Privacy policy
How we handle information when you run your shop, book a visit or use our website.
01Who we are
CalendarCut is operated by the Australian sole trader trading as CALENDAR CUT SOFTWARE, ABN 14 749 474 221. “CalendarCut”, “we”, “us” and “our” refer to that business.
This policy explains how we collect, hold, use and disclose personal information through our website and barbershop software. It covers business owners, staff, partners, people booking with a shop and anyone who contacts us. Send privacy questions and requests to support@calendarcut.com.
02Your shop and CalendarCut
Independent barbershops use CalendarCut to manage their own bookings and client relationships. Your shop decides which services it offers, what client information it needs and how it uses that information to run its business. Its own privacy notices and booking conditions also matter.
We handle shop-client information to operate the software, carry out authorised shop instructions, provide support and keep the service secure. We also handle information for our own account administration, billing, security and legal responsibilities. Our responsibilities depend on the information and circumstances; this policy does not remove a shop’s or CalendarCut’s obligations under applicable law.
Contact your shop first about a haircut, appointment or message it sent. Contact us about CalendarCut’s handling of information or if you need help identifying the right contact.
03Information we collect
The information we handle depends on which parts of CalendarCut you use. It may include:
- Account and business details: names, email addresses, phone numbers, business details, locations, staff roles, settings and authentication records.
- Bookings and client records: contact details, services, barber and location, appointment times, visit history, queue entries, enquiries, changes and details supplied for family or recurring appointments.
- Products and growth tools: product purchases or collections, offers, loyalty and referral activity, marketing permissions, unsubscribe choices, invitations and campaign interactions recorded by the service.
- Payments and subscriptions: agreed prices, payment references and status, invoices, refunds, credits, subscription details and relevant financial history. Online card details are handled by the payment provider rather than stored as full card numbers by CalendarCut.
- Content and communications: messages, feedback, support correspondence, shop content and photos or notes supplied through enabled features.
- Technical and security information: network and request information, browser or device details where available, sign-in and audit activity, delivery results, errors and storage described in our cookies and browser storage section.
Avoid putting sensitive information into general notes or messages unless it is necessary and you have an appropriate basis to provide it.
04How we collect information
We collect information when you create or use an account, make or manage a booking, join a queue, submit an enquiry, use an enabled loyalty or referral feature, respond to an invitation or contact support.
A shop may enter information on a client’s behalf, import an existing client list, add notes or record transactions. The shop is responsible for having an appropriate basis to provide it. Importing a contact does not automatically establish marketing permission.
Providers may return information needed to operate a feature, such as payment status, delivery results or a security event. Some technical information is generated when your browser or device communicates with the service.
05How we use information
We use information to provide booking, diary, queue and client-management features; manage accounts and subscriptions; process authorised changes; send relevant service communications; operate enabled loyalty, referral and growth tools; answer enquiries; and resolve support issues.
We also use necessary information to investigate failures or abuse, protect accounts, maintain audit and financial records, manage disputes and comply with applicable legal obligations. We do not sell or rent barbershops’ client lists or use those lists to send CalendarCut’s own advertising to their clients.
Some features apply rules automatically, such as checking availability, calculating rewards or determining whether a message is eligible. These rules use the relevant booking, account and shop settings. Contact the shop about an appointment outcome or contact us about a suspected software error.
06Messages and your choices
Booking confirmations, appointment changes, security messages and billing notices help deliver the service you requested. A booking or queue entry does not, by itself, grant permission for promotional email or SMS.
Marketing choices are managed separately. A shop using marketing features is responsible for the content, audience and appropriate permission. Withdraw marketing permission through the unsubscribe or preference facility in a message or by contacting the sender. This does not cancel an appointment or prevent necessary account or booking communications.
Review invitations and private feedback are different from public reviews. Submitting private feedback does not automatically publish a Google review. When you follow a link to an external review service, its privacy practices apply.
07Access and sharing
Shop information is available to authorised users according to their shop, role and permissions. The owner controls staff access. A partner’s branding or billing relationship does not itself entitle the partner to access a shop’s client records.
CalendarCut may access information where needed to provide support, operate and protect the service, investigate an issue or meet a legal obligation. Providers handle functions such as hosting, databases, backups, email, payments and website protection, receiving information needed for the relevant function.
Information may also be disclosed to professional advisers under confidentiality obligations, to authorities where legally required, or where necessary to establish or defend a legal claim. Publishing a shop website does not make its private booking or account records public.
