Terms of Service

Booking Guru & GDPR

What is GDPR, and what is Booking Guru doing to comply?

GDPR stands for the General Data Protection Regulation and is effective as of May 25th, 2018. GDPR replaces national privacy and security laws that previously existed within the EU with a single, comprehensive EU-wide law that governs the use, sharing, transfer and processing of any personal data that originates from the EU.

Our policy is to respect all laws that apply to our business and this includes GDPR. We also appreciate that our customers have requirements under GDPR that are directly impacted by their use of the Booking Guru product and services. We are committed to helping our customers when requested to stay in compliance with GDPR and their local requirements.

Here are a few things that Booking Guru is committed to doing to ensure our compliance with GDPR and that of our customers:

  • Ensuring our products are secure through regular auditing of our systems and databases and limiting access to information to only those that require it.
  • Booking Guru commits to having the appropriate data transfer mechanisms in place as required by GDPR. This includes maintaining necessary agreements with our EU-US privacy shield certified web host and infrastructure provider.
  • Booking Guru commits to follow appropriate security measures and precautions in accordance with GDPR.
  • Booking Guru will assist with notifying regulators of breaches and promptly communicating any breaches to customers and users.
  • We will ensure that employees authorized to process personal data have committed to confidentiality.

Where appropriate, we will offer contractual language documenting our commitments to our customers to support their GDPR obligations. Booking Guru will assist our customers, insofar as possible, to respond to data subject requests our customers may receive under the GDPR.

Does Booking Guru process personal data?

Yes. We process personal data to provide our products and services and for other purposes as outlined in our Privacy Policy.

Can Booking Guru assist my company with responding to an Individual Rights Request (Subject Access Request)?

As a processor of personal data for many of our customers, we will assist our customers with responding to individual rights requests that they receive under the GDPR. In many cases, customers may be able to address these types of requests by logging into Booking Guru and using settings available within your account. Where this is not possible, please contact us to request assistance with any such individual rights requests.

Where does Booking Guru store and send my data?

Today, we store data in data centers located within the US.

How does Booking Guru handle hosting of data outside of the EU?

When you use Booking Guru services, we use hosting services and network infrastructure providers certified under the EU-U.S. Privacy Shield. This means that when we access or store your data in the U.S., we only access, use, store or share your personal data in accordance with the GDPR principles.

For more information on how we transfer and process personal data, please see our Privacy Policy.

Will Booking Guru sign Standard Contractual Clauses (also known as Model Clauses)?

We will review and enter into standard contractual clauses with centers upon request as necessary to meet the requirements of GDPR while providing you with the service.

How does Booking Guru secure my retreat center’s data?

We have implemented organizational and technical safeguards to secure our users’ data, in compliance with GDPR requirements. Our users’ personal data is encrypted when backed up and is hosted by our EU-US Privacy Shield certified webhost.

Does Booking Guru use sub-processors to further process customer data?

We currently use the following sub-processors to process your customers’ private information:

  • Pagely – Provides web hosting and server support services
  • Digital Ocean – Hosts customer information to allow for aggregate data collection and internal quality assurance testing.
  • Amazon Web Services – Provides server hardware, network infrastructure, and cloud based storage.
  • Mandrill – Service to manage the delivery of emails to registrants as configured by Retreat Center users.

Retreat Center users also have the ability to configure the Booking Guru software to collect and share additional information and distribute it to third-party services not mentioned here.

By using Booking Guru, can I consider my business 100% GDPR compliant?

No. Through our flexible software, we provide the ability for centers to configure Booking Guru in a variety of ways which could impact the compliance for a retreat center. Some examples would be centers using Google Tag Manager to configure additional snippets and cookies which are included or set on registration pages, configuring additional questions on the registration form which collect restricted information without appropriate consent, or using / sharing data from Booking Guru in a non-compliant manner. We do not monitor how centers configure their installations nor how they choose to use the data we collect on their behalf.

Who can I contact with questions regarding GDPR?

To provide scalable service to our users and customers, we have included GDPR compliance information in our updated Privacy Policy and have included answers to commonly asked questions on this page. We encourage you to review this page first, as you may find your topic of interest has been addressed. However, we also understand there are circumstances where it may help to connect with us directly. For more information, please email us at support@retreat.guru.

