Terms of Use

Last updated 15 July 2026

These Terms of Use govern your use of Booked By Gordon (“Gordon”, “we”, “us”, “our”) — our salon management platform and our AI phone receptionist.

By using Gordon, you agree to these terms. If you don’t agree, please don’t use our services.

What Gordon is

Booked By Gordon includes:

  • The console — our salon management software for owners and staff (the diary, client records, sales, schedules, and more).
  • The online booking portal — where your clients book appointments online.
  • The voice agent — Gordon, our AI phone receptionist, who answers your salon’s phone and books, moves, and cancels appointments on a call.

You can use these together or separately. Some salons run everything inside Gordon’s own software. Others use Square Appointments as their diary and connect it to Gordon so the voice agent can answer the phone and book on their behalf. These terms cover all of it.

Who can use Gordon

You must be at least 16 years old to use Booked By Gordon. If you’re under 16, our services aren’t for you.

If you’re using Gordon on behalf of a business, you confirm you have the authority to bind that business to these terms.

Your account

Creating an account

To use Gordon’s console application or voice agent, you’ll need to create an account. You agree to:

  • Provide accurate, current information.
  • Keep your login credentials secure and confidential.
  • Notify us immediately of any unauthorised access.
  • Be responsible for all activity under your account.

Your responsibilities

You’re responsible for:

  • Your business data — everything you input, store, or process through Gordon.
  • Your staff’s actions — what your team members do with their access to your account.
  • Your clients’ and callers’ data — ensuring you have appropriate consent to store and process their information, including information collected when Gordon answers your phone.
  • Backing up critical data — while we store your data securely, you should maintain your own backups of essential records.
  • Compliance — using Gordon in accordance with applicable Australian laws and regulations.

The voice agent

When you turn on Gordon’s voice agent and forward your phone to him, you’re asking Gordon to answer calls and handle bookings on your behalf. By doing so, you agree to the following.

You authorise Gordon to answer calls

  • You authorise us to answer calls to your salon’s number, speak with your callers as your receptionist, and make, change, and cancel bookings on your behalf.
  • You confirm you have the right to forward your number to Gordon and to have calls to your business answered by us.
  • Gordon doesn’t keep an audio recording of calls. As the caller speaks, our AI creates a written transcript so bookings are accurate and you have a record of what was agreed. Transcripts are handled as described in our Privacy Policy. By default, we may also use these transcripts to train and improve Gordon; you can switch this off anytime via the Help improve Gordon Phone setting in your account.

AI disclosure and caller consent

  • Gordon answers as your salon’s receptionist. If a caller asks whether they’re speaking to a person or an automated assistant, Gordon tells them honestly that he’s an AI.
  • Gordon’s standard greeting mentions the call transcript at the start of every call — this notice is built into the service and delivered on your behalf.
  • You’re responsible for ensuring your handling of calls — including the AI transcript Gordon creates — complies with any notice, privacy, consent, or AI-disclosure requirements that apply to your business.
  • If a caller asks to speak to a person rather than an automated assistant, Gordon will offer to take a message or arrange a callback.

What the voice agent is — and isn’t

  • Gordon is an AI assistant. He’s good, but he’s not perfect. He may occasionally mishear a caller, misunderstand a request, or be unable to complete a booking.
  • You’re responsible for reviewing your call logs and messages, and for following up anything Gordon couldn’t finish.
  • Gordon is not an emergency service and must not be relied on for urgent, medical, or emergency calls.
  • We don’t guarantee that every call will be answered, understood, or booked correctly, and we’re not liable for missed calls, booking errors, or business losses arising from the voice agent, except as required by Australian Consumer Law.

If you use Square

If your salon uses Square Appointments as its diary, you can connect your Square account to Gordon. By doing so:

  • You authorise the connection. You grant us permission, through Square’s secure API, to read your services, team, hours, availability, and bookings, and to create, change, and cancel bookings in your Square account on your behalf.
  • Your Square account is yours. You’re responsible for maintaining your Square account, keeping it accurate, and complying with Square’s own terms. Your use of Square is governed by your agreement with Square, not with us.
  • We’re independent of Square. Booked By Gordon is not affiliated with, endorsed by, or operated by Square. We’re not responsible for Square’s availability, accuracy, pricing, or performance, or for any changes Square makes to its services or API that affect how Gordon works.
  • You can disconnect anytime. You can revoke Gordon’s access to your Square account at any time through Square or your Gordon account. If you do, the voice agent won’t be able to read or write bookings in Square.

