Introduction

SWH LABS LLC ("Company" or "We") respect your privacy and are committed to protecting it through our compliance with this policy. This policy describes the types of information we may collect from you or that you may provide when you visit the website https://calbotservice.com and our practices for collecting, using, maintaining, protecting, and disclosing that information.

Throughout this document, we use several definitions:

• "Website" means all of the text, data, information, software, graphics, photographs, and more that we and our affiliates may make available to you, plus our websites and any services, extensions, plug-ins, software, or applications (including CalBot for Chrome, CalBot for Firefox, and any CalBot applications) that we may provide to you.
• "User" are the people who have created a CalBot account.
• "Invitee" are people who have scheduled a meeting with a User but may or may not have registered with CalBot.
• "Viewer" is a person who visits the Website but may or may not be a User or Invitee.
• "Personal Data" is any data relating to an identified or identifiable natural person that is processed by CalBot as described in this Privacy Notice when such information is protected as "personal data" or "personal information" or a similar term under applicable data protection laws.

Scope

This policy applies to information we collect:

• On this Website.
• In email, text, and other electronic messages between you and this Website.
• Through mobile and desktop applications you download from this Website, which provide dedicated non-browser-based interaction between you and this Website.
• When you interact with our advertising and applications on third-party websites and services, if those applications or advertising include links to this policy.

It does not apply to information collected by:

• Us offline or through any other means, including on any other website operated by Company or any third party (including our affiliates and subsidiaries); or
• Any third party (including our affiliates and subsidiaries), including through any application or content (including advertising) that may link to or be accessible from or on the Website.

Please read this policy carefully to understand our policies and practices regarding your information and how we will treat it. If you do not agree with our policies and practices, your choice is not to use our Website. By accessing or using this Website, you agree to this privacy policy. Your continued use of this Website after we make changes is deemed to be acceptance of those changes, so please check the policy periodically for updates.

Children Under the Age of 13

Our Website is not intended for children under 13 years of age. No one under age 13 may provide any information to or on the Website. We do not knowingly collect personal information from children under 13. If you are under 13, do not use or provide any information on this Website or through any of its features. If we learn we have collected or received personal information from a child under 13 without verification of parental consent, we will delete that information. If you believe we might have any information from or about a child under 13, please contact us at [email protected].

Information We Collect About You and How We Collect It

We collect information about you directly from you and automatically through your use of our Website. This includes:

• Information by which you may be personally identified (e.g. name, postal address, e-mail address, telephone number, etc.)
• Information about you that does not individually identify you, such as usage data
• Information about your internet connection, the equipment you use to access our Website, and usage details

Information You Provide to Us

The information we collect on or through our Website may include:

• Information provided by filling in forms on our Website – at registration, when subscribing to our service, posting material, or requesting further services.
• Records and copies of your correspondence (including email addresses) if you contact us.

We may also collect additional information from you or through third parties, including:

• Appointment Information: When scheduling appointments, details such as name, email address, phone number, the subject of the meeting, and any additional information you provide.
• Calendar Information: If you connect your calendar with CalBot, we access information like event duration and free/busy status (and sometimes meeting titles) but do not store detailed appointment data.
• Information Received from Third Parties: If you link your account with a third-party service, we may receive or be granted access to information from that service.
• Account and Billing Information: At account setup and purchase, we collect information such as your name, email address, username, password, and billing details (with only the last four digits of your credit card stored).
• Chatbot Data: Transcripts and information provided during your conversation with our virtual chatbot.
• Marketing Information: Information provided when contacting us or signing up for newsletters, events, or interacting via our social media channels.
• User Contributions: Information you choose to post or display on public areas of the Website.

Information We Collect Through Automatic Data Collection Technologies

As you navigate and interact with our Website, we may use automatic data collection technologies to gather information about your equipment, browsing actions, and usage patterns. This includes:

• Details of your visits to our Website (traffic data, location data, logs, etc.)
• Information about your computer and internet connection (IP address, operating system, browser type)

These technologies may use:

• Cookies: Small files placed on your device. You can adjust your browser settings to refuse cookies, but this may affect website functionality.
• Flash Cookies: Local stored objects that may collect and store information about your preferences and navigation. These are managed separately from browser cookies.