Terms of Service

Terms of Service

These Terms of Service constitute an agreement (this ‘Agreement’) by and between Retreat Guru Enterprises Inc., (‘Provider’) and each customer of Provider’s online Retreat Booking Guru™ service (‘Recipient’).

1. Definitions.

(a) ‘Account’ refers to the Service plans and features selected by Recipient through Provider’s customer portal at the time of enrollment and accepted by Provider, as such plans and features may change by mutual consent of the parties, as recorded by Provider through such portal.

(b) ‘AUP’ refers to Provider’s acceptable use policy, posted at https://bookingsoftware.guru/terms-of-service/, as such policy may change from time to time.

(c) ‘Authorized Representative’ refers to any employee authorized by Retreat Guru Enterprises Inc. to sign on it’s behalf.

(d) ‘Data Policy’ refers to Provider’s standard data deletion policy, posted at https://bookingsoftware.guru/terms-of-service/, as such policy may change from time to time.

(e) ‘Effective Date’ refers to the date of commencement of the Service as listed in Recipient’s Account.

(f) ‘Materials’ refers to written and graphical content provided by or through the Service, including, without limitation, text, photographs, illustrations, and designs, whether provided by Provider, another customer of the Service, or any other third party.

(g) ‘Recipient Data’ refers to data in electronic form input or collected through the Service by or from Recipient.

(h) ‘Privacy Policy’ refers to Provider’s privacy policy, posted at https://bookingsoftware.guru/terms-of-service/, as such policy may change from time to time.

(i) ‘Service’ refers to Provider’s Retreat Booking Guru™ service. The Service includes such features as are set forth on Provider’s website (https://bookingsoftware.guru/pricing/), as Provider may change such features from time to time, in its sole discretion.

2. Service & Payment.

(a) Service. Provider will provide the Service to Recipient pursuant to the policies and procedures listed on this page.

(b) Payment. Recipient will pay Provider such monthly Service fees as are required in Recipient’s Account, due on the day before the start of the Service.

3. Materials, Software, & IP.

(a) Materials. Recipient recognizes and agrees that: (i) the Materials are the property of Provider or its licensors and are protected by copyright, trademark, and other intellectual property laws; and (ii) Recipient does not acquire any right, title, or interest in or to the Materials except the limited and temporary right to use them as necessary for Recipient’s use of the Service.

(b) IP in General. Provider retains all right, title, and interest in and to the Service, including without limitation all software used to provide the Service and all logos and trademarks reproduced through the Service, and this Agreement does not grant Recipient any intellectual property rights in or to the Service or any of its components.

4. Online Policies.

(a) AUP. Recipient will to comply with the Acceptable Use Policy (AUP) as outlined further on this page. In the event of Recipient’s material breach of the AUP, including without limitation any copyright infringement, Provider may suspend or terminate Recipient’s access to the Service, in addition to such other remedies as Provider may have at law or pursuant to this Agreement. Neither this Agreement nor the AUP requires that Provider take any action against Recipient or any other customer for violating the AUP, but Provider is free to take any such action it sees fit.

(b) Privacy Policy. The Privacy Policy applies only to the Service and does not apply to any third party site or service linked to the Service or recommended or referred to through the Service or by Provider’s employees.

5. Each Party’s Warranties.

(a) Recipient’s Identity. Recipient warrants: (i) that it has accurately identified itself through its Account and will maintain the accuracy of such identification; and (ii) that it is a corporation or other business entity authorized to do business pursuant to applicable law or an individual 18 years or older.

(b) Right to Do Business. Each party warrants that it has the full right and authority to enter into, execute, and perform its obligations under this Agreement and that no pending or threatened claim or litigation known to it would have a material adverse impact on its ability to perform as required by this Agreement.


6. Limitation of Liability.


7. Data Management.

(a) Access, Use, & Legal Compulsion. Unless it receives Recipient’s prior written consent, Provider: (i) will not access or use Recipient Data other than as necessary to facilitate the Service; and (ii) will not give any third party access to Recipient Data. Notwithstanding the foregoing, Provider may disclose Recipient Data as required by applicable law or by proper legal or governmental authority. Provider will give Recipient prompt notice of any such legal or governmental demand and reasonably cooperate with Recipient in any effort to seek a protective order or otherwise to contest such required disclosure, at Recipient’s expense.

