Privacy, in plain English

The short version: Daybook holds what it needs to run your daybook: your details, your places, your bookings and your cleaner's number. We never sell data and we never run ads. This page names every company that handles your data, and says what each one receives and why. It describes what Daybook's code does today.

Who we are

Daybook (daybookforhosts.com) is run by Anthony Williams, a holiday-let host in Wiltshire, United Kingdom. For data-protection purposes, that's who is responsible for your data. You can reach us any time at hello@daybookforhosts.com.

What we collect about you (the host)

• Your account: your name and email address. We sign you in with a link emailed to you and never store a password.
• Your places: property names, the address your cleaner needs, the calendar links (iCal) you connect from Airbnb, Vrbo, Booking.com or an agency, and a postcode if you give one. Anything you put in a guest guide, including door codes and WiFi details, is stored exactly as you typed it.
• Who reads your calendar: which site last read the calendar link Daybook gives you for each place, and when, so Daybook can tell you if a site stops reading it. Daybook keeps the site's name and the time, nothing else about the request.
• Your cleaner's details: the name and the WhatsApp or mobile number you give us, so Daybook can prepare the messages you send them and give them their own schedule page.
• Your notes and files: notes you write, bookings you add yourself, and any file of past bookings you upload.
• Fault reports: if a Daybook page hits a fault in your browser, it sends Daybook a short report. It says what failed, which page it was on (the private part of your link is cut out), your browser type, and the IP address the report came from. Daybook keeps the latest 200 reports.

What we collect about your guests

When a booking reaches Daybook, from your calendar feeds, from booking emails you forward to us, or from a file you upload, we keep what a daybook needs:

• the guest's name, arrival and departure dates, and party size;
• the booking amount and reference code;
• any note the guest wrote with their booking, and any arrival time or request in a message the platform sent you.

The emails you forward hold the guest's name, dates and messages. Daybook reads them (see Anthropic below) and keeps a short record of each one it read: its subject and what it took from it.

If a guest opens the guest guide you share, Daybook records that the guide was opened for their stay, and what they tap at the door: showing the WiFi, scanning the door card, checking out. A guest's email address, a guest book note or a thumbs-up is kept only if the guest chooses to add one. Email addresses are taken only on a direct booking.

We never contact your guests. Their details are shown to you. Your cleaner's schedule page shows dates and places, not guest names. Legally speaking, your guests are your customers: you remain responsible for their data, and Daybook processes it on your instructions, only to provide the service.

Why we use it

To run Daybook for you: the morning view, the cleaner messages you send, Numbers and the guest guides you signed up for, and to keep the service working, for example by fixing a broken calendar feed. We don't use your data for advertising.

Where it lives and who helps us run it

Daybook runs on other companies' services. This is every one of them, and what each receives.

• Railway runs the Daybook program and stores its files. That includes your board, files you upload, photos and PDFs added to a guide, guest book entries and guests' email addresses where guests added them, copies of forwarded emails Daybook could not file, nightly backups, and Daybook's activity log. The log can include email addresses, names and phone numbers. It leaves out private link addresses.
• Supabase is Daybook's database, in the EU (Frankfurt). It holds your account, your places and settings, your notes, your booking history with guest names, dates and amounts, and your guide, including any door codes or WiFi details in it. It also holds the records of who is signed in.
• Google provides the Gmail mailbox that receives the emails you forward to in@daybookforhosts.com. Daybook reads them from there. Daybook does not delete messages from that mailbox.
• Resend sends the email Daybook sends. It receives your email address and your sign-in link, which works for 15 minutes. It also sends the founder an alert when part of Daybook breaks. Daybook sends no other email.
• Anthropic makes the Claude AI models Daybook uses to read text. Daybook sends it:
  • the new emails you forward to in@daybookforhosts.com, each one whole: its subject and its text, the date it arrived and the names of your places. The text can hold the guest's name, dates, amounts and anything the guest wrote. This is how Daybook tells what kind of email it is and picks out the booking;
  • once a week, the facts for your Friday Briefing: your figures, the names of your places, and the names of guests arriving or leaving that day with any arrival time they gave. Claude writes the Briefing's words from them;
  • a file of past bookings that Daybook's own importer cannot read. The whole file goes, which can hold guest names, dates, amounts and booking codes;
  • a note of yours that Daybook marked for a closer read: the note, the names of your places and your cleaner, and, if you wrote it on a booking, that booking's place and dates;
  • public council web pages, to find school term dates. They hold nothing about you.
• OpenAI is not used. Daybook has a way to turn a recorded spoken reminder into words through OpenAI, but it is switched off, so no recording goes anywhere.
• Stripe takes payment, but only once payments are switched on. Until then nothing is sent to it. When it is on, it receives your email address, your Daybook account id and the plan you chose. Card details go straight to Stripe's own page. Daybook never sees or stores them. Daybook does not give Stripe your private link.
• Google Fonts supplies the typefaces on Daybook's pages, including your board, your cleaner's page, the guest guide and the sign-in page. Each time a page loads, your browser asks Google for the font files, so Google sees your IP address and browser details.

