Your Space Bookings and Google user data
This section applies to Your Space Bookings, the booking system behind Your Space, when an account is connected to it with Google. It adds to the policy above and, for Google user data, takes precedence over it.
Who connects a Google account
Only Your Space's own team connects a Google account, from the booking system's administration, to link a room, a shared calendar or a person's own calendar to what can be booked. Customers making a booking never sign in with Google, and never give us access to their calendars.
What we access
With the permission the account holder grants on Google's consent screen, Your Space Bookings accesses:
- the account's name and email address, to show which account is connected;
- the list of the account's calendars and its access to each, so a calendar can be chosen to link;
- the events on each calendar that is linked: when each one starts and ends, its identifier, its status and its title. For a calendar linked as busy only, which is how a person's own calendar is linked unless they choose otherwise, titles are discarded as they are read and only the times are kept; and
- the events we write for bookings, which we create, update and remove.
How we use it
We use Google user data only to provide the booking system's calendar features:
- to treat a room, desk or person as unavailable while their linked calendar is busy, so they can't be double-booked;
- to write an event to the linked calendar for each booking, holding the space, and to remove it when the booking is cancelled. The event carries the booking's details: who the space is held for, the booking's reference, dates, room and rate, who booked and any attendees or comments, and a link to the booking for our team; and
- to show our team, in the booking system's administration, how a linked calendar's events line up with the bookings.
We do not use Google user data for advertising, we do not sell it, and we do not use it to develop, improve or train artificial intelligence or machine learning models.
How we store it, and for how long
The account's access tokens and a copy of each linked calendar's events are kept in the booking system's database, which is encrypted at rest. The copy lets the booking system keep rooms correctly unavailable if Google can't be reached for a while. Each event is replaced whenever the calendar is read again, removed once Google no longer reports it, and dropped a week after it ends. Unlinking a calendar deletes its copy, and removing an account from the booking system deletes its tokens.
Events we have written for bookings are part of the linked calendar, so they stay there after a calendar is unlinked unless they are removed in Google Calendar.
Who we share it with
We do not share Google user data with anyone, except our hosting providers, who store it on our behalf, and where the law requires it. Only our authorised team members can see it, in the booking system's administration. Anyone who can see a linked calendar in Google Calendar can see the events we write to it.
Removing access
An account holder can remove Your Space Bookings' access at any time from their Google Account's Third-party apps and services page, or ask us to remove the account by emailing hello@your-space.net.au. Either way, the booking system stops reading and writing that account's calendars.
Google API Services User Data Policy
Your Space Bookings' use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.