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Data Protection, GDPR and BookingHawk.com

As you are aware, The General Data Protection Regulation (GDPR) came into effect on May 25th 2018. BookingHawk.com provides a number of features which help you to ensure your business complies with The GDPR.

BookingHawk.com is Irish owned and hosted. We never share either your data or that of your clients with anyone other than our Hosting Company (Hosting Ireland), and our Payment Providers (Stripe and N26).

  1. You must inform your clients of the explicit reasons for you holding their data. See how you can update the message from the default which we have entered by clicking here. NOTE: The default message is: “We require the information you have provided to allow us to schedule bookings and manage our diary. Your contact data will be used if we need to contact you. We use the software platform BookingHawk.com to help us to achieve these objectives. BookingHawk.com is Irish owned and hosted. BookingHawk.com do not use your data for any purposes other than those stated above.”
  2. Clients must give you explicit permission to hold their data. There is a checkbox in the dashboard for you to indicate if the client has done so when you are making a booking for them. When the client is booking themselves in, they must select the new data checkbox. To see this feature in operation, see this short video.
  3. Clients have the right to request that you delete their data, see how you can do so in this short video.
  4. Clients have the right to access their data. See how you can give them their data in this short video.
  5. Clients have the right to request that you edit/correct their data. See how you can do so in this short video.
  6. You have the ability to see the clients that are on your waiting list (Appointments Only). To learn how to enable your waiting list click here. To see how to view your waiting list, click here.
  7. The Data Protection Officer for BookingHawk.com is Niall Smith. Please feel free to contact him via the usual channels or on the below email address. shceduling-system
  8. You can merge clients if you notice that the same client is in your system with different email addresses. Should you do so, all data for both clients will be left with the remaining master client. To see a quick demo of this, click here.

Online Booking Payments and Deposits With BookingHawk.com

by niall 0 Comments

BookingHawk.com is securely integrated with the payment processing company named Stripe.
Stripe are the new standard in online payments. They handle billions of dollars every year for forward-thinking businesses around the world. By using Stripe to process our payments, we are making sure that your customers details are offered the best security available and that we abide by all the required legislation.

So how does it work?

When a user makes a payment through BookingHawk.com for your service, the users card is immediately debited and the funds move to Stripe. Once you honour the users booking, BookingHawk.com deposit the payment, less the Stripe commission, into your nominated bank account.

The Stripe commission fees can be seen on their website. When a user books your service with a European card, the commission fee is 1.4%, plus 25c plus tax. So for example a European card with the Irish VAT rate of 23% means that Stripe take 48c of a €10 payment.

With BookingHawk.com, you can set your own cancellation policy. If a user cancels and they are due a refund, they get 100% of what they paid refunded, including the commission.


When will you get your money?

As with most things in life, that depends. It depends on how many days in advance a user is booking a service for. There are two scenarios.

  1. The first, known as a ‘Long Notice Booking’ is when a user books a service for a date in the future, more than 7 days in the future to be exact.
  2. The second scenario, known as a ‘Short Notice Booking‘ is when a user books a service at short notice, short notice being defined as date less than 7 days away).

Long Notice Booking

The money will be in your account within 5 working days after the service is hououred. For example, Frank books a service for February 1st 2021. The money is held by BookingHawk.com until February 3rd. At that point, neither party can no longer issue a refund and the bank transfer begins.

Short Notice Booking

Stripe hold all European payments as pending for a period of 7 business days. So 7 business days after the payment is received, BookingHawk.com trigger the transfer that should be in your account within 3 working days. In our first scenario, that 7 day pending period was swallowed up in the wait for February 1st. Don’t worry about transactions being in pending mode, once they enter pending, BookingHawk.com guarantees payment for your service. We can do that because Stripe make that guarantee to BookingHawk.com

All of this happens automatically. It may sound a little complex but it just means that you don’t need to worry about issuing refunds or creating bank transfers. We also make it nice and easy for you to trace back each payment to the booking it relates to with our consistent bank transfer code. The code you see in BookingHawk.com is the code you will see on your bank statement.


Mandatory Booking Code – Product Update June 4th 2017

Release 23 of BookingHawk.com adds more flexibility and adaptability to the ever popular online booking system. This release sees two significant changes move into our live site. So without further ado…

Mandatory Booking Codes

For a while now, it has been possible to allow your customers enter codes at booking time to either:

  1. Get a discounted booking
  2. Bypass an otherwise mandatory booking deposit

The latest  release sees the addition of mandatory booking codes. This feature means that a customer cannot attempt  to make a booking for your service unless they are in posession of a booking code. This feature means that the online booking system is now suitable to for a room booking system.

The following screen shots demonstrate how this new functionality operates:


Step one of the booking process remains unchanged. The user selected the date, time and asset (in this case room) that they wish to book


Step 2 of completing a booking which requires a mandatory booking code. A user is required to enter in a booking code. This code is controlled by the administrator of the business. The code can be amended, edited or remoed by the admin at any time.


Once the user has entered in a correct and valid code, they are then presented with the final booking screen. They may now complete their booking.

Control How Much Of Your Calendar Your Customer Sees

Previously, you could limit the amount of your calendar that your customer saw, only in months. This latest release facilitates you to set the limit in days, months or weeks. This is a useful feature where your assets are in high demand.


A new control set allows a business to have a higher degree of granularity around how many days their customers may view their calendar in advance. Here, the business is observed to set the limit to 2 weeks.


This 2 week control is reflected on the business profile page. Here we can see that a customer only has 2 weeks visibility into the booking availability of the business.


In the above image, the administrator can be observed setting the amount of visibility to 5 days.


The 5 day visibility setting can now be observed on the business profile page which the customer sees. The calendar and visibility in the dashboard is unaffected.

And The Rest…

Additional updates include:

  • Configurable email setting for appointments. Now a customer is always emailed their booking information and the business admin can optionally add a message that will be included with each email
  • Updated auto booking emails with more accurate hyperlinks
  • Enhancement to event booking notes
  • Improved product branding with the replacement of Booking Hawk with BookingHawk.com
  • More information about customer/patient/case notes added to the homepage of BookingHawk.com
  • Updated invoice template
  • Updated terms and conditions
  • Updated privacy statement
  • Order added to the timetable overview page in the business dashboard
  • Manage Booking page will no longer return bookings that are in the past to a customer. The business admin can still see all past bookings in the dashboard
  • Option granted to admin for whether or not they display the appointment end times to the customer
  • Fix added for missing style on event booking management page for customer
  • Ability added for an event attendee to book more than one place at a time when making an event booking