Privacy Policy

1. Introduction

CalAssist is a productivity tool that helps users manage their schedules, prepare for meetings, and track commitments and follow-ups discussed in meetings.

This Privacy Policy explains how CalAssist collects, uses, and protects user information when you use the CalAssist platform and website (calassist.ai).

2. Information We Collect

CalAssist collects only the information necessary to provide scheduling and meeting-assistance features.

Account Information

When you create an account we may collect:

• Name
• Email address
• Profile information provided by your authentication provider

Calendar Information

If you connect your Google Calendar, Microsoft365 or other calendar services, CalAssist may access:

• Calendar lists
• Event titles
• Event start and end times
• Event metadata such as recurrence rules
• Event attendees and meeting links

This information is used solely to provide scheduling and meeting assistance features within the CalAssist platform.

Meeting and Interaction Data

• Meeting transcripts
• Meeting notes and summaries
• User inputs and commands
• Tasks and commitments created within the platform

Usage Information

We may collect basic system and usage data including:

• Device and browser type
• Log information
• Interaction events used to improve the service

3. How We Use Information

We use collected data to:

• Manage and update your calendar
• Generate meeting summaries and insights
• Extract commitments and action items
• Provide reminders and follow-ups
• Improve product functionality and performance

CalAssist does not sell personal data.

4. AI Processing and Pseudonymization

CalAssist uses third-party AI services to power features such as meeting summaries, scheduling assistance, and insights.

To protect user privacy, CalAssist implements a multi-layer data protection architecture, including pseudonymization of personally identifiable information (PII) before any data is processed by AI systems.

How It Works

• Personally identifiable data (emails, names, phone numbers, URLs) is replaced with tokens such as [EMAIL_1], [PERSON_1]
• AI systems process only tokenized data
• Original values remain securely stored within CalAssist infrastructure
• Tokens are restored only when presenting results to the user

Example:

john@company.com → [EMAIL_1]

AI Data Access Disclosure

For clarity, third-party AI providers:

May receive:

• Tokenized placeholders (e.g., [EMAIL_1], [PERSON_1])
• Meeting times and dates
• Non-identifying meeting titles
• Aggregated metrics (e.g., meeting density)
• User-provided text with PII removed or tokenized

Do NOT receive:

• Email addresses
• Phone numbers
• Attendee identities
• Meeting URLs
• Calendar descriptions
• OAuth tokens or credentials

5. Google API Data Usage

CalAssist integrates with Google Calendar using Google OAuth authorization.

CalAssist's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Specifically:

• Google user data is used only to provide user-requested functionality
• Google user data is not used for advertising
• Google user data is not sold or transferred to data brokers
• Google user data is not used to train generalized AI models
• Personally identifiable data is pseudonymized before AI processing

6. Data Storage and Security

CalAssist implements safeguards including:

• Encrypted data transmission (HTTPS)
• Access control systems
• Audit logging and monitoring
• Pseudonymization and data transformation layers

Token Mapping Storage

• Token-to-value mappings are stored securely
• Isolated per user session
• Not accessible to AI providers
• Automatically expire after a defined period

Fail-Safe Protection

If pseudonymization fails:

• The request is blocked
• No data is sent to AI systems
• The user receives a notification

This ensures no unprotected data leaves CalAssist systems.

7. User Control

Users maintain control over their data. Users may:

• Revoke Google access through their Google Account settings
• Delete their account
• Modify or delete calendar events and tasks within the application

When an account is deleted, associated user data is removed from active systems.

8. Third-Party Services

CalAssist may rely on trusted infrastructure and service providers to operate the platform, including cloud infrastructure, analytics tools, and AI processing services.

These providers are used only to deliver the CalAssist service and are contractually restricted from using the data for unrelated purposes.

9. Data Retention

Data is retained only as necessary to provide the service.

• Session-based token mappings expire automatically
• Account data is deleted upon user request (subject to legal obligations)

10. Children's Privacy

CalAssist is not intended for individuals under the age of 13. We do not knowingly collect personal information from children.

11. Changes to This Policy

This Privacy Policy may be updated periodically. Users will be notified of material changes through the platform or website.

12. Contact

If you have questions regarding this Privacy Policy, please contact: support@calassist.ai.