Terms of Service

Booktender is built in Calgary, Alberta. You can reach us by email at hello@booktender.app, or by mail at 1721 29th Avenue SW, Studio 415, Calgary, AB T2T 6T7.

Booktender is for businesses. The person who creates a shop becomes its first owner and accepts these terms for the business, and confirms that they are allowed to.

Booktender is booking software for appointment-based shops: a staff calendar, an online booking page, client records, a waitlist and walk-in list, checkout records, team hours and pay records, and appointment texts and emails to clients. On Shop + Phone, it adds an AI phone agent that answers the shop’s calls and books, moves and cancels visits.

Booktender doesn’t process card payments, take deposits or no-show charges, or keep clients’ cards on file. Card payments run on the shop’s own terminal, and checkout records them.

Shop phone numbers aren’t connected yet. Until they are, the AI phone agent answers only test calls, not the shop’s real calls.

• You sign in with a six-digit code or a link sent to your email. Keep that email account secure: anyone who can read it can sign in as you.
• Owners decide who joins the team and what role each person has, and are responsible for what their team does in Booktender.
• A front-desk device can be set up as a shop screen. It signs in as its own account with limited rights, and an owner or manager can sign it out at any time.

Your shop is the organization responsible for its clients’ and callers’ information under privacy law, and we process that information for you, as our Privacy Policy describes. So you agree to:

• tell your clients how you collect, use and share their information, including that you use Booktender and its service providers, some of them outside Canada, and get any consent the law requires;
• keep callers informed. The phone agent always says it is the shop’s AI assistant, and that can’t be removed. Its notice “Calls are transcribed to help with bookings.” is on by default. If you switch it off, Booktender stops keeping transcripts of your calls, and the choice is yours;
• keep the phone agent’s privacy contact (your first owner, unless you name someone else) current, and answer the privacy questions that reach them;
• use Booktender’s texts and emails only for your clients’ appointments. Every text names your shop and honours STOP. Don’t add offers or advertising to them;
• get your clients’ consent, as Canada’s anti-spam law (CASL) requires, before you send them marketing messages in any other way;
• keep client notes and photos to what you need to serve your clients.

Prices are in Canadian dollars, per location, before GST (5%), which is added on top. There’s no commission on bookings and no fee per team member or booth renter.

• Shop: CA$89 per location a month, or CA$890 per location a year. Includes 3,000 appointment texts per location a month.
• Shop + Phone: CA$149 per location a month, or CA$1,490 per location a year. Includes 3,000 appointment texts and 300 AI phone minutes per location a month.

Yearly billing costs 10 months’ price for 12 months. You pay for each location your shop runs in Booktender.

• The minutes included in a plan reset each month and don’t carry over.
• Extra minutes come in packs: 100 minutes for CA$15 or 500 minutes for CA$60, before GST. Only an owner buys them. Pack minutes roll over for 12 months.
• When a location’s minutes run out, its calls ring the shop instead of the AI, unless an owner has turned on auto-refill, which buys more minutes at the pack price.

A new shop starts with a 14-day free trial with everything in Shop + Phone switched on, capped at 100 AI minutes and 500 texts. No card is needed. Because a phone number can take time to connect, the phone line’s 14 days start when it answers its first call.

Choosing a plan during the trial starts that plan, and its billing, right away. If the trial ends without a plan, the shop moves to a 7-day grace period and then pauses (see If a payment doesn’t go through).

The first 25 shops in Calgary and area that subscribe within 90 days of launch get:

• Shop + Phone at CA$99 a month, before GST, instead of CA$149, for 24 months;
• a 60-day free trial instead of 14 days;
• a free switch-over: we help move your shop from its current booking system at no charge.

Places go in the order shops subscribe. The offer closes when 25 shops have taken it or 90 days after launch, whichever comes first. After the 24 months, the subscription continues at the Shop + Phone price then in effect, and we email the owner before the price changes. Everything else in these terms applies as usual.

• Subscriptions are billed through Stripe, which holds the owner’s payment details. Card details never reach our servers.
• A subscription renews automatically at the end of each month or year, and Stripe charges the payment method the owner gave it, until the subscription is cancelled.
• Owners find the plan, invoices and payment details in Settings › Billing.

If a trial ends without a plan, or a renewal payment fails and stays unpaid, the shop moves to a 7-day grace period. The app tells the shop when this happens. During grace:

• no new bookings can be made, online, by phone or by staff, and the AI stops answering calls;
• visits already booked still run: staff can check clients in, check them out and cancel visits;
• nothing else can be changed.

After grace, the shop pauses. A paused shop keeps all its data: owners can still read it, download it and choose a plan to restore the shop, but nothing else can be changed.

Owners cancel in the app, with Cancel subscription in Settings › Billing. The plan keeps running until the end of the period already paid for, and until then the owner can resume it. After that, the shop pauses with its data kept, as above.

Your shop’s data is yours. We use it only to provide Booktender to you, as our Privacy Policy describes. We don’t sell it, and we don’t use it to train AI models.

Owners can download it at any time, even while the shop is paused or after cancelling: Settings › Billing › Your data › Download data gives one JSON file with the shop’s locations, team, services, clients and their phone numbers, appointments and sales.

Most things you delete in the app are kept for 30 days and then permanently erased. Sales and the audit trail are kept as records: a sale can be corrected with a refund or adjustment, but not deleted.

There’s no button to delete a whole shop yet. To have your shop and all its data deleted, an owner emails us at hello@booktender.app from the email address they sign in with. Because deleting a shop can’t be undone, we confirm with the owner before we do it.

You agree not to use Booktender to:

• break the law, including privacy, anti-spam and telemarketing laws;
• message people who aren’t your clients;
• make the phone agent claim to be a person, or tell callers anything false, through its greeting or knowledge base;
• try to reach another shop’s data, get around the limits of a role, or test our security except as our Security page describes;
• overload or disrupt the service, or resell it without our written agreement.

We may pause or suspend a shop that breaks these rules or puts others at risk. We’ll tell the owner why, unless the law or someone’s safety prevents it.

The phone agent is AI. It can mishear, misunderstand or make mistakes. Our software limits what it can do: it offers only times your calendar has open, books, moves or cancels only after the caller says yes, and won’t read out, move or cancel an existing booking until the caller gives the booking reference or the date of their last visit.

Your calendar is the record. If what was said on a call and your calendar disagree, the calendar is right.

Owners can see every call in the call log, with its outcome, summary and bookings, and its transcript when one is kept. Check your calls, especially in your first weeks.

We work to keep Booktender running, but we don’t promise it will always be available or free of errors. It depends on service providers, including our database host, OpenAI and the phone network, and we sometimes need to update it. For help, email us at hello@booktender.app.

We may change Booktender, these terms or our prices. We’ll email owners before a change to these terms or to their price takes effect, with enough notice to cancel first if they don’t agree. A price change never applies to a period already paid for. The date at the top shows when this version took effect.

We provide Booktender as it is. As far as the law allows:

• we aren’t liable for indirect or consequential losses, such as lost bookings, lost revenue or lost profits;
• our total liability for all claims is limited to what your shop paid us in the 12 months before the claim arose.

Nothing in these terms limits a liability that the law doesn’t allow us to limit.

These terms are governed by the laws of Alberta and the federal laws of Canada that apply there. Any dispute about them goes to the courts of Alberta.

Questions about these terms go to hello@booktender.app, or by mail to Booktender, 1721 29th Avenue SW, Studio 415, Calgary, AB T2T 6T7.