OneDiary
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Privacy

Privacy Policy

This page explains what personal information OneDiary collects, why we use it and how people can contact us about their data.

Last updated: 9 June 2026

Quick summary

  • We collect the information needed to run bookings, accounts, payments, support and security.
  • Businesses control the appointment information they collect from their own clients.
  • OneDiary controls information used to run the OneDiary platform, such as accounts, subscriptions, support and platform communications.
  • Payments are processed by Stripe. We do not store raw card details.
  • You can contact us at support@onediary.co.uk.

1. Who we are

OneDiary provides booking, diary and deposit software for independent service businesses.

Our contact details are: OneDiary, 28 West Haddon Road, Northampton, NN6 8QL. Email: support@onediary.co.uk.

2. Controller and processor roles

For business account information, subscription billing, platform support, security, marketing preferences and OneDiary client accounts, OneDiary is usually the controller.

For appointment information entered on a business's booking page, the business is usually the controller and OneDiary acts as a processor helping the business provide the booking service.

Sometimes we may have our own controller responsibilities for the same booking journey, for example where we need to secure the platform, send system messages, handle payments, prevent misuse or meet legal obligations.

3. Information we collect

The information we collect depends on how you use OneDiary.

Business owners and staffName, email address, password, role, permissions, working hours, business profile, subscription status, Stripe onboarding status, support messages and marketing preferences.
Business profileTrading name, legal name, business type, address, telephone number, website and social links, services, prices, add-ons, images, availability and booking rules.
Clients booking appointmentsName, email address, telephone number, booking details, selected service, add-ons, selected staff member, notes supplied by the client, payment status and appointment history.
Client accountsName, email address, telephone number, password, verification status and appointment links.
PaymentsPayment amount, currency, deposit status, Stripe identifiers, event logs and fee information. We do not store card numbers or security codes.
Technical informationSession information, security logs, device/browser information where needed, error logs and basic usage information.

4. How we use personal information

We use personal information to:

  • create and manage business, staff and client accounts;
  • show booking pages and accept bookings;
  • send confirmations, payment links, reminders and account emails;
  • process deposits, subscriptions and platform fees through Stripe;
  • provide support and respond to enquiries;
  • protect the platform, prevent misuse and investigate issues;
  • improve OneDiary and understand what features are useful;
  • send marketing messages where allowed and in line with preferences.

5. Lawful bases

Depending on the activity, we rely on one or more lawful bases under UK data protection law:

  • Contract: to provide OneDiary accounts, bookings, subscriptions and support.
  • Legitimate interests: to run, secure and improve the platform, respond to enquiries and keep sensible business records.
  • Consent: for optional marketing choices where consent is required.
  • Legal obligation: where we need to keep records or respond to lawful requests.

6. Who we share information with

We share information only where needed to provide and protect the service. This may include:

  • the business a client books with;
  • Stripe for payment processing, subscriptions and connected account onboarding;
  • Brevo for service emails such as invites, confirmations, payment links and password resets;
  • hosting, infrastructure, security and operational service providers;
  • professional advisers or authorities where required by law.

We do not sell personal information.

7. How long we keep information

We keep personal information only for as long as we reasonably need it. The exact period depends on the type of information and why it is held.

  • Account and business records are usually kept while the account is active and for a reasonable period afterwards.
  • Booking and payment records may be kept to support the business, resolve disputes, maintain financial records and meet legal requirements.
  • Support messages may be kept while we handle the issue and for a reasonable period afterwards.
  • Marketing preferences are kept so we know what messages people have asked to receive or not receive.

8. Security

We use practical technical and organisational measures to protect personal information. This includes password hashing, access controls, prepared database queries, secure payment providers and limiting access to people who need it.

No online service can promise perfect security, but we work to keep OneDiary calm, dependable and well protected.

9. Your rights

Depending on the situation, you may have rights to access, correct, delete, restrict or object to the use of your personal information. You may also have the right to data portability and the right to withdraw consent where processing is based on consent.

If your request relates to an appointment with a business, we may need to involve that business because they may be the controller for that booking information.

You also have the right to complain to the Information Commissioner's Office. We would appreciate the chance to help first, but you can contact the ICO through ico.org.uk.

10. Cookies and sessions

OneDiary uses essential cookies and sessions to keep users signed in, protect accounts and make booking flows work. If we add non-essential analytics or marketing cookies, we will explain those choices clearly.

11. Contact us

For privacy questions, email support@onediary.co.uk or write to OneDiary, 28 West Haddon Road, Northampton, NN6 8QL.