Daybook also asks a few other places for information. postcodes.io turns a postcode into a council area and a distance, and receives the postcode of a place or a cleaner when you give one. Council and government websites, and the Internet Archive's copies of them, are asked for school term dates. Airbnb, Vrbo, Booking.com and your agency are asked for the calendar links you gave Daybook. None of these is sent your name or your guests' details.

Daybook shares your data only with the services named on this page.

What we never do

• We never sell your data, or your guests' data.
• We never show ads or share data with advertisers.
• We never message your guests, and we never message your cleaner: the messages Daybook prepares, you send yourself.
• We never store card numbers or bank login details.

How long we keep it

For as long as you have an account, because your booking history is what lets Daybook show you this year against last year. Daybook keeps your records until your account is deleted, apart from a few logs and archives that keep only their most recent entries: the latest 200 fault reports, and the newest 14 backups. Emails you forward stay in the Gmail mailbox, because Daybook does not delete them.

Backups

Each night Daybook copies its files and its database records into a backup, and keeps the newest 14. The copies are kept on Railway and in a private storage area at Supabase. A backup holds your records and files, guest names included.

Deleting your account

To delete your account, email hello@daybookforhosts.com. Deleting an account removes your account record and your sign-ins, your places, notes, bookings, booking history, settings and guide, your board, your Friday Briefings, files you uploaded for reading, area guide PDFs, your guest book, thumbs-ups and guests' email addresses, your guide links and calendar link, and your cleaner links.

It does not reach photos you uploaded to a guide, and it leaves a cleaner's own records, such as their mileage, alone, because those belong to the cleaner. Older backups keep your data until newer backups replace them. Emails you forwarded stay in the Gmail mailbox. Nothing held by Anthropic, Resend, Google or Stripe is deleted by it. Small logs that mention your account id stay too.

Your rights

Most of what Daybook holds about you is on your board and in Settings, where you can change it. To see or correct anything you can't reach there, email hello@daybookforhosts.com. If you're ever unhappy with how we've handled your data, you can complain to the UK's Information Commissioner at ico.org.uk, though we'd appreciate the chance to put it right first.

Cookies

Daybook sets one cookie when you sign in. It keeps you signed in for up to 180 days, or until you sign out. A cleaner who opens their link gets a similar cookie, so their page remembers them. Daybook sets no tracking or advertising cookies. Your browser also keeps small notes for Daybook on your own device, such as which notices you have already dismissed.

Security

Connections to Daybook are encrypted (HTTPS). Sign-in is by emailed link, so there's no password to steal. Your board link, your cleaner's link and your guests' guide links are long random addresses, and anyone who holds one can open what it opens, so treat each like a key. Daybook keeps these addresses out of its logs and does not send them to Stripe.

Changes

The date at the top says when this page was last changed.

Questions

Ask us anything about your data at hello@daybookforhosts.com. A person answers: the same person who built it.