Privacy statement

1. Who is responsible

For your own account data, Ultimate Bookings is the controller; for the data you enter about your contacts and artists, you are the controller and we are the processor (see point 11). Who the provider of Ultimate Bookings is, is set out in article 1 of the terms and conditions.

Contact for privacy questions: info@ultimate-bookings.com. We have not appointed a data protection officer; in our case this is not required (Article 37 GDPR).

2. What data we process

Account data

Your name, email address and an encrypted password. If you turn on the second login step, also the secret of your authenticator and your recovery codes (stored encrypted). Legal basis: performance of the contract.

Work data you enter or import

Bookings, fees, contacts, addresses, contracts, invoices, costs, travel details, calendar items, fan data, your artists' starting point and team members. This also includes personal data of others: your contacts and artists. Legal basis: performance of the contract with you; for those others, you are responsible.

Your artists' starting point (Agent+)

For the Agent+ route planner you can enter a starting point for each artist, often the home address: street and house number, postcode, town or city and country. Our server looks up a point on the map for it via Photon (see the appendix). We store that point on the map rounded to about 100 metres, so it never points exactly to the house. We store the typed address itself as you enter it. The point can only be seen by team members with rights to Bookings or Settings; street, house number and postcode only by those who can see Settings. Someone who is in your team as an artist cannot see it. The point is never sent to the AI, and on the map in the app it is shown even more coarsely, to about one kilometre. As with your other work data, you are responsible for this: let the artist know that their address is stored here.

Conversations with Agent+ (Ask Agent+)

If you ask Agent+ a question, we store your question and the answer, together with what Agent+ calculated and which buttons it suggested with it. We remove email addresses, phone numbers and bank account numbers from your question before we store it; an amount is only kept if you are allowed to see Revenue. Only you can see your own conversations, and only as long as you are allowed to view Bookings; an answer with amounts is only visible to you if you are allowed to see Revenue. You can delete a conversation yourself with “Delete this conversation”. Legal basis: performance of the contract.

Ideas from Agent+

Every night, and after a change in your calendar, Agent+ checks whether there is something you can act on: two shows that clash, an option (hold) that is about to expire, paperwork for a country, free nights between two shows. We derive such an idea from your own calendar and store it as a type and facts (places, dates, numbers), without amounts and without email addresses; the database itself refuses those. We keep track per person of which ideas you have already seen, so you never get anything twice. You can only see ideas with rights to Bookings.

Notifications on your phone or computer

If you turn on notifications from Agent+, we store the address your browser provides for this, two keys to encrypt the notification and a short name for the device, such as “Safari on iPhone”. We also store your choices (what you want to hear about, quiet hours, your time zone, how many per day). A notification is delivered by your browser's push service (see the appendix). A notification only contains a short title and a short sentence, such as “Two shows clash”, at most with a city, a country and a day: never the name of an artist, venue or client, no amount and no address, because a notification appears on your lock screen. If you turn notifications off under Settings, Notifications, or log out, we immediately delete the address of that device. The Agent+ morning email is off by default; if you turn it on, you get at most one email a day at your own login address, which you can unsubscribe from with one click.

WhatsApp conversations

If you connect your WhatsApp Business number, we store your one-to-one conversations: the text of the messages, who sent them and when, your client's WhatsApp number and profile name, photos and files your client sends, and whether a message was delivered. Messages you send from your phone are included too, as are earlier conversations up to six months back if you share them when connecting. From your phone's address book we only take the name for a conversation that already exists; we do not store other contacts. We store the key for the connection encrypted. Conversations can only be seen by team members who are allowed to view Bookings or Invoices. If you disconnect, no new messages are added; the conversations already received remain until your organisation is closed or until you ask us to delete them. As with your email, you are responsible for your clients' data in these conversations: use a number you use for business. Legal basis: performance of the contract.

