How we handle your information

Bookend (formerly Viewing Planner) is a viewing and booking app for South African estate agencies. This page is the product privacy policy for Bookend: the website, sign-in, public booking pages, and calendar connections.

For questions, email andrewquinn1989@gmail.com.

Account. Name, work email, Google sign-in identity if you use Google to sign in, agency name, and whether you are an agency admin. Team invites store the invited person’s email.

Contacts and enquiries. Names, emails, phone numbers, messages, listing references, and — on seller capture forms — suburb, property address, and ID number when someone chooses to provide them. Agencies type this in, or people submit it on public forms the agency shares.

Bookings. Who booked (name, email, phone), which listing, slot date and time, status (confirmed, cancelled, completed, no-show), and the manage/cancel links we send so a buyer can change their viewing.

Calendar OAuth tokens. If an agent connects Google Calendar or Microsoft Outlook, we store encrypted access and refresh tokens, the connected account email, and which calendars to use. We use these to check free/busy and to create, update, or cancel viewing events on the calendars the agent selected.

Technical. Server logs needed to run the service (errors, and timestamps of sign-in or booking actions). We do not run advertising cookies.

• Create and run your agency account, including team invites and magic-link sign-in.
• Let buyers book viewings, and send confirmations, reminders, cancellations, reschedules, and .ics files.
• Show agents their diary, contacts, listings, and enquiries.
• Write viewing events to a connected Google or Outlook calendar, and keep those events in sync.
• Keep the service secure and diagnose faults.

We do not sell personal information. We do not use Google or Microsoft user data for advertising, credit scoring, or training AI models. Calendar data is used only to provide the calendar features the agent turned on.

When you connect Google Calendar we ask for permission to see free/busy, list calendars, and create, update, or delete events. Encrypted OAuth tokens stay stored until you disconnect. We use that access only to offer bookable slots that do not clash, and to put Bookend viewings on the calendars you chose.

Bookend'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. We only use Google Calendar data to show non-clashing slots and write Bookend viewings to the calendars the agent chose, and do not sell it or use it for advertising or to train AI models.

Encryption in transit. All traffic between your browser, our servers, and Google or Microsoft APIs is encrypted using TLS 1.2 or higher.

Encryption at rest. Google and Microsoft OAuth access and refresh tokens are encrypted with AES-256-GCM before being written to our database. The encryption key is held in server-side configuration and is never present in the browser or in client-side code.

Access control. Access to your data is enforced at the database level through row-level security policies rather than in application code. An agent sees only the listings and contacts they are assigned to. Token fields carry additional column-level restrictions, so they cannot be read by any signed-in user — only by the server processes that need them, and never by the browser.

Data minimisation. We request the narrowest permissions that let the product work. We do not store the contents of your calendar. We keep only the event identifiers needed to keep a viewing synchronised, and the calendar preferences you set.

Deletion. Disconnecting a calendar in Bookend permanently deletes the stored tokens for that connection. You can also revoke our access at any time at myaccount.google.com/permissions.

Staff access. Access to production systems is limited to authorised personnel and is used only to operate, secure, and support the service.

We use these processors to run the product:

• Supabase — database, authentication, and hosting of account, contact, booking, and encrypted calendar-token data.
• Google — Google sign-in, and Google Calendar if an agent connects it.
• Microsoft — Outlook / Microsoft 365 calendar if an agent connects it.
• Email delivery — transactional mail (sign-in links, booking confirmations, reminders) via Lovable’s managed email on notify.viewingplanner.com.

An agency’s own agents see contacts, listings, and bookings according to the access that agency has set. Buyers see only what they need for their own viewing — the street address stays private until the viewing is confirmed.

If you connect a calendar, Google or Microsoft will also hold the event details we send them (time, title, attendees) under their own terms.

We operate from South Africa. If we process your personal information as the responsible party (for example your own Bookend account), you can ask to access, correct, or delete it, or object to processing, by emailing andrewquinn1989@gmail.com. We will need to confirm who you are first.

If an estate agency collected your details as a buyer or seller, that agency is usually the responsible party and we host the data for them as an operator. You can still contact us and we will help the agency deal with the request.

Some processors (Supabase, Google, Microsoft) may store or process data outside South Africa. We use them because they are needed to provide the service.

Account and operational data while the agency uses Bookend, and for a reasonable period afterwards if we need it for security or legal reasons. Calendar tokens until the agent disconnects the calendar or the account is closed. Booking emails follow the viewing (confirmations, then reminders, then a short follow-up).

The service is for estate-agency professionals and the people they deal with about property. It is not aimed at children under 18.

If our practices change we will update this page and the date at the top. Continued use after that date is under the updated policy.