How you can use Gordon

Acceptable use

Gordon is designed to help you run your salon business professionally. You agree to:

  • Use the service for its intended business purposes.
  • Treat the platform, other users, and our team with respect.
  • Keep your account and salon information accurate and current.

Unacceptable use

Don’t do these things:

  • Use Gordon for any illegal activities.
  • Attempt to breach, hack, or circumvent our security measures.
  • Upload malware, viruses, or malicious code.
  • Abuse, harass, or spam (we’re looking at you, automated bots).
  • Resell or redistribute Gordon’s services without our permission.
  • Use Gordon to store or process data unrelated to your salon business.
  • Use the voice agent to make unsolicited, deceptive, or unlawful calls, or in any way that breaches telemarketing, spam, or do-not-call rules.
  • Reverse engineer, decompile, or attempt to extract our source code.
  • Scrape, crawl, or systematically extract data from the platform.

If you misuse Gordon, we reserve the right to suspend or terminate your account.

Payment terms

Subscription and usage fees

Gordon is offered on a paid subscription, and use of the voice agent may also draw on credits or other usage-based charges. By subscribing, you agree to:

  • Pay the fees for your selected plan and any credits or usage you incur.
  • Provide current, accurate payment information.
  • Authorise us to charge your payment method for recurring subscription fees and any usage-based charges.

Our plans, prices, included allowances, credit rates, and any setup or onboarding fees are set out on our pricing page or in the plan you sign up to. As Gordon is a new and evolving service, these details may change as we finalise and update our pricing.

Billing

  • Subscription fees are billed in advance on a recurring basis. Voice agent credits and usage may be billed in advance, as you use them, or in arrears, depending on your plan.
  • Fees are non-refundable except as required by Australian Consumer Law.
  • We may change our pricing, plans, included allowances, and credit rates from time to time. We’ll give you reasonable notice of any material change.
  • Failed payments may result in service suspension.

Voice agent credits & fair use

Use of the voice agent may be subject to a credit balance or usage allowance as part of your plan. Because the voice agent relies on third-party AI and telephony services whose costs can change, we may adjust allowances, credit rates, and fair-use limits over time. We’ll give you reasonable notice of any material change, and where a change is substantial you may downgrade or cancel without penalty within the notice period. Current allowances and rates are shown on our pricing page or in your plan.

Trials & introductory offers

We may offer free trials or introductory pricing from time to time. Where we do, the terms — including any time limit, what’s included, and what happens when the offer ends — will be made clear when you sign up. Your subscription and billing will begin automatically when a trial ends unless you cancel beforehand.

Your data & content

You own your data

Your salon’s business data belongs to you. We don’t claim ownership of your:

  • Client records.
  • Booking information.
  • Financial data.
  • Call transcripts.
  • Images and files you upload.
  • Any other content you create or store in Gordon.

Where your diary and client data live in Square, that data is held in your Square account under your agreement with Square.

Our licence to your data

By using Gordon, you grant us a limited licence to:

  • Store and process your data to provide the service.
  • Answer calls and create transcripts, and read from and write to your connected Square account, to operate the voice agent.
  • Display your data back to you and your authorised users.
  • Where your Help improve Gordon Phone setting is on (the default), use your salon’s call transcripts — which may include caller names, phone numbers, and booking details — to train and improve how Gordon handles calls. You can turn this off anytime in account settings.
  • Use aggregated, anonymised data to improve Gordon (no personally identifiable information).

Data backup & security

While we maintain regular backups and security measures, we recommend you keep your own backups of critical business information. See our Privacy Policy for details on how we protect your data.

Intellectual property

Our rights

Gordon’s software, design, features, branding, and content are owned by Booked By Gordon and protected by Australian and international intellectual property laws. This includes:

  • The Gordon platform and all its features.
  • Our trademarks, logos, and brand materials.
  • Our AI conversational interface, voice agent, and functionality.
  • Documentation and support materials.

You may not copy, modify, distribute, or create derivative works from Gordon without our written permission.