(b) Recipient’s Rights. Recipient possesses and retains all right, title, and interest in and to Recipient Data.

(c) Retention & Deletion. Provider will retain all Recipient Data until erased pursuant to the Data Policy.

(d) Injunction. Provider agrees that violation of the provisions of this Section 7 might cause Recipient irreparable injury, for which monetary damages would not provide adequate compensation, and that in addition to any other remedy, Recipient will be entitled to injunctive relief against such breach or threatened breach, without proving actual damage or posting a bond or other security.

8. Term & Termination.

(a) Term. This Agreement will continue for 1 month following the Effective Date (a ‘Term’). Thereafter, this Agreement will renew for subsequent terms (‘Terms’) of 1 month, unless either party notifies the other of its intent not to renew 30 or more days before the beginning of the next Term.

(b) Termination for Cause. Either party may terminate this Agreement for material breach by written notice, effective in 1 month, unless the other party first cures such breach.

(c) Effects of Termination. The following provisions will survive termination of this Agreement: (i) any obligation of Recipient to pay for Service rendered before termination; (ii) Sections 5, 6(b), and 7 of this Agreement; and (iii) any other provision of this Agreement that must survive termination to fulfill its essential purpose.

9 . Location of Sale and Canadian Tax implications

(a) At point of sale Provider will verify Recipient address and cross reference that with the location of the Recipient or we will verify Recipient address by using the Recipient IP address (geo-tagging)

(b) Recipient shall not use the software or service in any Geographical region other than that of the Recipient as defined by the Recipient’s Sales Tax region.

(c) To access or use the Services, you must be able to form a binding contract with the Provider and you must not be prohibited from receiving the Services under Canadian law or any other applicable laws. You agree not to use the Services in violation of any U.S. or international law or regulation.

(d) For Canadian companies operating in Canada, you have the ability to operate in CAD, please contact us to make your currency change to CAD.

10. Miscellaneous.

(a) Notices. Provider may send notices pursuant to this Agreement to Recipient’s contact points listed in Recipient’s Account, and such notices will be deemed received 7 days after they are sent. Recipient may send notices pursuant to this Agreement to the Provider, and such notices will be deemed received 7 days after they are sent.

(b) Amendment. Provider may amend this Agreement (including other policies listed at https://bookingsoftware.guru/terms-of-service/) from time to time by posting an amended version at its website and sending Recipient written notice thereof. Such amendment will be deemed accepted and become effective 30 days after such notice (the ‘Proposed Amendment Date’) unless Recipient first gives Provider written notice of rejection of the amendment. In the event of such rejection, this Agreement will continue under its original provisions, and the amendment will become effective at the start of Recipient’s next Term following the Proposed Amendment Date (unless Recipient first terminates this Agreement pursuant to Section 8 above). Recipient’s continued use of the Service following the effective date of an amendment will confirm Recipient’s consent thereto. This Agreement may not be amended in any other way except through a written agreement executed by Authorized Representatives of each party. Notwithstanding the foregoing, Provider may amend the AUP or Privacy Policy at any time by posting a new version at its website and sending Recipient notice thereof, and such amended version will become effective 10 business days after such notice is sent.

(c) Independent Contractors. The parties are independent contractors and will so represent themselves in all regards. Neither party is the agent of the other and neither may bind the other in any way.

(d) No Waiver. Neither party will be deemed to have waived any of its rights under this Agreement by lapse of time or by any statement or representation other than (i) by an Authorized Representative and (ii) in an explicit written waiver. No waiver of a breach of this Agreement will constitute a waiver of any prior or subsequent breach of this Agreement.

(e) Force Majeure. To the extent caused by force majeure, no delay, failure, or default will constitute a breach of this Agreement.

(f) Assignment & Successors. Neither party may assign this Agreement or any of its rights or obligations hereunder without the other’s express written consent, except that either party may assign this Agreement to the surviving party in a merger of that party into another entity. Except to the extent forbidden in the previous sentence, this Agreement will be binding upon and inure to the benefit of the respective successors and assigns of the parties.