Market research with your fees and shows

As stated in the terms (article 7), we keep our own copy of your fees and shows: date, venue, city, country, type of show, fee and status, with the name of your organisation. Never your contacts, notes, show titles, addresses or which artist performed. We use that copy for our own market research, for example to see which fees apply in a city or for a type of show. We do not sell it and do not pass it on to anyone; no other customer sees it. Legal basis: our legitimate interest (Article 6(1)(f) GDPR): insight into the market in which our customers work. We ourselves are responsible for this copy, not you. You can always object: turn market research off under Settings → Account, and we remove your copy immediately and everything keeps working exactly the same.

Public contact details of clubs and venues

We keep our own list of email addresses that clubs and venues make public themselves, on their own website or in OpenStreetMap, with the page where the address was found and the date. For this we read the homepage and at most two contact pages of a club, only if that site's robots.txt allows it, under the name UltimateBookingsBot. We include addresses from OpenStreetMap once a month when we update our club guide. They are usually addresses for bookings or general enquiries; if a personal address is on the site, we store it under the same rules. The pitch agent and the Agent+ route planner suggest such an address when a customer does not yet have an address for that club; the customer decides whether to send an email, and every pitch has an unsubscribe link. Legal basis: legitimate interest (Article 6(1)(f) GDPR), because these are business addresses intended to be contacted. If your address is on it and you do not want that, let us know: we will remove it and it will not come back. We never take anything from a customer's address book for this.

Switching requests

If you ask for help with switching under Settings → Switching, we store your answers and the files you send along, so that we can transfer your data from your old software. If you provide an API key or login details, we store them AES-256 encrypted: only the owner of Ultimate Bookings can read them, and every time he opens them, this is recorded in your organisation's log. The key and login details are deleted as soon as your switch is complete, and in any case 30 days after your request. The files are removed 30 days after your request has been marked as complete, or earlier if we delete them ourselves. In any case, the files and your contact details from the request are removed 90 days after your request, whatever its status. Legal basis: performance of the contract and the consent you give when sending the request. We do not use this data for anything else. Change your password in your old software as soon as the switch is complete.

Connections with YouTube, Instagram and TikTok

If you connect an artist's YouTube, Instagram or TikTok account under Settings → Press profile, you log in with that platform itself; we never see your password. We then only get read access: for YouTube the number of subscribers and the number of views per country and city (YouTube Analytics, read-only), for Instagram the username, the number of followers and the followers per country and city, for TikTok the display name and the number of followers. We never post anything and do not read messages, videos or comments. We store the access the platform gives us AES-256 encrypted; only our server can use it. Once a week we fetch the figures again. They appear in the artist's press profile and one-sheet, and Agent+ uses them to see where the fans are; only the team of your own organisation can see them, we do not share or sell them to anyone and we do not use them for advertising. You can disconnect at any time with one click on the artist: we then revoke the access with the platform where possible (Google, TikTok) and delete it on our side immediately; the figures already received stay in the profile until you change them yourself or close the organisation, at which point everything is removed. You can also revoke access yourself in your Google account, on Instagram (Settings → Apps and websites) or in the TikTok app. Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Legal basis: performance of the contract; you choose whether to connect.

Preferences for guests and crew

When preparing a show you can record allergies and dietary requirements. That is health data. Only enter it if it is really necessary for the show, and remove it as soon as the show is over. We delete it first as soon as an organisation is closed.

Connected mailbox

If you connect a mailbox, we store the login details AES-256 encrypted and read messages read-only. We store the messages the agent uses, including sender, subject and the text of the message, so that you can read back the thread and a reply really goes out as a reply. See point 5.

Payment details

We do not see any bank account numbers for your subscription: Mollie handles that. What we store is the customer and subscription number at Mollie, the status and the amounts. We do store the IBAN you put on your own invoices, because you enter that in the app yourself.

Error reports via the bug button

If you report an error with the button at the top right of the app, your message, the page, your browser and screen size, your email address and the name of your organisation go to the maker of Ultimate Bookings, with a screenshot if you leave that switched on. We only use this to fix the error and reply to you.

