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Privacy Policy

Last Updated: April 2, 2026

1. Introduction

Welcome to AI Scheduler Flow. We are committed to protecting your privacy and ensuring that your personal and business information is handled with the highest level of security. This Privacy Policy explains how we collect, use, and protect your data when you use our AI-driven calendar integration and appointment scheduling services.

2. Information We Collect

To provide our services, we collect the following types of information:

  • Business Information: Business name, email address, and configuration settings.
  • Calendar Data: When you connect your Google Workspace or Microsoft Outlook calendar, we access your calendar events, availability, and free/busy status. We ONLY access the specific calendars you authorize.
  • Contact Information: We collect customer phone numbers and names through the WhatsApp integration (Twilio) to facilitate appointment bookings.
  • OAuth Tokens: For calendar synchronization, we store encrypted access and refresh tokens.

3. How We Use Your Data

We use the collected information for the following purposes:

  • Appointment Synchronization: To automatically check availability and create events on your professional calendar.
  • AI Parsing: To understand and process customer requests via our AI failover engine (Groq and Together AI).
  • Communication: To send automated appointment confirmations and reminders through WhatsApp.

4. Data Security (AES-256-GCM)

We take security extremely seriously. All sensitive information, including OAuth tokens, is stored using AES-256-GCM encryption. This ensures that even in the event of unauthorized access, your calendar credentials remain unreadable.

5. Third-Party Sharing

We do not sell your data. We share information only with trusted sub-processors necessary to provide the service:

  • AI Providers: Your message content is processed by Groq and Together AI solely for intent parsing.
  • Communication Providers: Message delivery is handled by Twilio.
  • Calendar Providers: Google and Microsoft receive requests to update your calendar.

6. Data Retention

We retain your data only for as long as your account is active or as needed to provide our services. Upon request, we will delete all stored business and customer data within 30 days.

7. Contact Us

If you have any questions about this Privacy Policy, please contact our privacy team at privacy@ai-scheduler-flow.com.