Data Processing Agreement

Parties and roles

This agreement is between Willie Tech Ltd, company number 15837598, 18 Gold Tops, Casnewydd (Newport), United Kingdom, NP20 5WJ ("Luneday", the processor) and the organisation that holds a Luneday account (the controller). It forms part of our terms of service and covers the personal data of the people who book with the organisation. Luneday is the controller of host account data itself, which our privacy policy covers.

What is processed

• Subject and purpose: bookings run through the organisation's Luneday page. Luneday takes, confirms, reminds, reschedules, cancels and records them, takes payment through the organisation's own Mollie account, and drafts AI briefs where the organisation turns them on.
• Duration: for as long as the organisation holds an account.
• Types of data: a booker's name, email address, phone number, answers to the organisation's intake form, notes the organisation writes, and attendance and payment status.
• People concerned: the organisation's bookers and clients.

Instructions

Luneday processes this data only to provide the service and as these terms say. The organisation's use of the product is its instruction. If a law requires Luneday to process the data in another way, we tell the organisation first, unless the law forbids that.

Confidentiality

The people who can reach the data are bound to confidentiality. Access is by named account only: key-only SSH to the server, and a platform-admin flag on a named Luneday account.

Security

All traffic is encrypted in transit. Connected calendar tokens are encrypted at rest. Hosts sign in with passkeys and enforced two-factor authentication. Booking forms carry rate limits and a bot check. The server takes security patches nightly. The database is backed up nightly and kept for 30 days, and weekly copies are kept for 90 days, in a second data centre; a restore is rehearsed every month.

Sub-processors

The organisation authorises the sub-processors listed on our privacy policy under Processors and sub-processors, each for the one purpose stated there. We email organisation owners at least fourteen days before we add or replace one. An organisation that objects may end the service and export its data first.

Assistance

Luneday helps the organisation answer a request from one of its bookers: the Clients page exports the clients list and erases a booker on request. Where the organisation asks, we help with breach notification and with data protection impact assessments, as far as the information we hold allows.

Personal data breaches

If Luneday becomes aware of a personal data breach that affects the organisation's data, we tell the organisation's owner by email within 72 hours, with what we know, what it affects and what we are doing about it, and we update that as we learn more.

End of the service

The organisation can export its clients list at any time. Disbanding the organisation deletes its data at once. Erasing a booker anonymises their bookings and keeps nothing that could identify them. Backups age out on the 30 and 90 day schedule above. Nothing is kept beyond that except what the law requires us to keep.

Audits

On request, Luneday provides the information needed to show that this agreement is kept. Once a year, on 30 days' notice, the organisation or an auditor it appoints may audit that, at the organisation's cost, during working hours, and without access to any other organisation's data.

Where the data is

The data is stored and processed in the United Kingdom and the European Union: our servers and backups are in Germany and Finland, AI briefs are processed in France, and our email, payment and newsletter processors are in the EU or the UK. Cloudflare handles DNS and the bot check only and holds no booking data. Nothing leaves the UK and the EU unless the organisation itself connects a service such as Google, Microsoft, Meta or Zoom, which then applies its own terms.

Liability, law and changes

The liability, governing law and change clauses of the terms of service apply to this agreement. We email organisation owners at least fourteen days before a change applies, and the date at the top of this page moves. Questions go to hello@luneday.com.