried it over for them, with your first name, surname, e-mail address and telephone number. The practitioner is the controller for it, as for an appointment they record themselves (see above). Your date of birth, which the former site asked for, has not been carried over, nor have your cancelled or declined appointments; without a confirmed appointment, nothing about you has been carried over.

We have not sent you anything. These appointments can be found in “My bookings” by logging in with the same address, and are deleted 3 years after their date, like the others.

If you had subscribed to a newsletter on holisdev.com

Before HolisBook, some practitioners ran their newsletter on holisdev.com, a HolisDev site. If you had subscribed there, we have carried over your subscription into HolisBook, with the same practitioner, with your e-mail address and the date of your subscription, nothing else (the list did not contain your name). An account has been opened at your address to hold it.

We have not sent you anything. The practitioner counts you among their subscribers, as if you had subscribed from their page, and you stop in the same way (see above). If you had already unsubscribed in HolisBook, we have not subscribed you again.

If you ask a practitioner a question

Your message is forwarded to them by e-mail, with your address so that they can reply to you. We do not keep the message. We keep only your address and the date it was sent, in order to limit the number of questions and prevent abuse.

Legal basis: the service you request, and our legitimate interest in preventing abuse.

If you report a page

We keep the reason, the details you provide and, if you provide it, your e-mail address, in order to examine the report and reply to you: one e-mail to say that we have received it, another to say what we have done about it. The practitioner concerned never receives your address.

Legal basis: our legitimate interest, and our obligations as a hosting provider, in removing misleading or unlawful content.

If you send us a suggestion

From your account, you can suggest an idea to us. We keep its text, its date, your account, and in which capacity you wrote it (practitioner or client), in order to reply to you and decide what we will do next. It also reaches us by e-mail, with your address so that we can reply to you.

Legal basis: our legitimate interest in improving HolisBook.

If you create a passkey

A passkey logs you in with a single action, without waiting for a code by e-mail. Your fingerprint, your face or your phone's code never leave your device: the device checks them, and we receive only a signature.

Removing a passkey, from “Passkeys”, erases it on our side; where your browser allows it, we also ask the browser to forget it. Closing your account erases all your passkeys.

For everyone: security

• The login codes and links we send by e-mail are stored in a form scrambled with a secret key (“hashed”), never in plain text.
• Sending limits: we count the codes and e-mails sent to each address, so that nobody can harass someone by entering their address over and over.
• Protection against bots: the forms open to everyone (code request, question, report, booking) are protected by Cloudflare Turnstile, which analyses technical information from your browser, including your IP address, to tell a person from a bot.
• The technical logs of the hosting provider (IP address, browser, page requested, time), which are used to fix faults.

Legal basis: our legitimate interest in protecting the service and the people who use it.

The country of your connection, which our hosting provider deduces from your IP address, pre-fills the dialling code of a phone number and the country of an address. Nothing more: it is never stored. Legal basis: our legitimate interest in saving you some typing.

The practitioners' Google Calendar

A practitioner may connect their Google Calendar to HolisBook, so that nobody books a slot when they are already busy. This is optional.

What HolisBook reads: the “busy” periods of the calendars the practitioner chooses (for example “busy from 14:00 to 15:00”), and the list of their calendars, their names only, so that they can choose. HolisBook sees neither the title, nor the content, nor the participants of their appointments.

What HolisBook writes: the practitioner's appointments and the requests awaiting their approval, in a “HolisBook” calendar created for this purpose in their Google account: the client's first name, surname and telephone number, the session, the location and the time, never the client's e-mail address. We do not touch any other calendar. These copies remain in the practitioner's calendar after the appointment, as in any calendar; if a client deletes their account, their name and telephone number are removed from them. HolisBook also writes the practitioner's workshops there: their name, the location, the time and the number of participants registered, without the name of any participant.

What we keep: the upcoming busy periods, replaced at each reading, roughly every 15 minutes; if the authorisation is withdrawn, the last ones read, until the practitioner reconnects or disconnects their calendar. And the authorisation given by Google, encrypted. All of this is erased when the practitioner disconnects their calendar; the “HolisBook” calendar is then deleted from their Google account.

What we do not do with it: this data is used solely to calculate free slots and to keep the “HolisBook” calendar up to date. It is not sold, not passed on, and not used for advertising or to train artificial intelligence models, and nobody at HolisBook reads it.

HolisBook's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

The practitioner may also withdraw access from their Google account, at any time.

The practitioners' calendar link

A practitioner who does not use Google Calendar (the iPhone or Mac calendar, Outlook, or another) may add to their calendar a personal link that HolisBook gives them. This is optional.

What the link contains: what the “HolisBook” calendar in Google contains, described above: the practitioner's appointments and the requests awaiting their approval, with the client's first name, surname and telephone number, the session, the location and the time, and their workshops, without the name of any participant; those of the last three months and those to come. Never the client's e-mail address.

Who reads it: the calendar the practitioner has chosen. Depending on the calendar, it is their phone, or the servers of their provider (Apple, Microsoft, Google or another), that read it again, at their own pace. HolisBook sees nothing of that calendar: nothing flows in that direction.

A secret link: anyone who has it can read these appointments. The practitioner can change it (the old one stops working immediately) or stop it, at any time, in “My calendar”. It also stops working when the practitioner closes their account. We keep only the link's key, for as long as it is active.

Our processors

These companies process data on our behalf, under contract, and only for the service described.

Four of these companies are American. Even when your data stays in Europe, it remains subject to American law. Each company's agreement with us incorporates the European Commission's standard contractual clauses, which govern these transfers.

What they keep on their side: Resend keeps a copy of each e-mail sent for 30 days, then erases it, and our e-mails concern your appointments. Neon keeps what is needed to restore the database after an incident for 7 days at most: erased data remains there until the end of that period. Vercel keeps its technical logs for 1 day at most.

How long we keep your data

Cookies

HolisBook sets only cookies that are necessary for it to work. They therefore do not require your consent.

Your rights

At any time, you may:

• know what data we hold about you, and receive a copy of it;
• have it corrected;
• have it erased;
• restrict its use, or object to it where it is based on our legitimate interest;
• receive it in a machine-readable format, in order to transmit it elsewhere;
• withdraw any consent you have given.

From “My account”, you can download all your data, and close your account, or just your practitioner page. This is final: your upcoming appointments are cancelled immediately, and your data is deleted 30 days later (a page closed on its own, straight away). Past appointments remain with the practitioner, without your name or contact details.

For anything else, write to us at rgpd@holisbook.com, from the e-mail address you use on HolisBook. That address proves that the request comes from you: we will ask you for proof of identity only in case of serious doubt. We reply within one month.

You may also lodge a complaint with the Belgian Data Protection Authority, rue de la Presse 35, 1000 Brussels, www.autoriteprotectiondonnees.be.

Children

You must be 16 years old to book. An appointment for a younger child is made by a parent or guardian, with a practitioner who accepts minors. In that case, we record only the child's first name and surname.

If this policy changes

We date each version, and the version in force is always the one on this page. If a change affects what we do with your data, practitioners are notified by e-mail before it applies.

Version of 6 October 2026.