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Privacy Policy

Last updated: December 18, 2025

Welcome to the Booked by Gordon Privacy Policy

This Privacy Policy explains how Shadows At Five Pty Ltd (ABN 19 606 133 386) collects, uses, and protects your information when you use Booked By Gordon ("Gordon", "we", "us", "our").

We take your privacy seriously. This policy tells you what data we collect, why we collect it, and what we do with it. We've written it in plain English because privacy shouldn't require a law degree to understand.

By using Gordon, you agree to the practices described in this policy.

This Policy Applies To

This privacy policy explains how we handle your information when you use:

  • The Booked By Gordon console application (for salon owners and staff)
  • Online booking portal (for making bookings)
  • Any other Gordon services

Important: Booked By Gordon is only available to individuals aged 16 and over. If you're under 16, please don't use our services.

What Information We Collect

If You're a Salon Owner or Staff Member

When you use the Gordon console to manage your business, we collect:

  • Your account details - name, email, phone number, business information
  • Your business data - client records, bookings, appointments, sales transactions, staff schedules, inventory, financial reports, and operational data
  • Device information - when you use your camera to capture product images, profile photos, or scan barcodes, we process these images as part of your business records
  • Usage information - how you interact with Gordon to help us improve the service

If You're Making an Online Booking

When you book an appointment at a salon using Gordon, we collect:

  • Personal details - name, email, phone number
  • Booking information - appointment date, time, services selected
  • Communication preferences - how you'd like to receive appointment reminders

Note: Online bookings should only be made by individuals aged 16 and over. If you're booking an appointment for someone under 16, you (the person aged 16+) are responsible for making that booking on their behalf.

How We Use Your Information

We use your information to:

  • Provide the service - process bookings, manage schedules, run your salon operations
  • Send important communications - appointment reminders, booking confirmations, account notifications
  • Improve Gordon - understand how people use the platform and make it better
  • Provide support - help you when things go wrong
  • Comply with legal obligations - meet Australian business and tax requirements

Marketing Communications

For salon owners and staff: We may send you occasional updates about new Gordon features, tips, or service announcements. You can opt out anytime.

For salon clients: We never send you marketing. The only messages you'll receive are appointment-related (reminders, confirmations) from the salon you've booked with.

Camera & Device Access

The Gordon console app requests access to your device camera to:

  • Capture photos for business purposes (product shots, profile images, before/after photos)
  • Scan product barcodes for inventory management

We only access your camera when you explicitly choose to take a photo or scan a barcode. Photos are stored as part of your business records and used solely for your salon operations.

How We Protect Your Information

Your data is stored securely in The Gordon Vault - our Australian servers located in Sydney. We use industry-standard security measures including encryption, secure authentication, and regular security updates.

We work with trusted service providers who help us deliver Gordon:

  • BestSMS (bestsms.au) - sends appointment reminder texts on your salon's behalf
  • Resend (resend.com) - sends appointment reminder emails on your salon's behalf
  • Anthropic Claude (claude.ai) - powers Gordon's conversational AI features
  • Google Firebase (firebase.google.com) - handles user authentication and some hosting
  • DigitalOcean (digitalocean.com) - provides hosting and networking infrastructure

These providers only access the information necessary to perform their specific services and are bound by their own privacy commitments.

How Long We Keep Your Information

While your account is active: We keep your data for as long as you use Gordon. It's your business data - you need it.

After you close your account: We retain your data for 7 years to comply with Australian tax and business record requirements, then permanently delete it. If you need your data deleted sooner, contact us and we'll accommodate where legally possible.

Marketing opt-outs: Take effect immediately.

Your Rights

You have the right to:

  • Access your information - request a copy of what we hold
  • Correct inaccuracies - fix any incorrect details
  • Request deletion - ask us to delete your data (subject to legal requirements)
  • Opt out of marketing - stop receiving promotional messages from us
  • Lodge a complaint - contact the Office of the Australian Information Commissioner (OAIC) if you have privacy concerns

To exercise any of these rights, contact us using the details at the top of this policy.

Sharing Your Information

We don't sell your data. Ever.

We only share information when:

  • You direct us to (like sending appointment reminders to your clients)
  • Required by law (court orders, lawful requests from authorities)
  • Necessary for the service (with the service providers listed above)

Cookies & Tracking

Our online booking portals may use cookies to remember your booking preferences and improve your experience. These are basic, functional cookies - we're not tracking you across the internet.

Changes to This Policy

We may update this privacy policy from time to time. When we make significant changes, we'll notify you via email or through the Gordon console. Continued use of our services after changes means you accept the updated policy.

Children's Privacy

Booked By Gordon is not intended for use by anyone under 16. We don't knowingly collect information from children. If you believe someone under 16 has provided us with personal information, please contact us immediately so we can remove it.

Related Information

For details about using our service, please see our Terms of Use.

Contact Us

Questions about privacy? Concerns about your data? Get in touch:

Shadows At Five Pty Ltd
1 Queens Road, Melbourne VIC 3134
Australia

Email: [email protected]

Australian Privacy Principles

This privacy policy is designed to comply with the Australian Privacy Principles under the Privacy Act 1988 (Cth). If you have concerns about how we handle your personal information, you can contact the Office of the Australian Information Commissioner:

OAIC
Website: www.oaic.gov.au
Phone: 1300 363 992
Email: [email protected]