1. about this privacy policy
Fully Booked HQ ("Fully Booked HQ", "we", "us" or "our") is a marketing operations and client growth platform operated by [LEGAL BUSINESS NAME — to be completed], trading as Paul J Marketing / Fully Booked HQ.
This Privacy Policy explains how we collect, use, store, share and protect personal information when you use the Fully Booked HQ website, application, client portal and related services.
It also explains how we process information obtained through connected third-party services, including Meta technologies such as Facebook and Instagram.
Our contact details are:
- [LEGAL BUSINESS NAME — to be completed]
- [BUSINESS ADDRESS — to be completed]
- Email:
- [PRIVACY EMAIL — to be completed]
- ICO registration number:
- [ICO REGISTRATION NUMBER IF APPLICABLE — to be completed]
2. who this policy applies to
This Privacy Policy applies to:
- Fully Booked HQ clients
- Client team members
- Prospective clients
- Users of the Fully Booked HQ client portal
- People whose information a client lawfully enters into Fully Booked HQ
- People who connect a Meta, Facebook or Instagram account to Fully Booked HQ
- Visitors to our public website
- Other authorised users of the application.
3. our role under data protection law
Depending on how information is processed, Fully Booked HQ may act as either a data controller or a data processor.
We generally act as a controller for information relating to:
- Our own users
- Account administration
- Billing and commercial relationships
- Platform security
- Product operation
- Our own marketing
- Support communications
- Our own sales pipeline.
Where a client enters or connects information relating to its own customers, prospects or leads, we may process that information on behalf of the client.
In those circumstances, the client is generally responsible for deciding why the information is processed and ensuring that it has an appropriate lawful basis for doing so.
Additional data-processing terms may apply under a client's commercial agreement with us.
4. information we collect
Depending on the features you use, we may process the following categories of information.
ACCOUNT INFORMATION
This may include:
- Name
- Email address
- User ID
- Organisation
- Role
- Account permissions
- Login information
- Authentication records
- Last login information.
CLIENT AND BUSINESS INFORMATION
This may include:
- Business name
- Contact information
- Business location
- Services
- Offers
- Pricing information
- Commercial targets
- Customer profiles
- Marketing strategy
- Business objectives
- Sales information
- Business performance information.
VOICE MINING AND STRATEGY INFORMATION
Fully Booked HQ includes Voice Mining, Client Brain and strategy functionality.
Information may include:
- Meeting notes
- Call transcripts
- Customer questions
- Customer objections
- Customer stories
- Business opinions
- Brand positioning
- Client terminology
- Content ideas
- Marketing insights
- Approved business information.
Clients should avoid providing information that is not necessary for the marketing and growth services being provided.
CONTENT INFORMATION
This may include:
- Content ideas
- Scripts
- Talking points
- Hooks
- Calls to action
- Video concepts
- Client comments
- Content approvals
- Revision requests
- Media links
- Creative assets
- Publishing information.
LEAD AND SALES INFORMATION
Where clients use Fully Booked HQ to manage enquiries or leads, information may include:
- Lead name
- Contact information
- Lead source
- Enquiry details
- Lead status
- Appointment status
- Sales outcome
- Customer value
- Attribution information.
Clients are responsible for ensuring they are permitted to provide this information to Fully Booked HQ.
MARKETING AND PERFORMANCE INFORMATION
This may include:
- Advertising spend
- Impressions
- Reach
- Frequency
- Clicks
- Leads
- Campaign information
- Ad information
- Audience information
- Follower counts
- Profile activity
- Content views
- Content engagement
- Business performance
- Conversion information
- Revenue information.
META, FACEBOOK AND INSTAGRAM INFORMATION
If you choose to connect Meta services to Fully Booked HQ, we may receive and process authorised information made available through Meta's APIs.
Depending on the permissions you grant and the features used, this may include:
- Meta account identifiers
- Facebook Page information
- Instagram professional account identifiers
- Instagram usernames
- Ad account identifiers
- Campaign identifiers
- Ad set identifiers
- Ad identifiers
- Campaign names and statuses
- Advertising spend
- Impressions
- Reach
- Frequency
- Clicks
- Lead information where authorised
- Page and Instagram account information
- Instagram media information
- Content performance information
- Other authorised advertising or business insights.
Fully Booked HQ does not ask you to provide your Facebook or Instagram password.
Authentication and authorisation are handled through Meta's official authorisation process.
Authorisation tokens are stored securely on the server and are not intentionally exposed to other clients or to the public browser interface.
