1. Introduction

Last updated: October 31, 2026

This Privacy Policy explains how EZBook collects, uses, shares and protects personal information. EZBook is an online booking system for physical resources and assets, such as rooms, desks, workstations, lab equipment and vehicles.

EZBook is a product of Kibog Inc. (“Kibog”, “EZBook”, “we”, “us” or “our”), 901 South Point Rd., Suite A #1042, Belmont, NC 28012, USA.

What this policy covers

This policy applies to:

• Our website at ezbook.com, including its forms, blog and newsletter sign-up.
• The EZBook service, the booking application our customers use, available at app.ezbook.com, new.ezbook.com and related addresses.
• Our communications with prospects and customers, including email, demos, trials and support.

Who our users are

EZBook is sold to organizations, such as universities, government agencies, law firms and businesses (“Customers”). Each Customer decides who in its organization can use EZBook (“Users”), what can be booked, and how the system is set up.

This matters because we play two different roles:

• For information collected through our website and sales process, we decide how it is used.
• For information that Customers and their Users put into the EZBook service, we process it on the Customer’s behalf and under the Customer’s instructions. Section 4 explains this in more detail.

We do not sell personal information, and we do not use the contents of Customer accounts for advertising.

2. Information we collect

We collect only the information we need to run our website, provide the EZBook service and support our Customers.

Information you give us

• Contact, demo and trial forms: your name, email address, phone number, organization, and anything you write in your message.
• Trial and account sign-up: your name, email address, organization name, and login credentials. Passwords are stored in encrypted (hashed) form, and we cannot see them.
• Newsletter sign-up: your email address.
• Support requests: the details you share when you email us or ask for help.
• Billing: the name, address and contact details of the person or department responsible for paying for the subscription. We do not store full payment card numbers on our systems.

Information Users enter into the EZBook service

• User profile: name, email address, username, and any group, department or role the Customer assigns.
• Booking records: what was booked, when, by whom, booking titles or notes, recurring bookings, and approval or rejection decisions for moderated resources.
• Resource information: the rooms, desks, equipment, vehicles and locations the Customer sets up, including custom fields the Customer adds.

Information collected automatically

• Website visits: pages viewed, time on site, approximate location (city or region), browser and device type, and the site that referred you. This comes from cookies and similar technologies (see Section 5).
• Service logs: login times, IP addresses, browser type and actions taken in the application. We use these for security, troubleshooting and audit purposes.
• Email activity: whether booking notifications and other emails were delivered.

3. How we use information

We use personal information to:

• Provide, operate and maintain the EZBook service, including sending booking confirmations, reminders and approval requests.
• Create and manage accounts and free trials.
• Respond to enquiries, schedule demos and provide customer support.
• Send service announcements, such as maintenance notices, security alerts, and information about changes to the service or this policy.
• Send our newsletter and marketing emails, if you have asked for them or if we have another lawful basis. You can unsubscribe at any time.
• Understand how our website and service are used, so we can improve them.
• Protect the security and integrity of our systems, prevent misuse, and investigate problems.
• Invoice Customers and manage subscriptions.
• Meet legal, tax and accounting obligations, and enforce our Terms & Conditions.

Where data protection laws require a legal basis, we rely on: performing our contract with you or your organization; our legitimate interests in running and improving our business; your consent, for example for marketing emails or non-essential cookies; and compliance with legal obligations.

4. Customer data and our role

When a Customer uses EZBook, the Customer controls the information its Users enter, and we act as its service provider (sometimes called a “processor”).

This means:

• We use Customer data only to provide, support, secure and improve the EZBook service for that Customer, and as the Customer instructs.
• The Customer decides who has access, which resources can be booked, which bookings need approval, and how long booking history is kept.
• Each Customer’s data is kept logically separate from other Customers’ data. Where an organization has several sites on separate subscriptions, each site’s data is kept separately unless the organization asks us otherwise.
• We do not access the contents of a Customer account except to provide support the Customer requests, to keep the service secure and working, or where the law requires it.

If you are a User at a Customer organization, such as a student, staff member or employee, your organization’s own privacy notice also applies. Please contact your organization’s EZBook administrator with questions about your data or to make a request. If you contact us directly, we will pass your request to your organization and help it respond.

Education and public-sector Customers. Universities and government agencies may have their own legal duties for records they hold, such as student-record or public-records laws. We support these Customers by processing data only under their instructions and helping them meet their obligations.

Please keep sensitive details out of booking notes. EZBook is designed to book rooms and equipment, not to store sensitive personal, health, legal or financial information. We ask Customers and Users not to enter such details in booking titles, notes or custom fields. For example, a law firm booking a consultation room should avoid putting a client’s confidential matter in the booking title.

5. Cookies and analytics

Cookies are small text files stored in your browser. We use them on our website and in the EZBook service.

The EZBook application itself uses only essential cookies. Analytics and marketing cookies are used on our public website.

