Privacy Policy

Last updated: January 15, 2025

At TimeGate Booking Systems ("we," "our," or "us"), we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our appointment booking service.

1. Information We Collect

Personal Information

We collect information that you provide directly to us, including:

• Name, email address, and contact information
• Company name and business information
• Payment and billing information
• Appointment and scheduling data
• Communication preferences

Automatically Collected Information

When you use our service, we automatically collect certain information, including:

• Device information (IP address, browser type, operating system)
• Usage data (pages visited, features used, time spent)
• Cookies and similar tracking technologies
• Location data (if you grant permission)

2. How We Use Your Information

We use the collected information for the following purposes:

• To provide, maintain, and improve our services
• To process appointments and send booking confirmations
• To communicate with you about your account and our services
• To send automated reminders and notifications
• To process payments and prevent fraud
• To analyze usage patterns and optimize user experience
• To comply with legal obligations

3. Information Sharing and Disclosure

We do not sell your personal information. We may share your information only in the following circumstances:

• Service Providers: We work with third-party service providers who perform services on our behalf (payment processing, email delivery, analytics)
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• Legal Requirements: When required by law or to protect our rights and safety
• With Your Consent: When you explicitly authorize us to share information

4. Data Security

We implement appropriate technical and organizational security measures to protect your personal information, including:

• Encryption of data in transit and at rest
• Regular security audits and penetration testing
• Access controls and authentication mechanisms
• Employee training on data protection
• Incident response procedures

However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

5. Your Rights and Choices

Depending on your location, you may have the following rights regarding your personal information:

• Access: Request access to your personal data
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your personal data
• Portability: Request a copy of your data in a portable format
• Objection: Object to certain processing of your data
• Restriction: Request restriction of processing
• Withdraw Consent: Withdraw consent for data processing

To exercise these rights, please contact us at support@sipshadowlane.com

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When we no longer need your information, we will securely delete or anonymize it.

7. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience. You can control cookies through your browser settings. For more information, see our Cookie Policy.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place to protect your data in accordance with this Privacy Policy and applicable laws.

9. Children's Privacy

Our services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If you become aware that a child has provided us with personal information, please contact us.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. Your continued use of our services after such changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us:

TimeGate Booking Systems
📍 4-3-15 Nishishinjuku, Shinjuku-ku, Tokyo 160-0023, Japan
📧 Email: support@sipshadowlane.com

12. GDPR Compliance (For EU Users)

If you are located in the European Economic Area (EEA), you have additional rights under the General Data Protection Regulation (GDPR):

• Right to lodge a complaint with a supervisory authority
• Right to data portability
• Right to object to automated decision-making

Our lawful basis for processing your data includes your consent, contract performance, legal obligations, and legitimate interests.