TECHNICAL INFORMATION
We may automatically process information such as:
- IP address
- Browser type
- Device information
- Application logs
- Error information
- Session information
- Security events
- Authentication events
- Dates and times of access.
COMMUNICATIONS
If you contact us, we may process:
- Emails
- Support enquiries
- Client messages
- Feedback
- Meeting communications
- Commercial communications.
5. how we receive information
Information may come directly from you when you:
- Create or use an account
- Complete a client workflow
- Upload information
- Enter business information
- Provide a transcript
- Submit a client action
- Approve content
- Contact us
- Connect a third-party service.
Information may also come from:
- Your employer or organisation
- A client that has authorised you to access its account
- Meta APIs
- Connected third-party services
- Public sources used through Market Pulse
- Platform activity and system logs.
6. how we use information
We use information where necessary to:
- Provide Fully Booked HQ
- Authenticate users
- Operate client accounts
- Provide the client portal
- Manage projects and client delivery
- Maintain the Client Brain
- Process Voice Mining information
- Create content strategies
- Generate draft content and scripts
- Manage approvals
- Track marketing performance
- Analyse advertising performance
- Manage leads
- Track business outcomes
- Produce reports
- Operate Market Pulse
- Provide AI-assisted features
- Improve workflows
- Maintain security
- Troubleshoot technical issues
- Respond to support requests
- Meet legal obligations
- Protect our legitimate business interests.
7. artificial intelligence
Fully Booked HQ contains AI-assisted features.
These may help:
- Analyse Voice Mining information
- Structure Client Brain information
- Generate content opportunities
- Generate draft scripts
- Analyse performance
- Summarise market research
- Produce reports
- Identify potential insights.
Relevant information may be processed through Lovable's AI infrastructure and underlying AI model providers used by the application.
AI-generated information is treated as a draft or recommendation and may require human review.
Fully Booked HQ is designed so that significant client-facing content and strategic decisions remain subject to human review or approval.
We do not intend AI-generated outputs to replace professional legal, regulatory, financial or compliance advice.
8. market pulse and public web research
Fully Booked HQ may use Firecrawl and related technology to search publicly available web sources for market intelligence.
This may include:
- Industry websites
- News sources
- Public regulatory information
- Publicly available websites
- Public forum discussions
- Reddit discussions
- Other public web sources.
The purpose of Market Pulse is to identify relevant:
- Market developments
- Consumer questions
- Industry information
- Content opportunities
- Business insights.
Market Pulse information is kept distinct from information directly provided by a client.
Public forum or Reddit content is treated as consumer discussion rather than verified factual evidence unless supported by an authoritative source.
9. third-party service providers
We use third-party providers to operate Fully Booked HQ.
Depending on the features being used, these may include:
- Lovable
- Supabase
- Meta
- AI model providers made available through Lovable's AI Gateway
- Firecrawl
- Hosting and infrastructure providers
- Email or communications providers where configured.
Where users choose to use links or integrations involving third-party tools such as Google Drive or Google Meet, those services operate under their own terms and privacy policies.
Third parties only receive information where necessary to provide the relevant service, integration or functionality.
10. meta platform data
Information received through Meta APIs will only be processed for purposes described in this Privacy Policy and permitted by applicable Meta policies.
We may use authorised Meta information to:
- Connect an advertising account
- Connect a Facebook Page
- Identify an Instagram professional account
- Retrieve advertising performance
- Retrieve lead information where authorised
- Display campaign performance
- Analyse advertising results
- Display relevant Instagram or account information
- Support marketing reporting.
We do not sell Meta Platform Data.
We do not use Meta access tokens for purposes unrelated to providing authorised Fully Booked HQ functionality.
A user may disconnect Meta access.
Where access is disconnected, expires or is revoked, Fully Booked HQ will no longer be able to retrieve new information through that authorisation.
Information previously received may be retained only where there is a lawful and legitimate reason to retain it, subject to the deletion provisions below.
11. lawful bases for processing
Where UK GDPR applies, we rely on one or more lawful bases depending on the activity.
CONTRACT
Where processing is necessary to provide Fully Booked HQ or services agreed with a client.
LEGITIMATE INTERESTS
Where necessary for legitimate business purposes such as:
- Operating and improving the service
- Maintaining security
- Providing customer support
- Understanding application performance
- Managing client relationships
- Preventing misuse.
We balance these interests against the rights and interests of affected individuals.
LEGAL OBLIGATION
Where processing is necessary to comply with legal, tax, accounting or regulatory obligations.
CONSENT
Where consent is required, including certain marketing communications or non-essential tracking technologies.