(g) Choice of Law & Jurisdiction. This Agreement will be governed solely by the internal laws of the Province of British Columbia, without reference to such Province’s principles of conflicts of law. The parties consent to the personal and exclusive jurisdiction of the federal and provincial courts of British Columbia, Canada.

(h) Severability. To the extent permitted by applicable law, the parties hereby waive any provision of law that would render any clause of this Agreement invalid or otherwise unenforceable in any respect. In the event that a provision of this Agreement is held to be invalid or otherwise unenforceable, such provision will be interpreted to fulfill its intended purpose to the maximum extent permitted by applicable law, and the remaining provisions of this Agreement will continue in full force and effect.

(j) Conflicts among Attachments. In the event of any conflict between the terms of this main body of this Agreement and those of additional policies listed at https://bookingsoftware.guru/terms-of-service/, the terms of this main body will govern. In the event of any conflict between this Agreement and any Provider policy posted online, including without limitation the AUP and Privacy Policy, the terms of this Agreement will govern.

(k) Entire Agreement. This Agreement sets forth the entire agreement of the parties and supersedes all prior or contemporaneous writings, negotiations, and discussions with respect to the subject matter hereof. Neither party has relied upon any such prior or contemporaneous communications.


Privacy Policy

This Privacy Policy governs the manner in which Retreat Guru collects, uses, maintains and discloses information collected from Retreat Center users (each, a “User”), their Registrants (each, a “Registrant”) of the secure.retreat.guru booking software website (“Site”). This privacy policy applies to the Site and all products and services offered by Retreat Guru.

What information we collect about Users

Personal and Payment Information

We collect certain personal and payment information about Users when they register for Services. For example, when registering for access to the Site, we will ask for personal details from Users. We may also collect payment information via secure payment processing services in order to receive payment for services.

Non-personal identification information

We may collect non-personal identification information about Users whenever they interact with our Site. Non-personal identification information may include the browser name, the type of computer and technical information about Users means of connection to our Site, such as the operating system and the Internet service providers utilized and other similar information.

Web browser cookies

Our Site uses “cookies” to enhance User experience and gain insight about how Users interact with our website. User’s web browser places cookies on their hard drive for record-keeping purposes and sometimes to track information about them. User may choose to set their web browser to refuse cookies, or to alert you when cookies are being sent. If they do so, note that some parts of the Site may not function properly.

How we use collected information about Users

Retreat Guru may collect and use Users information for the following purposes:

  • To improve customer service. Information you provide helps us respond to your customer service requests and support needs more efficiently.
  • To personalize user experience. We may use information in the aggregate to understand how our Users as a group use the services and resources provided on our Site.
  • To improve our Site. We may use feedback you provide to improve our products and services.
  • To process payments. We may use the information Users provide about themselves when placing an order only to provide service to that order. We do not share this information with outside parties except to the extent necessary to provide the service.

What information we collect about Registrants

As part of the services provided to Users of the Site, we allow Users to configure forms to collect a variety of personal and non-personal information from their Registrants and provide the ability for Users to integrate third-party tools or libraries which assist with further tracking.

Personal and Payment Information

Users have the ability to configure the Site to collect various personal details from Registrants via online registration forms. In addition, Users have the ability to import information via provided import utilities and add notes and information manually using the Site.

Non-personal identification Information

We provide Users with the ability to configure the Site to integrate additional third-party tracking tools and services, such as Google Analytics, to gain insight from Registrants. From time to time, Retreat Guru may collect analysis data outlining how Registrants interact with Users’ web registration forms and features.

Website Cookies

Our Site uses “cookies” to enhance Registrant experience and gain insight about how Registrants interact with our website. Registrant’s web browser places cookies on their hard drive for record-keeping purposes and sometimes to track information about them. Registrant may choose to set their web browser to refuse cookies, or to alert you when cookies are being sent. If they do so, note that some parts of the Site may not function properly.

How we use information collected from Registrants

Retreat Guru only uses personal and payment information about Registrants as necessary to provide the services provided on the Site to Users and does not use sensitive personal and payment information from Registrants for our own internal marketing purposes. Retreat Guru will collect aggregate data from time to time regarding registration volumes and information about how registrants use our systems. Examples of aggregate data include aggregate registration amounts, general geographic areas of registrants, average transaction sizes, age range of registrants and timeframes for registration.