Technical data

To curb misuse, we count requests per address. The IP address is not stored but hashed, and those counters disappear after two days. The error log deliberately contains no names, addresses or free text: only the type of error, a fingerprint and the route pattern.

3. What we use it for

Solely to provide the service: showing your calendar and administration, having the AI agent write drafts, creating contracts and invoices, processing payments and keeping you informed about matters that directly affect your account.

We do not send marketing emails and do not sell data. The email you receive from us is service email: about your account, your subscription and your invoices. Email that the app sends on your behalf only goes out after you have approved it, message by message.

We do not take automated decisions with legal effects. The AI suggests; you decide.

4. How long we keep it

Your account

As long as you have it. If you delete it (Settings → Account), your name, your login details and your personal calendar links disappear immediately.

Your organisation's work data

As long as the organisation exists. If you close the organisation, bookings, contracts, calendar items, email, drafts, fan data, route plans, conversations and ideas from Agent+, integrations and mailboxes are deleted at that same moment.

Invoices

Seven years: that is the statutory tax retention obligation (Article 52 of the Dutch General Taxes Act (Algemene wet inzake rijksbelastingen)). When you close your organisation the invoices remain, but the personal data around them is anonymised immediately: company name, street, postcode, town or city, country and VAT number remain; names of individuals, email addresses, phone numbers, notes and preferences are removed. After those seven years, the rest disappears too.

Email history (content of messages)

There is no fixed retention period for this: there is no automatic clean-up, and as long as your organisation exists the stored email content remains. We delete it on request. You can do this yourself at any time with the “Delete mail content” button under Settings → Email: it deletes your organisation's stored messages in one go. If you ask us by email instead, we will do it within 30 days. Everything also disappears if you close your organisation. We write it this way because it is what the app does; promising a fixed period that does not exist would be an empty promise.

Counters against misuse (hashed IP)

Two days, after which they are deleted.

Error reports via the bug button

180 days, after which the nightly clean-up deletes the message and the screenshot. If you close your organisation, they are removed immediately.

Platform logs

Runs of nightly tasks, outage notices and the error log contain no personal data. They are not cleaned up automatically; here too, a fixed period has yet to be set.

Market research with your fees and shows

As long as you do not object, also if you close your organisation; there is no fixed end date. If you turn market research off under Settings → Account, we remove your copy immediately, in the same action. If you have already closed your organisation, you can no longer turn it off yourself: let us know and we will do it within 30 days.

Public contact details of clubs and venues

No fixed period: there is not yet any automatic clean-up of addresses that disappear from a site. An address is removed as soon as someone asks, for any club and in any country; after that we only keep the email address itself on a block list, so that it is no longer suggested or added again anywhere. We read a site again at most once every thirty days.

Club suggestions, place coordinates and the club guide

Club suggestions per country and place coordinates are public map data that we keep for at most thirty days, so we do not ask the same question over and over. We update our club guide (name, town or city, address, point, website, size and opening hours of clubs and venues from OpenStreetMap, © OpenStreetMap contributors, licence ODbL) once a month; anything that is no longer in it is then removed. If a venue does not want to be in it, we hide it and it does not come back. No personal data.

Agent+ route plans

We keep an evening plan until 30 days after that evening, and a tour plan until 90 days after the end of the period you chose for the tour. A draft, or a tour you removed, disappears no later than 60 days after the last change. That clean-up runs every night.

Agent+ conversations, ideas and notifications

We keep a conversation with Agent+ for 90 days after your last question, or shorter if you delete it yourself. An idea from Agent+ disappears one week after its subject has passed (the show, the option or the month) and never stays longer than eight months and one week. We keep which button you used with an Agent+ answer or idea for 180 days, so that a double click never does anything twice. We keep the list of notifications sent for 30 days. We delete your device's address for notifications when you turn notifications off or log out, after five failed notifications in a row, after 90 days without a notification and without a visit, or when you leave the organisation. Your notification choices remain until you leave the organisation or delete your account. That clean-up runs every night.

