Privacy Policy
Last updated: 22 September 2026
The Magic Room Admin is an internal booking and customer communication system used by The Magic Room and Magic Malmstrøm.
This Privacy Policy explains how the system uses information when connecting to Google services, including Gmail.
Information we access
When an authorized Google Workspace account is connected to The Magic Room Admin, the system may access Gmail data necessary to manage customer enquiries and booking communication.
This may include:
email addresses
email subjects
email message content
Gmail message IDs and thread IDs
sender and recipient information
timestamps
information required to send and reply to emails
The system only accesses Gmail accounts that have been explicitly authorized by the account owner.
How we use Google user data
Google user data is used only to operate our internal booking and customer communication workflow.
Specifically, we use this data to:
display relevant email conversations inside our admin system
send replies to customer enquiries
send booking proposals and related communication
keep replies grouped in the correct Gmail conversation
associate email conversations with the relevant customer enquiry
Google user data is not used for advertising, profiling, or marketing unrelated to the customer's enquiry.
Data storage
Our booking system stores selected information related to enquiries and email conversations in our secure backend database.
We may store:
customer contact details
booking enquiry information
Gmail thread and message identifiers
booking status
proposal information
acceptance information
follow-up information
Google OAuth access and refresh tokens are stored securely and are used only to maintain the authorized Gmail connection.
Data sharing
We do not sell Google user data.
Google user data is not shared with advertisers or data brokers.
Data may be processed by service providers that are necessary to operate the system, such as our hosting, database, website and email infrastructure.
These providers are only used to provide the technical services required to operate The Magic Room Admin.
Google API Services User Data Policy
The Magic Room Admin's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Data retention
We retain booking and communication information for as long as reasonably necessary for customer service, booking administration, accounting, legal obligations, and legitimate business records.
Google user data is retained only for as long as it is necessary to provide the functionality of The Magic Room Admin and to support the relevant customer enquiry or booking process.
When Google user data is no longer required for these purposes, it will be deleted or anonymized where reasonably possible, unless continued retention is required by law, accounting obligations, dispute resolution, or other legitimate business requirements.
Google account authorization can be revoked at any time through the user's Google Account security settings. Revoking access prevents The Magic Room Admin from making further requests to the connected Google account, although previously stored business records may be retained where necessary for the purposes described above.
Security
We take reasonable technical and organizational measures to protect stored information and restrict access to authorized users.
Access to The Magic Room Admin is limited to authorized administrators.
Your rights
If you have questions about your personal information, would like information corrected, or would like data deleted where legally possible, you can contact us.
Contact
The Magic Room
Gothersgade 113
1123 Copenhagen K
Denmark
Email: info@themagicroom.dk
Website: www.themagicroom.dk
The Magic Room Admin's use of information received from Google APIs complies with the Google API Services User Data Policy, including the Limited Use requirements.