08Providers and overseas handling
CalendarCut uses Vultr for application hosting, Supabase for its application database, Cloudflare for website protection, domains and backup infrastructure, Resend for email delivery, and Stripe for online payments and subscriptions. SMS, when enabled and configured, requires an SMS delivery provider.
Our application database is hosted in Sydney, Australia. This does not mean every piece of information stays in Australia: providers may process information through overseas infrastructure or support teams. Their locations depend on the service and configuration. Contact us for information about the providers involved in your request and their relevant processing arrangements.
Where applicable law requires safeguards for overseas handling, we take the steps required by that law. External sites you choose to visit, including payment and review services, also have their own privacy policies.
09iPhone app and booking updates
Our staff app uses your existing business account to access the diary, client records and actions your shop permits. Sign-in material, appointment drafts and recovery information for interrupted saves are stored securely on your iPhone using Keychain. The app requires a connection to access current shop records; it does not keep an offline copy of your client database.
We associate an installation identifier with your verified account and shop. If you enable iPhone notifications, we also process Apple’s push notification token, encrypted on our server, to send permitted booking updates through Apple Push Notification service. Alerts use minimal wording. Private appointment details are retrieved only after sign-in and a current permission check.
We record when an authenticated installation receives an update in the foreground or opens it to maintain its read state and check notification handling. These records relate to your permitted business account and installation. We do not use these identifiers for advertising or tracking across other businesses’ apps or websites.
You can change booking notification preferences in the app and notification permission in iPhone Settings. The app remains usable without notification permission. Signing out clears private screen data and saved drafts and detaches the device’s subscription when it can reach the server. If the phone is offline, a cleanup reference may remain in Keychain so detachment can be retried; recovery information for an interrupted save may also remain until its result can be checked after sign-in.
11Keeping information secure
We use safeguards designed to reduce unauthorised access, loss, misuse and disclosure. These include encrypted connections, account authentication, role-based access, restrictions between shops, protected backups and security records. Access is limited according to the function being performed.
No online system can guarantee absolute security. Keep sign-in details and recovery codes private, use available security controls, and report suspected unauthorised access to support@calendarcut.com. Private booking, queue and account links should be treated as confidential.
If an incident affects personal information, we will investigate and take appropriate response steps. We will notify affected shops, individuals or regulators where required by applicable law.
12Retention and deletion
We retain information for the purposes described here, including providing the service, maintaining necessary records, meeting legal obligations and resolving disputes. Different categories may need different retention periods. Shops can use available privacy and retention controls, subject to their permissions and the records involved.
A deletion or anonymisation request may need to account for an upcoming appointment, an unresolved payment or refund, an unused reward, or another unresolved obligation. Restricted financial, audit and dispute records may need to remain when an active client profile is anonymised.
Changing an active record does not immediately remove every copy. Backups, exported files and provider-held information require separate handling. Retained backups remain restricted and are managed through backup retention processes. We do not promise immediate erasure from every system.
Contact us or the relevant shop about the information you want removed. We will explain the available action and any applicable limits.
13Access, correction and requests
Ask about information held about you, request access or correction, or raise a deletion concern. Contact your shop about its client and booking records, or email support@calendarcut.com about CalendarCut accounts and our handling of information. We will help route a request where more than one party is involved.
We may need proportionate information to verify your identity and protect other people’s records. Do not send passwords, recovery codes or complete card details. If we cannot fulfil a request in full, we will explain the reason where permitted and identify available next steps.
You may choose not to provide some information, but we or the shop may then be unable to create an account, arrange an appointment, contact you or deliver the feature requested.
14Children and family bookings
A parent, guardian or other authorised person may provide information when arranging an appointment for someone else. Provide only what is needed and make sure you have authority to share it. Family bookings do not give unrelated people access to each other’s private records.
Shop owners should avoid collecting unnecessary information about children or including sensitive details in general booking notes. Contact the shop or CalendarCut if information about a child needs attention.
15Privacy complaints
Email support@calendarcut.com with enough detail for us to investigate a concern about how we handle information. We will review it, seek clarification where necessary and respond. If more time is needed, we will explain that.
We may help direct an issue about a shop’s own practices to that shop while addressing any part that concerns CalendarCut. If you remain dissatisfied, you may be able to contact the Office of the Australian Information Commissioner or another regulator, depending on the matter and its jurisdiction.
16Changes to this policy
We may update this policy when our service, providers or information-handling practices change. Its date and version identify the current published text. Where a change requires a separate notice or permission, we will take the steps required by applicable law.
This policy explains our practices. It is not permission to send marketing, does not change a shop’s agreed booking conditions and does not remove your rights under applicable law.