Where consent is the lawful basis, it may be withdrawn.
12. client responsibilities
Clients must only enter, upload or connect personal information that they are lawfully permitted to process.
Clients are responsible for:
- Providing appropriate privacy information to their own customers
- Having a lawful basis for customer or lead information
- Avoiding unnecessary personal information
- Keeping their own user accounts secure
- Ensuring staff access is appropriate
- Complying with relevant marketing, advertising and industry regulation.
Users should not upload unnecessary passwords, authentication credentials, payment card details or other highly sensitive information into free-text fields.
13. data sharing
We may share information:
- With service providers required to operate Fully Booked HQ
- With authorised members of the relevant client organisation
- When instructed by the client where we act as processor
- Where required by law
- Where necessary to protect legal rights or system security
- In connection with a legitimate business reorganisation or sale, subject to applicable law.
We do not sell personal information.
14. international data transfers
Some service providers may process information outside the United Kingdom.
Where required, we rely on appropriate safeguards for international transfers, which may include:
- UK adequacy regulations
- The UK International Data Transfer Agreement
- The UK Addendum to Standard Contractual Clauses
- Other legally recognised transfer mechanisms.
15. data security
We take reasonable technical and organisational steps to protect information.
Measures used within Fully Booked HQ may include:
- Authenticated user access
- Role-based permissions
- Database row-level security
- Encrypted HTTPS connections
- Server-side credential storage
- Restricted service credentials
- Access controls
- Logging
- Data separation between client accounts.
No internet-based system can be guaranteed to be completely secure.
Users are responsible for maintaining the confidentiality of their own account credentials.
16. data retention
We retain information only for as long as reasonably necessary for:
- Providing the service
- Maintaining business records
- Supporting clients
- Resolving disputes
- Meeting legal obligations
- Maintaining system security.
Client account information may normally be retained during the client relationship and for a reasonable period afterwards unless deletion is requested or longer retention is legally required.
Financial and accounting information may be retained for periods required by UK law.
Access tokens and integration credentials are retained only while required for the authorised integration and should be removed, revoked or rendered unusable when no longer necessary.
Backups may retain deleted information temporarily until normal backup rotation completes.
17. data deletion
Users may request deletion of personal information or Meta Platform Data held by Fully Booked HQ.
Requests can be sent to:
[PRIVACY EMAIL — to be completed]
Please include sufficient information for us to identify the relevant account.
We may need to verify your identity before completing a request.
Where appropriate, we will delete or anonymise information without undue delay.
Some information may need to be retained where required by law, for fraud prevention, legal claims, accounting obligations or other lawful purposes.
Full instructions are available at:
18. disconnecting meta
Users may disconnect a Meta integration from Fully Booked HQ where that functionality is available.
Users may also manage app permissions through their Meta account.
Disconnecting or revoking future access does not necessarily delete information that was previously lawfully received by Fully Booked HQ.
To request deletion of previously received Meta information, follow the process at:
19. your data protection rights
Depending on the circumstances, UK data protection law may give you rights including:
- Access to personal information
- Correction of inaccurate information
- Deletion of personal information
- Restriction of processing
- Objection to processing
- Data portability
- Withdrawal of consent where consent is relied upon.
These rights are not absolute and may be subject to legal exceptions.
To exercise a right, contact:
[PRIVACY EMAIL — to be completed]
20. complaints
If you have concerns about how we process personal information, please contact us first so we can try to resolve the issue.
You may also have the right to complain to the UK Information Commissioner's Office.
Information is available at:
21. cookies and local storage
Fully Booked HQ may use essential cookies, browser storage or similar technologies necessary for:
- Authentication
- Security
- Maintaining sessions
- Remembering application preferences.
If optional analytics, advertising cookies or technologies such as Meta Pixel are introduced, they must not be activated for UK/EEA users until any legally required consent mechanism has been implemented.
Do not add a cookie banner merely for appearance.
Only add one when non-essential cookies or tracking technologies actually require it.
22. children
Fully Booked HQ is a business service and is not intended for children.
Users must be at least 18 years old unless an organisation has another lawful and appropriate basis for authorised access.
23. changes to this policy
We may update this Privacy Policy where:
- The application changes
- New integrations are introduced
- Our data-processing practices change
- Legal or regulatory requirements change.
The latest version will always be published on this page with the date of the most recent update.
24. contact
Questions about privacy or personal information should be sent to:
- [PRIVACY EMAIL — to be completed]
- [LEGAL BUSINESS NAME — to be completed]
- [BUSINESS ADDRESS — to be completed]