How we protect your information

We adopt appropriate data collection, storage and processing practices and security measures to protect against unauthorized access, alteration, disclosure or destruction of your personal information, username, password, transaction information and data stored on our Site.

Sensitive and private data exchange between the Site and its Users happens over a SSL secured communication channel and is encrypted and protected with digital signatures. We utilize PCI compliant hosting services and EU-US Privacy shield compliant hosting providers and infrastructure providers. All backups are stored within encrypted folders.

Sharing your personal information

We do not sell, trade, or rent Users personal identification information to others. We may share generic aggregated demographic information not linked to any personal identification information regarding visitors and users with our business partners and trusted affiliates for the purposes outlined above. We may use third party service providers to help us operate our business and the Site or administer activities on our behalf, such as sending out newsletters or surveys. We may share your information with these third parties for those limited purposes provided that you have given us your permission. Under no circumstances will we use Registrants’ personal information for our own promotional or advertising purposes.

Changes to this privacy policy

Retreat Guru has the discretion to update this privacy policy at any time. When we do, we will revise the updated date at the bottom of this page. We encourage Users to frequently check this page for any changes to stay informed about how we are helping to protect the personal information we collect. You acknowledge and agree that it is your responsibility to review this privacy policy periodically and become aware of modifications.

Your acceptance of these terms

By using this Site, you signify your acceptance of this policy. If you do not agree to this policy, please do not use our Site. Your continued use of the Site following the posting of changes to this policy will be deemed your acceptance of those changes.

Acceptable Use

Acceptable Use Policy

Unacceptable Use

Provider requires that all customers and other users of Provider’s Internet service (the ‘Service’) conduct themselves with respect for others. In particular, please observe the following rules in your use of the Service:

Privacy: Do not violate the privacy rights of any person. Do not collect or disclose any personal address, social security number, or other personally identifiable information without each holder’s written permission. Do not cooperate in or facilitate identity theft.

Intellectual Property: Do not infringe upon the copyrights, trademark rights, trade secret rights, or other intellectual property rights of any person or entity. Do not reproduce, publish, or disseminate software, audio recordings, video recordings, photographs, articles, or other works of authorship without the written permission of the copyright holder.

Hacking, Viruses, & Network Attacks: Do not access any computer or communications system without authorization, including the computers used to provide the Service. Do not attempt to penetrate or disable any security system. Do not intentionally distribute a computer virus, launch a denial of service attack, or in any other way attempt to interfere with the functioning of any computer, communications system, or website. Do not attempt to access or otherwise interfere with the accounts of other users of the Service.

Spam: Do not send bulk unsolicited e-mails ( ‘Spam’) or sell or market any product or service advertised by or connected with Spam. Do not facilitate or cooperate in the dissemination of Spam in any way. Do not violate the CASL act.

Fraud: Do not issue fraudulent offers to sell or buy products, services, or investments. Do not mislead anyone about the details or nature of a commercial transaction. Do not commit fraud in any other way.

Violations of Law: Do not violate any law.

Consequences of Violation

Violation of this Acceptable Use Policy (this ‘AUP’) may lead to suspension or termination of the user’s account or legal action. In addition, the user may be required to pay for the costs of investigation and remedial action related to AUP violations. Provider reserves the right to take any other remedial action it sees fit.

Reporting Unacceptable Use

Provider requests that anyone with information about a violation of this AUP report it via an e-mail to the following address: info@retreat .guru. Please provide the date and time (with time zone) of the violation and any identifying information regarding the violator, including e-mail or IP (internet protocol) address if available, as well as details of the violation.

Revision of AUP

Provider may change this AUP at any time by posting a new version on this page and sending the user written notice thereof. The new version will become effective on the date of such notice.

Data & Security

Data Management and Security Policy

Access, Use, & Legal Compulsion.

Unless it receives Recipient’s prior written consent, Provider: (i) will not access or use data in electronic form collected through the Services from Recipient’s customers or other third parties, or collected or accessible directly from Recipient, (collectively, “Project Data”) other than as necessary to facilitate the Services; and (ii) will not give any third party access to Project Data. Notwithstanding the foregoing, Provider may disclose Project Data as required by applicable law or by proper legal or governmental authority. Provider will give Recipient prompt notice of any such legal or governmental demand and reasonably cooperate with Recipient in any effort to seek a protective order or otherwise to contest such required disclosure, at Recipient’s expense.