Your artists' starting point

We delete street, house number, postcode and the point as soon as you remove them, archive the artist or close the organisation. Town or city and country remain with the artist (also for the pitch map) until you remove them or close the organisation. If you change the address, the old point disappears immediately and we look up a new point.

5. Your mailbox, and what we keep from it

If you connect a mailbox, the agent reads along in it to recognise booking requests. It never sends or deletes anything in your mailbox.

Important to know: the messages the agent uses are stored with us: sender, recipient, subject, date and the text of the message. This is necessary to show the thread on the booking and to make a reply really arrive as a reply. That text can contain anything the other party writes.

There is also a feature that searches your email archive to fill your address book. It only looks at senders of email related to bookings and stores their name, email address and company name. You start that feature yourself; it does not run by itself.

If you do not want this, do not connect a mailbox. If you disconnect, the login details disappear immediately; messages already stored remain until you delete them.

There is no fixed retention period for that stored email content: there is no automatic clean-up. Deletion happens on request: with the “Delete mail content” button under Settings → Email you delete them yourself in one go, or you ask us and we do it within 30 days. When you close your organisation, they are removed in any case. See also point 4.

We store the password or app password of your mailbox AES-256 encrypted, and it cannot be read back anywhere in the app, not even by us through the normal route.

6. Transfers outside the European Union

Your data is stored in the European Union (Ireland). Three parties are based in the United States: our hosting provider Vercel, the AI service Anthropic and our email sender Resend.

For those transfers we use the European Commission's standard contractual clauses (Article 46(2)(c) GDPR), supplemented by the measures those parties take themselves. Anthropic does not use the data provided to train models and, under its API policy, keeps it for at most thirty days for misuse detection.

If you want no email content at all to go to an AI service, do not connect a mailbox and do not use the AI import. The rest of the app works fine without it.

For notifications, your browser uses its maker's push service; which one that is, you decide through your choice of browser. That service may be located outside the European Union. What it passes on is encrypted, and without notifications nothing is sent to it.

7. What your browser fetches itself

Two parts are fetched directly by your browser, and that party then sees your IP address: the venue search in the booking form (Photon by komoot, Germany) and the map below it (map tiles from OpenStreetMap). This only happens on the screen where you enter or edit a booking.

Otherwise the app loads no external scripts, no advertising networks and no trackers.

8. Cookies

Only functional cookies: to keep you logged in, to remember which organisation you have chosen and whether you want the light or dark theme. There are no tracking or advertising cookies, so no cookie banner is needed either.

Visitor counter: to know how many people visit our site, we count two numbers per day: the number of pages viewed and the number of visits. We store nothing about you: no address, no device, no page and no cookie. That is why this does not depend on a cookie choice.

9. How we protect data

Every organisation is shielded at database level (row level security): even via the API, nobody can see data of another organisation or outside their role. That shielding is not just taken on our word: a test suite runs that logs in with real throwaway accounts and asks the database itself who can see what.

Furthermore: traffic over HTTPS, encrypted storage at our database provider, mailbox passwords and connection keys AES-256 encrypted, a second login step you can turn on yourself, and counters that slow down requests in case of misuse.

Have you found a security problem? Report it to us before you share it anywhere else. Our contact details are on the contact page.

10. Your rights

Access and portability: via Settings → Account you download your entire administration as an Excel file (bookings, contacts, invoices).

Rectification: you can change everything you have entered in the app yourself.

Erasure: you can delete your personal account under Settings → Account; you can close your entire organisation there too, on that same screen. Both take effect immediately. What is kept after that is set out in point 4.

Remove only the stored email content and keep the rest: you can do this with the “Delete mail content” button under Settings → Email. If that does not work for you, ask us; we will do it within 30 days.

Objection and restriction, or a question about any of your other rights: contact us. We respond within 30 days.

If you disagree with how Ultimate Bookings handles your data, you can lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) (autoriteitpersoonsgegevens.nl).

11. You are responsible for your clients' data

For your own account data, we are the controller. For everything you record about your contacts, artists and clients, you are the controller; we are then the processor and only do what you instruct us to do.

