Privacy Policy

RoomSet (roomset.ca) is operated by Boni Software Systems in Ontario, Canada. We are the organisation responsible for the personal information described here under Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA). Write to us at support@bonisoftware.ca.

Your account. The email address you sign in with. That is the whole account; there is no password. We use it to send sign-in links, receipts and the occasional notice about the service.

Your venue. Its name, address, phone, email, website, logo and brand colour, if you enter them. These appear on the layouts you export and share, so renters see your venue’s name rather than ours. Also your furniture settings and inventory counts.

Your rooms and layouts. Room names and dimensions, the floor plans you upload, and every layout you save: what is placed where, and the event notes you attach (renter name, event type, guest count). This is the point of the service.

Renters’ requests. When someone sends a layout through the widget on your website we receive their name, email, phone if given, event details, notes and the layout itself, and pass them to you. We hold this on your behalf so it appears in your account; you are the venue they are writing to.

Billing. Stripe handles payment. We store your Stripe customer ID and subscription status. We never see your card number.

Technical logs. Our hosting provider records requests to the service (page loaded, time, IP address) for security and to keep it running. We do not use advertising trackers or sell analytics data.

One cookie: the session that keeps you signed in. Beyond that we use your browser’s local storage for conveniences - which sidebar sections you folded, feet or metres, the free version’s rooms and layouts. None of it is shared with anyone or used to track you across other sites, and clearing your browser data removes it.

We do not run our own servers. Your information is processed by these providers, each under their own contracts and security programmes:

• Supabase - the database, floor-plan and logo storage, and sign-in. Our project is hosted in Supabase’s Canada (Central) region, so this data stays in Canada.
• Vercel - runs the application and serves roomset.ca.
• Stripe - payments and subscription billing.
• Resend - sends the emails: sign-in links, and the notices when a renter sends a layout.

Some of these providers operate in the United States, so your information may be stored or processed outside Canada and be subject to the laws there. We choose providers with strong security practices and share only what each needs to do its job.

Inside Boni Software Systems, only the people who need to keep the service running can reach your data, and only for that purpose - fixing a problem you reported, or investigating abuse.

• We do not sell your information or renters’ information to anyone.
• We do not use your floor plans, layouts or renters’ details for marketing, research or training.
• We do not show advertising.
• We do not share your information with third parties except the providers above, or where the law requires it.

A layout you share by link can be seen by anyone who has the link, including its event notes. The widget on your website shows your rooms, floor plans and furniture to anyone who visits your site. Both are under your control - turn a share link or the widget off and it stops working - but treat them as public while they are on.

• Account, venue, rooms and layouts: for as long as the account exists.
• Renters’ requests: until you delete them, or until the account is deleted. Consider deleting a request once the booking is handled.
• Billing records: as long as tax law requires, currently seven years in Canada.
• Accounts that are read-only and unused for more than 12 months may be deleted after we email you.
• Backups are kept for a short rolling window and then overwritten.

You can see and correct almost everything we hold about you from inside RoomSet: venue details in the venue dialog, layouts on the canvas, requests in the inbox. For anything else - a full copy of your data, a correction we cannot make in the app, or a question about how something is handled - email support@bonisoftware.ca and we will answer within 30 days.

Deleting your account removes your venue, rooms, floor plans, layouts, custom items, share links, widget and every renter request, permanently. Billing records stay only as long as tax law requires. Delete from the venue dialog, or email us and we will do it for you.

If you believe we have handled your information improperly and we have not resolved it with you, you may complain to the Office of the Privacy Commissioner of Canada.

If you sent a layout to a venue through their website, that venue is who you are dealing with; we hold your details on their behalf and the venue decides how long to keep them. Write to the venue first. If you cannot reach them, email us and we will help.

Data travels encrypted (HTTPS) and is stored encrypted at rest by our providers. Every venue’s data is walled off from every other venue’s at the database level, not just in the interface. Sign-in is by emailed link, so there is no password for anyone to steal. If we ever learn of a breach affecting you, we will tell you promptly and say what happened.

RoomSet is a tool for venues and is not directed at children. We do not knowingly collect information from anyone under 13; if you think we have, tell us and we will delete it.

When this policy changes we update the date at the top and, for changes that matter, email the account address. The terms of service sit alongside this policy.