Effective 1 November 2026
ManeOS PTY LTD | ABN 22 701 377 255
Effective date: 1 November 2026
Privacy enquiries: hello@getmaneos.com
ManeOS PTY LTD (ManeOS, we, us or our) provides software for salon businesses. This policy explains how we collect, hold, use and disclose personal information through our website, web platform, staff apps, ManeColourBar, client booking apps and related services.
It applies to salon owners, staff, job applicants, salon clients, website visitors and people who contact us. The information involved depends on the services and features used.
Salons decide what information they collect for their business and how they use it. We handle much of that information to provide services to them. We also handle information for our own account administration, support, billing, security and legal obligations. Salons should provide their own privacy notices. This policy does not remove either party's responsibilities under applicable law.
We may collect and hold:
We seek sensitive information only where reasonably necessary for a lawful purpose and with consent where required by law, or where another legal exception applies. A salon's general acceptance of our terms is not a substitute for an individual's required consent.
We collect information directly when you create an account, make a booking, complete a form, use a feature, contact support or communicate through ManeOS.
We also receive information from salons and their authorised users, from systems they authorise us to import, and from connected payment, messaging, telecommunications and other services. Technical information may be collected automatically as you use the service.
Where reasonable and practicable, we allow enquiries without identifying yourself or using a pseudonym. We may need identification to provide an account, manage a booking, process a payment or release personal information. If required information is not provided, we or the salon may be unable to provide the relevant service.
We use personal information to provide and administer accounts, bookings, salon records, payments integration, staff tools, communications and other requested features; deliver support and migration assistance; prevent misuse and investigate incidents; maintain and improve the service; and meet legal obligations.
We use information for other purposes only where permitted by law, such as with consent or for an applicable related purpose. For product analysis using salon client or staff records, we use appropriately de-identified and aggregated information that does not reasonably identify the salon or an individual. Any additional use of identifiable records requires a separately disclosed lawful purpose and appropriate authorisation.
We do not sell identifiable client or staff information. We do not use a salon's client database to send our own marketing.
Information may be made available to the salon and its authorised users according to their access permissions, and to providers needed to operate the selected services. Depending on the feature, these include:
Not every provider receives every category of information. Disclosure depends on the service used and its purpose. Providers may handle some information independently, such as payment compliance or their own service security, under their own policies.
We may also disclose information to advisers and insurers where necessary, to a person you authorise, to regulators or other parties where required or authorised by law, or in connection with a genuine business sale or restructure subject to appropriate confidentiality and privacy protections.
Our main database, file storage and application servers are located in Sydney, Australia, and our backup copies are kept in Australia. Some of our providers are based overseas, and our providers may store, process or access personal information outside Australia, for example for AI processing, email delivery, app distribution, push notifications, payments, advertising measurement and their own support and security. The countries in which recipients are likely to be located are the United States, the United Kingdom and countries in the European Union. A provider's staff or subprocessors may also access information from other countries, as described in that provider's published information.
Where required by Australian privacy law, we take reasonable steps to ensure overseas recipients handle information consistently with the Australian Privacy Principles, including appropriate contractual protections. We do not rely on your acceptance of this policy as a blanket waiver of our responsibilities for overseas disclosures.
You can contact hello@getmaneos.com for further information about overseas handling.
When an AI feature is used, relevant information may be sent to its provider. For example, a client summary may use appointment history, document extraction may use an uploaded invoice or CV, and transcription may use a call recording. AI output can contain errors and should be checked before it is relied on.
Our AI providers are Anthropic, whose Claude models provide summaries, document extraction, drafts and the in-app assistant, and OpenAI, which transcribes call recordings where a salon has turned on call recording and transcription. We use their commercial services for businesses. Under those services' terms, the providers do not use the information we send them to train their models. They may keep inputs and outputs for a limited period to provide the service and to detect and prevent misuse, and may keep information connected with a suspected misuse or safety concern for longer, under their own policies. We do not have a zero-retention arrangement with either provider.
Where a salon enables call recording or transcription, callers and staff must receive appropriate notice and consent must be obtained where required. Contact the salon to ask about recording, its purpose and available alternatives.