Recipient’s Rights.

Recipient possesses and retains all right, title, and interest in and to Project Data, and Provider’s use and possession thereof is solely as Recipient’s agent. Recipient may access and copy any Project Data in Provider’s possession at any time, through the media of communication. Provider will facilitate such access and copying promptly after Recipient’s request.

Retention & Deletion.

Provider will retain any Project Data in its possession until Erased (as defined below). Provider will Erase: (i) all copies of Project Data after collection thereof; (ii) any or all copies of Project Data promptly after Recipient’s written request; and (iii) all copies of Project Data no sooner than 30 business days after termination of this Agreement and no later than 90 business days after such termination. Notwithstanding the foregoing, Recipient may at any time instruct Provider to retain and not to Erase or otherwise delete Project Data, provided Recipient may not require retention of Project Data for more than 30 business days after termination of this Agreement. Promptly after Erasure pursuant to this Subsection (c), Provider will certify such Erasure in writing to Recipient. (“Erase” and “Erasure” refer to the destruction of data so that no copy of the data remains or can be accessed or restored in any way.)

Individuals’ Access.

Provider will not allow any of its employees to access Project Data, except to the extent that an employee needs access in order to facilitate the Services and executes a written agreement with Provider agreeing to comply with Provider’s obligations.

Compliance with Law & Policy.

Provider will comply with all applicable federal and provincial laws and regulations governing the handling of Project Data.


Provider will promptly notify Recipient of any actual or potential exposure or misappropriation of Project Data (any “Leak”) that comes to Provider’s attention. Provider will cooperate with Recipient and with law enforcement authorities in investigating any such Leak, at Provider’s expense.


Provider agrees that violation of the provisions of this Section might cause Recipient irreparable injury, for which monetary damages would not provide adequate compensation, and that in addition to any other remedy, Recipient will be entitled to injunctive relief against such breach or threatened breach, without proving actual damage or posting a bond or other security.

Payment Processing

With your Retreat Booking Guru software account, you have a choice of payment processors:

3rd Party Payment Processing

We integrate with Paysafe, PayPal, Braintree, Stripe, Authorize.net, Evo, eWay and more. These integrations are direct which means that the credit cards are charged through your payment processor, and the funds will be available to you immediately. You can read the following information on third-party payment processing.

Retreat Guru Payment Processing

We also offer payment processing directly through Retreat Guru. Below is information about our payout policy for those who want to use Retreat Guru as a payment processor. Please contact us for info on rates as they vary by country.

Payout Policy

International Payouts

Our international payouts are simple:

  • For each registration we payout 50% of funds received.
  • We payout the remaining 50% after the retreat begins.
  • We send you money two times per month: the 5th and the 20th.

Now the fine print:

  • Payouts over $3000 are free of any sender fee.
  • For payouts under $3000 you pay the sender fee of $30, or you can wait until your balance is over $3000 – up to you.
  • If you just can’t wait until the 5th or the 20th of the month, you can request a payout any time; the fee is $50.
  • Your bank will likely charge you a fee to accept the wire transfer. Fees range from $5 – $35 depending on your bank.
  • If you issue a full refund, you will be returned 100% of the fees from the original transaction. On partial refunds, you will not be returned any of the fees (due to the policy of the payment processor).

Cancellation terms:

  • In the event a retreat is cancelled due to a cause within the teacher or center’s
    control (ie. lack of registrations, etc), and not due to force majeure, the guest will
    receive a full refund, or if preferred by the guest, a credit towards a future retreat.
  • Guests wishing to cancel a reservation for a retreat within 24 hours of registering will be granted a full refund provided the cancellation request is made, by email or phone (with proof of call), within that 24 hour period. This 24 hour policy does not apply if the cancellation request is made less than 14 days prior to the beginning of the retreat.

Chargeback terms:

We have a non-refundable processing fee of $15 for each instance of a
chargeback or Pre-Arbitration Chargeback. An increase in the number of Chargebacks
will prompt a review of your account which may then be subject to a rate increase.


Last updated on May 23rd, 2018


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