One exception: for our copy of your fees and shows for market research, we ourselves are responsible (see Market research above). Contacts are never included, and you can always turn it off.

This also means that you must be able to tell those people what you do with their data. For this we have a data processing agreement ready, which you can request from us; it sets out what we may and may not do with that data, which parties we engage and what we do in the event of a data breach.

12. Changes

This statement may change, for example if a new party is added. The current version is always on this page. In the case of material changes, we will let you know in the app or by email. Version: October 2026.

Appendix: the parties we engage

With parties that process personal data on our behalf, we conclude a data processing agreement (Article 28 GDPR). This list is complete: if a service is not on it, we do not use it.

SupabaseEuropean Union (Ireland)

Database, login and file storage: almost everything you enter in the app is stored here.

VercelUnited States (transfer under standard contractual clauses)

Hosting: every request to the app passes through here. In doing so it processes technical data such as your IP address and browser details.

Anthropic (Claude)United States (transfer under standard contractual clauses)

Reads the emails and files you submit in order to turn them into requests, bookings and draft replies. Also works for Agent+: writes pitch emails and the explanation for a route plan, and reads the wishes you type for a tour. In doing so, the artist's name, home town and home country, the club and the name of your contact there, cities, dates, fan figures, past shows and your wishes are sent, never a home address or amounts. If you have connected WhatsApp, the service also reads the latest messages of a WhatsApp conversation (with your client's name, without phone number) to turn them into a request and a draft reply. Also answers questions in Ask Agent+. In doing so, your question (without email addresses, phone numbers, bank account numbers and amounts) and the outcome of our calculation are sent: places, dates, travel times and paperwork. Names of venues and artists from your planning are sent as a code, so the service does not see them; what you type in your question yourself is sent as you type it. Notes, contacts, email and the home address are not sent, and amounts from your planning only if you are allowed to see Revenue. Your data is not used for training.

Molliethe Netherlands

Your subscription with us, and (if you connect your own Mollie key) the payment links on your invoices.

ResendUnited States (transfer under standard contractual clauses)

Sending email that you have approved, plus the notice of whether that email was delivered or rejected, and the Agent+ morning email if you turn it on.

Meta (WhatsApp Business Platform)European Union (Ireland) and United States (transfer under Meta's terms)

Only if you connect your own WhatsApp Business number. For this you conclude an agreement with Meta yourself (the WhatsApp Business terms); Meta delivers the messages between you and your clients. From Meta we receive the messages in your one-to-one conversations, your client's WhatsApp number and profile name, photos and files your client sends, and whether a message was delivered or read. What you send from Ultimate Bookings, and the portal link as fixed text, goes to your client via Meta. Group conversations are not included.

Photon (komoot)Germany

Searching for a venue or place in the booking form. Your browser sends the search term, and with it your IP address, directly to this service. In addition, our server converts an artist's starting point (only street and house number, postcode, town or city and country) into a point on the map for Agent+. Only that address is sent, no name and not your IP address.

OpenStreetMapEuropean Union / United Kingdom

The map tiles under the venue search. Your browser fetches them directly, so your IP address is sent here too.

Overpass (overpass-api.de)Germany

Club suggestions per country on the pitch map. This request is made by our server, not your browser; no personal data is sent, only a country code. In addition, once a month per country we fetch the clubs and venues for the club guide of the Agent+ route planner; here too, no personal data is sent.

ABOSSthe Netherlands

Only if you use the switching assistant: we fetch your shows and contacts with your own ABOSS token. We write nothing back to ABOSS.

BandsintownUnited States (public data, no personal data of yours)

Only if you turn on the connection: public show data and fan numbers from your artist page.

Your browser's push service (Apple, Google, Mozilla or Microsoft)Varies by browser (including the United States)

Delivers an Agent+ notification to your device, only if you turn on notifications. The content is encrypted; the service only sees that there is a notification, not what is in it. Which service it is depends on your browser: Safari uses Apple's, Chrome uses Google's, Firefox uses Mozilla's and Edge uses Microsoft's.