Legal
Privacy
Last updated 12 November 2026.
Who is responsible
Beaver Book is a service of BeaverByte Software Inc. ("Beaver Byte"). Each organization on Beaver Book is responsible for the bookings made on its site; its own notice is at its booking site's /privacy, and it is the first one to ask about a booking. Beaver Byte runs the service for them. Beaver Byte itself is responsible for the admins' sign-in details, the details organizations give when they sign up and pay, and messages sent through the contact form on this website.
What we hold
For visitors: what the organization's booking form asks (name, email, phone, and the organization's own questions) and the booking itself. For admins: name, email address and sign-in records. When an organization signs up: the owner's name and email, the organization's name and its address on Beaver Book, and, if it asks for the charity or non-profit discount, its registration number or a short note about itself. For organizations that pay: the plan, the billing state and the payment processor's reference numbers; card details go only to the payment processor. From the contact form: your name, organization, email, phone if you give it, the number of rooms and your message. We may count visits to this website with privacy-friendly statistics: no cookies and nothing that identifies you. We use no advertising and no tracking cookies.
Why we use it
To run each organization's booking site for it, sign admins in and keep accounts secure, set up and bill organizations, answer messages sent to us, send the emails the service needs, and keep Beaver Book safe and working. We never sell personal information and never use it for advertising.
Where it's kept, and who helps
Your information may be stored and processed in the United States. Backups are kept separately, with personal details encrypted. A few service providers help us run Beaver Book, each only for its own job: our hosting provider, our email delivery provider, and a service that checks forms are filled in by a person. Payments for organizations go through a payment processor. Organizations can ask us for the full list of our service providers.
How it's protected
Email addresses, phone numbers and notes are encrypted in the database. Only the organization's admins see contact details, and Beaver Book's staff only when needed to run or support the service. Each opening is logged. Everything travels over HTTPS.
How long
Visitors' details are erased automatically after the period each organization sets (12 months after the booking unless it chose otherwise). Details erased from the service stay in our backups until those copies expire, up to about 30 days later. If we ever have to restore a backup, we run the automatic erasure again at once and tell the organizations affected, so that requests to delete details made since that backup can be repeated. Admin accounts are kept while they're in use, and an admin's name and email are deleted 90 days after they're disabled. Records of what admins and our staff do in the service (the audit log) are kept for 24 months. Billing records (invoices and payments) are kept by us and our payment processor as long as tax law requires, normally six years. Contact form messages are kept for up to 24 months, then deleted automatically; ask us and we delete them sooner. Bookings made on the public demo, with their emails, are deleted every night; copies in backups expire as described above.
Your rights
You can ask to see, correct or delete your details. For a booking, ask the organization first (or delete them yourself from your booking's link once it's over); if it doesn't sort it out, write to our Privacy Officer. For anything else, write to us. We reply within 30 days. You can also contact the privacy regulator that applies to you.
Contact
BeaverByte Software Inc. Mailing address: 250 Consumers Rd, Unit 616, North York, ON M2J 4V6, Canada. Privacy Officer, privacy@beaverbook.ca. Security issues: security@beaverbook.ca.