In ManeHR Hiring, a salon can upload a job applicant's CV. AI reads the CV to pre-fill the applicant's name and contact details and to write a short summary of their experience for the salon. It does not score, rank, shortlist or reject applicants. The salon checks every field before anything is saved and makes every hiring decision itself. ManeOS does not use AI to make decisions that significantly affect a person's rights or interests. An applicant can ask the salon, or us at hello@getmaneos.com, how their information was used.
The website and applications use cookies and similar technologies for functions such as sign-in, session security and preferences.
A salon's booking pages may also use connected Google or Meta analytics and advertising tools. Where enabled and lawfully configured, booking events and hashed contact identifiers may be shared to measure advertising performance. Hashing does not make those identifiers anonymous: the recipient may match them with information it already holds.
Relevant notices and any legally required consent must be provided before optional tracking operates. You can manage cookies through your browser and any controls provided on the relevant page. Blocking essential cookies may affect functionality.
We may send marketing about ManeOS where permitted by law. You can unsubscribe using the instructions in the message or by contacting hello@getmaneos.com. We will action marketing opt-out requests within the legally required period, generally five business days for commercial electronic messages.
Salons control their own marketing preferences and campaigns. To opt out of a salon's marketing, use its unsubscribe option or contact it. You can also contact us for assistance.
Opting out of marketing does not prevent necessary account, security, payment or appointment messages. Those messages must not be used to bypass a marketing opt-out.
Depending on the app and feature, you may be asked for camera, photo, microphone, notification, contacts or Bluetooth permissions. These support functions such as consultation images, barcode scanning, calls, notifications, contact export or connecting colour scales.
You can manage permissions in your device settings. Disabling a permission may prevent the associated feature from working. Some device services also process diagnostic information under the platform provider's policies.
We use reasonable technical and organisational measures to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. These include access controls and measures to protect information in transmission and storage.
Access is limited according to roles and operational needs. No system is completely secure. If a privacy incident occurs, we will assess it, take appropriate action and notify affected individuals and regulators where required by law.
We keep personal information only for as long as reasonably needed for the purpose for which it was collected, to provide the service, or to meet a lawful retention requirement.
For a closed salon subscription, the standard arrangement provides 30 days to request a data export, followed by deletion or de-identification from active systems within a further 60 days, subject to lawful exceptions. Backup copies expire within 7 months and are restricted from ordinary use while retained.
Where telephone recording is enabled, recordings and associated transcripts and summaries are retained for 12 months and then deleted automatically, unless earlier deletion or longer lawful retention is required.
Billing, employment and other records may have different legal retention requirements. The salon remains responsible for its record-keeping obligations, including arranging exports before closure. We restrict any information retained for a legal obligation, genuine dispute or security investigation to that purpose.
You may ask to access or correct personal information we hold about you, or request its deletion, by emailing hello@getmaneos.com. For records managed by a salon, contacting that salon may resolve the request most directly. You may still contact us, and we will assist or coordinate with the salon as appropriate.
We may need to verify your identity and authority. We will respond within a reasonable period and explain any lawful reason why we cannot fulfil a request. We do not charge to make a request or seek correction. If an access charge is permitted and necessary, we will explain it in advance.
Deletion may be limited by legal retention requirements or other lawful grounds. It is not an unconditional right to erase every record. Where appropriate, we will explain the information retained and the reason.
ManeOS business accounts are intended for authorised business users. Salon records may include children who receive salon services or young people employed by a salon. The salon must provide age-appropriate notices and obtain parental or guardian involvement where required. We handle that information under the same protections described in this policy.
Please email hello@getmaneos.com with the details of your complaint and the outcome you seek. We will acknowledge it, investigate and aim to provide a substantive response within 30 days. If we need longer, we will explain why and give an expected response date.
If you are dissatisfied with our response, you may contact the Office of the Australian Information Commissioner through oaic.gov.au/privacy/privacy-complaints, where the matter is within its jurisdiction. Other privacy or health-records regulators may also have jurisdiction.
We will publish the current version and its effective date. We will take reasonable steps to notify affected customers of material changes. An update does not itself authorise a new use of information where consent or another legal basis is required.
For privacy enquiries, requests or complaints, contact ManeOS PTY LTD, ABN 22 701 377 255, at hello@getmaneos.com.