Using Gordon’s name

You may not use “Booked By Gordon”, “Gordon”, our logos, or branding without our prior written consent, except to accurately describe that you use our service.

Service availability

Our commitment

We work hard to keep Gordon running smoothly. However:

  • We don’t guarantee 100% uptime (maintenance happens, servers occasionally misbehave).
  • We may need to pause service temporarily for updates, maintenance, or technical issues.
  • The voice agent depends on telephony networks and, where you use Square, on Square’s API — services we don’t control and can’t guarantee.
  • We’ll notify you of planned maintenance when reasonably possible.

Service changes

We may modify, update, or discontinue features of Gordon at any time. We’ll try to give you notice of significant changes, but we can’t always predict when technical improvements might require adjustments.

Disclaimers & limitations

Service “as is”

Gordon is provided “as is” without warranties of any kind. While we strive for excellence:

  • We don’t guarantee the service will be error-free, uninterrupted, or meet all your specific requirements.
  • We don’t guarantee that the voice agent will answer, understand, or correctly book every call.
  • We’re not responsible for any business losses, data loss, or damages arising from your use of Gordon.
  • You’re responsible for ensuring Gordon meets your business needs before relying on it.

Limitation of liability

To the maximum extent permitted by Australian law:

  • Our total liability to you is limited to the fees you’ve paid us in the 12 months prior to the claim.
  • We’re not liable for indirect, consequential, special, or punitive damages.
  • Nothing in these terms excludes guarantees or warranties that cannot be excluded under Australian Consumer Law.

Australian Consumer Law

You may have certain rights under the Australian Consumer Law that cannot be excluded. Where applicable, our liability for breach of a consumer guarantee is limited to (at our option):

  • For services: resupplying the services or paying for their resupply.
  • For goods: replacing or repairing the goods, or paying for their replacement or repair.

Termination

You can leave anytime

You can cancel your Gordon subscription at any time through your account settings. Your access will continue until the end of your current billing period.

We can end the relationship too

We may suspend or terminate your account if:

  • You breach these Terms of Use.
  • You fail to pay subscription fees or usage charges.
  • You engage in conduct that harms Gordon, other users, or our business.
  • Required by law.

If we terminate your account for breach, you won’t receive a refund for any pre-paid fees.

What happens after termination

Upon termination:

  • Your access to Gordon ends immediately (or at the end of your billing period if you cancel).
  • The voice agent stops answering your calls, and any connection to your Square account ends.
  • You can request a copy of your data within 30 days.
  • We’ll retain your data according to our Privacy Policy, then permanently delete it after the required retention period.

Third-party services

Gordon integrates with third-party services (telephony and voice providers, SMS providers, email services, payment processors, and — where you use it — Square). Your use of these integrated services may be subject to their own terms and conditions. We’re not responsible for third-party services or their performance.

Changes to these terms

We may update these Terms of Use from time to time to reflect:

  • Changes to our services.
  • Legal or regulatory requirements.
  • Business practice improvements.

When we make material changes, we’ll notify you via email or through the Gordon console. Continued use of our services after changes means you accept the updated terms.

If you don’t agree with the changes, you can cancel your account before they take effect.

Governing law

These Terms of Use are governed by the laws of Victoria, Australia. Any disputes will be resolved in the courts of Victoria.

If any provision of these terms is found to be invalid or unenforceable, the remaining provisions continue in full force.

General provisions

Entire agreement

These Terms of Use, together with our Privacy Policy, constitute the entire agreement between you and Booked By Gordon regarding your use of the platform.

No waiver

Our failure to enforce any provision doesn’t waive our right to enforce it later.

Assignment

You can’t transfer your rights under these terms without our written consent. We can assign our rights to any successor or affiliate.

Severability

If any term is found invalid, the rest remains in effect.

Related information

For details about how we protect your data, please see our Privacy Policy.

Contact us

Questions about these terms? Need clarification on something?

Booked By Gordon
A registered business name of Shadows At Five Pty Ltd (ABN 19 606 133 386)
Registered business address: Level 1, 63-73 Ann Street, Surry Hills, NSW 2010
Australia

Email: support@bookedbygordon.com

Thank you for choosing Gordon. Now, shall we get back to running your salon?