Appointment Manager
Privacy Policy
This Privacy Policy explains how OnlyApps Limited collects, uses, stores, and shares personal data when you use the Appointment Manager mobile application (the “App”) and related services. It is written to align with the UK GDPR and the Data Protection Act 2018.
1. Who we are
OnlyApps Limited provides Appointment Manager, an iOS app that helps businesses manage clients, services, and appointments. For questions about this policy or your personal data, email contact@onlyapps.co.uk.
Depending on the data involved, we may act as a controller (for example, your account details) or as a processor on your behalf (for example, client contact details you enter about your customers). See section 4.
2. The App in brief
Appointment Manager lets you:
- Create an account and sign in (email/password or Sign in with Apple)
- Store clients, services, and appointments in the cloud
- Import selected contacts from your device into your client list (with your permission)
- Call or email clients from your device
- View performance insights based on your booking data
- Optionally subscribe for premium features via the Apple App Store
- Receive local and/or remote notifications related to the App
- Submit bug reports or feature requests
The App requires an account. There is no guest or fully offline mode. Business data is stored using Google Firebase (Authentication and Cloud Firestore) and synced across devices when you are signed in.
3. Personal data we collect
3.1 Account and authentication
- Email address
- Password (handled by Firebase Authentication; we do not store passwords in plain text)
- If you use Sign in with Apple: Apple user identifier and, where you choose to share them, name and email
- Firebase user ID (UID) linking your account to App data
- Business name you enter during sign-up (used in the registration flow)
3.2 Business and booking data you provide
- Clients: name and optional phone number and email
- Services (products): name, duration, and price
- Appointments: linked client and service, date, time, and optional comments/notes
- Custom reminder message text (premium feature)
Free-text fields (such as appointment comments) should not be used to store special category data (for example health information) unless you have a lawful basis and it is necessary. We do not ask for special category data.
3.3 Device contacts (optional)
If you grant Contacts permission and choose to import clients, we read the selected contact’s name and the first available phone number and email, then save a copy into your App client list. We do not upload your entire address book unless you select contacts to import.
3.4 Subscription and entitlement data
- Whether your account has an active subscription
- Subscribed product identifier and subscription date (where recorded in our systems)
- Purchase and restore events processed by Apple (StoreKit); Apple is the merchant of record
3.5 Feedback
Bug reports and feature requests you submit, together with your user ID, so we can investigate and improve the App.
3.6 Device, notifications, and local preferences
- Push notification device tokens (via Apple Push Notification service and Firebase Cloud Messaging), when notifications are enabled
- Local notification content you schedule (which may include client name, service name, and time)
- Session and preference data stored on your device (for example signed-in state, cached business identifiers, subscription flags, appearance mode)
3.7 Data we do not collect
The App does not request access to your camera, photo library, precise location, microphone, or device calendar. We do not serve third-party advertising in the App.
4. Roles: your clients’ data
When you enter information about your clients (names, phone numbers, emails, appointment notes), you determine why and how that data is used in your business. In that case you are typically the controller of your clients’ personal data, and OnlyApps Limited processes that data on your instructions to provide the App.
You are responsible for:
- Having a lawful basis to collect and use your clients’ personal data
- Providing any privacy notices required to your clients
- Only importing contacts and contacting people where you are entitled to do so
- Not entering unlawful, unnecessary, or specially protected data into the App
5. Why we use personal data (purposes and lawful bases)
- Provide the App and account — to create and secure your account, sync your data, and deliver features (performance of a contract; legitimate interests).
- Subscriptions — to unlock premium features and record entitlement status (performance of a contract; Apple processes payments under its terms).
- Notifications — to deliver appointment reminders and App-related alerts you enable (performance of a contract; consent where required for notifications).
- Improve and support — to review bug/feature submissions and maintain reliability (legitimate interests).
- Legal compliance — to meet legal obligations and enforce our terms (legal obligation; legitimate interests).
6. Where data is stored and who we share it with
Account and business data are hosted primarily using Google Firebase (Firebase Authentication and Cloud Firestore). Notification delivery may involve Apple (APNs) and Firebase Cloud Messaging. Sign-in and in-app purchases involve Apple (Sign in with Apple; App Store / StoreKit).
These providers act as processors or independent controllers depending on the service. Data may be processed in the UK, EEA, United States, or other countries where those providers operate. Where international transfers occur, we rely on appropriate safeguards offered by those providers (such as standard contractual clauses) where required.
We do not sell your personal data. We may disclose data if required by law, to protect rights and safety, or in connection with a business transfer (for example merger or sale), subject to applicable law.
The Firebase iOS SDK used by the App may include analytics-related components. At the time of writing, analytics collection is configured as disabled in the App’s Firebase configuration; we do not intentionally run separate third-party advertising or crash analytics SDKs in the App.
7. Retention
We retain account and business data for as long as your account remains active and as needed to provide the App. Account deletion is available in the App under Settings. You can also contact us at contact@onlyapps.co.uk about your account or personal data.
Local session data and pending local notifications on your device are cleared or become inaccessible when you sign out, delete the App, or revoke permissions, subject to your device settings.
8. Your rights
Under UK data protection law, you may have the right to:
- Access your personal data
- Rectify inaccurate data
- Erase data in certain circumstances
- Restrict or object to certain processing
- Data portability (where applicable)
- Withdraw consent where processing is based on consent (without affecting prior lawful processing)
- Complain to the Information Commissioner’s Office (ICO) at ico.org.uk
To exercise rights relating to your OnlyApps account data, contact contact@onlyapps.co.uk. For rights relating to your clients’ data that you control, those individuals should contact you in the first instance; we will assist you where appropriate as processor.
9. Children
Appointment Manager is intended for business use and is not directed at children. We do not knowingly collect personal data from children under 16. If you believe a child has provided us with personal data, contact us and we will take appropriate steps.
10. Security
We use reputable cloud infrastructure (including Firebase Authentication and Firestore) and industry-standard transport security. No method of transmission or storage is completely secure. Please use a strong password, protect your Apple ID, and keep your device software up to date.
11. Permissions on your device
- Contacts — only to import clients you select
- Notifications — for appointment reminders and App-related alerts
You can revoke permissions in iOS Settings. Some features will not work without them.
12. Changes to this policy
We may update this Privacy Policy from time to time. The “Last updated” date at the top will change when we do. Continued use of the App after changes means you acknowledge the updated policy. Material changes may also be highlighted in the App or by other reasonable means.
13. Contact
OnlyApps Limited
Email: contact@onlyapps.co.uk
Website: https://onlyapps.co.uk