Your choices. You can block or delete cookies in your browser settings. Blocking essential cookies will stop you from logging in. You can opt out of Google Analytics with Google’s browser add-on, and manage ad settings at Meta and LinkedIn.

Do Not Track. Browsers’ “Do Not Track” signals have no common standard, so we do not respond to them. We do honor Global Privacy Control signals where the law requires it.

6. How we share information

We do not sell or rent personal information. We share it only in these cases:

• Service providers that help us run our business, under contracts that limit their use of the data to the services they provide to us:
  • Cloud hosting and data storage for the website and the EZBook service.
  • Email delivery for booking notifications and our own emails.
  • Customer relationship management (CRM) for enquiries, demos and sales (Zoho).
  • Website analytics and advertising measurement (Google, Meta, LinkedIn).
  • Accounting, invoicing and payment processing.
• Kibog Inc. EZBook is a Kibog product, and Kibog staff may support the service. As EZBook connects with the Kibog facility and asset management platform, data will be shared between them only to provide features a Customer has chosen to use.
• Within your organization. Other Users in your organization may see your bookings and your name, depending on how the Customer sets up EZBook. Administrators and moderators can see booking requests and history.
• Legal reasons. When required by law, subpoena or court order, or to protect the rights, safety or property of our Customers, Users, the public or us.
• Business changes. If Kibog or EZBook is involved in a merger, acquisition or sale of assets, information may transfer as part of that deal. This policy would continue to apply, and we would notify Customers of any change.
• With your permission, for any other purpose.

7. Data security

We use reasonable administrative, technical and physical safeguards to protect personal information, including:

• Encryption of data in transit (HTTPS) between your browser and our servers.
• Encrypted (hashed) storage of passwords.
• Role-based permissions, so Users see only what their organization allows.
• Limited staff access to Customer data, granted only when needed.
• Regular backups and security updates on our servers.

No system is completely secure. If we learn of a security incident that affects your personal information, we will notify affected Customers and, where required, individuals and regulators, without undue delay.

You can help by using a strong, unique password and by contacting us right away at support@ezbook.com if you suspect unauthorized access to your account.

8. Data retention

We keep personal information only as long as we need it for the purposes in this policy.

• Customer accounts and booking data: for as long as the Customer’s subscription is active. Customers can delete Users and bookings during the subscription.
• After a subscription ends: we delete or anonymize Customer data, unless the Customer asks us to export it first or the law requires us to keep it. Copies in backups are overwritten on our normal backup cycle.
• Free trials that do not convert: deleted within 6 months after the trial ends.
• Sales enquiries and CRM records: for as long as needed to respond and follow up, and then up to 3 years, unless you ask us to delete them sooner.
• Billing records: as long as tax and accounting laws require, usually up to 7 years.
• Newsletter list: until you unsubscribe.

9. Where information is stored

EZBook is operated from the United States, and information is stored on servers in the United States. If you access EZBook from outside the United States, including Canada, the United Kingdom or the European Union, your information will be transferred to and processed in the United States.

Where the law requires, we use appropriate safeguards for these transfers, such as the European Commission’s Standard Contractual Clauses, and we will enter into a data processing agreement with Customers who need one.

10. Your rights and choices

Depending on where you live, you may have the right to:

• Access the personal information we hold about you and get a copy.
• Correct information that is wrong or incomplete.
• Delete your information.
• Object to or restrict certain uses, including direct marketing.
• Withdraw consent where we rely on it, such as for marketing emails.
• Data portability, meaning a copy in a commonly used format.
• Opt out of “sharing” for targeted advertising, under some US state laws.

These rights apply under laws such as the EU and UK General Data Protection Regulation (GDPR), Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), and US state privacy laws, including California’s Consumer Privacy Act (CCPA). We will not treat you differently for using them.

How to make a request. Email support@ezbook.com with the subject line “Privacy request”. We may need to confirm your identity before acting. We will respond within 30 days, or sooner if the law requires.

If your information is held in a Customer’s EZBook account, we will refer your request to that organization (see Section 4).

Marketing emails. Use the unsubscribe link in any marketing email, or email us. You will still receive essential service messages, such as booking notifications, while you have an account.

Complaints. If you are in the EU, UK or Canada, you may also complain to your local data protection authority. We would appreciate the chance to resolve your concern first.

11. Children

EZBook is a business service and is not directed at children under 13 (or under 16 where local law sets that age). We do not knowingly collect personal information from children. Where an educational Customer gives access to students, the Customer is responsible for any consent its rules or the law require. If you believe a child has given us personal information directly, contact us and we will delete it.

12. Changes to this policy

We may update this policy as our service or the law changes. We will change the “Last updated” date at the top. If a change materially affects how we handle Customer data, we will notify Customer administrators by email or in the service before it takes effect.

13. Contact us

For questions about this policy or your personal information, contact:

Kibog Inc.
901 South Point Rd., Suite A #1042
Belmont, NC 28012, USA
Email: support@ezbook.com
Phone: 1-866-526-8819