SMS and Text Messaging Policy

By providing your phone number, you consent to receive SMS messages from CalBot regarding account activity, meeting reminders, and product updates. Message and data rates may apply.

Message frequency varies. You can opt out of receiving SMS messages at any time by replying "STOP". For help, reply "HELP" or contact us at [email protected].

We do not sell or share your phone number with third parties for marketing purposes. Phone numbers are only used in accordance with this privacy policy and applicable laws.

Third-Party Use of Cookies and Other Tracking Technologies

Some content or applications on our Website (including advertisements) are served by third parties who may use cookies, web beacons, or other tracking technologies to collect information about your online activities. This information may be combined with your personal information or used to provide targeted content. We do not control these third parties' practices.

To opt out of targeted ads, please refer to the appropriate settings on the respective provider's website.

How We Use Your Information

We use the information collected about you or that you provide to:

• Present our Website and its contents to you.
• Provide the CalBot Website Service – facilitating scheduling, managing your account, responding to inquiries, and addressing technical issues.
• Provide you with information, products, or services you request.
• Send notices about your account (e.g., expiration or renewal notices).
• Enforce our rights and obligations under any contracts, including for billing and collection purposes.
• Notify you about changes to our Website or services.
• Allow you to participate in interactive features on the Website.
• Display advertisements to target audiences based on the information provided.
• Contact you regarding our own or third-party goods and services that may be of interest to you (unless you opt out).

Disclosure of Your Information

We may disclose aggregated information (that does not identify any individual) without restriction. We may also disclose your personal information:

• To our subsidiaries and affiliates.
• To contractors, service providers, and other third parties that support our business.
• To a buyer or other successor in connection with a merger, restructuring, or sale of assets (in which case your personal information may be transferred as one of the assets).
• For the purpose for which you provide it (for example, when using an "email a friend" feature).
• With your consent.
• To comply with court orders, laws, or legal processes, or to protect the rights, property, or safety of the Company, our customers, or others (including for fraud protection or credit risk reduction).

Choices About How We Use and Disclose Your Information

We strive to provide you with choices regarding your personal information. You may:

• Adjust your browser settings to refuse some or all cookies (note that this may affect website functionality).
• Opt out of receiving targeted ads by using options provided by third-party advertising networks (such as the Network Advertising Initiative).

Accessing and Correcting Your Information

You can review and change your personal information by logging into the Website and visiting your account profile page. You may also contact us at [email protected] to request access to, correct, or delete any personal information you have provided. Note that deletion of your personal information may require deletion of your user account.

Additionally, if you delete your user contributions, copies may still be viewable on cached or archived pages.

Data Security

We have implemented measures designed to secure your personal information from accidental loss and unauthorized access, use, alteration, or disclosure. All information you provide is stored on secure servers behind firewalls, and payment transactions are encrypted using SSL technology.

Our data protection mechanisms include:

• Encryption: All sensitive data is encrypted both in transit and at rest using industry-standard encryption protocols.
• Access Controls: Strict role-based access control (RBAC) systems to ensure data is only accessible to authorized personnel.
• Regular Security Audits: We conduct regular security assessments and penetration testing to identify and address potential vulnerabilities.
• Incident Response: Comprehensive incident response procedures for handling data breaches or security incidents.

However, please note that the transmission of information via the internet is not completely secure, and you are responsible for maintaining the confidentiality of your password and other account details.

Google User Data and Workspace Integration

When you use CalBot with Google Workspace, we handle your Google user data as follows:

• Data Access: We only access the minimum required Google user data necessary to provide our scheduling and calendar management services. This includes calendar event details (titles, times, attendees) and free/busy status.
• Data Usage: We use Google user data solely to:
  • Schedule and manage appointments
  • Display your calendar availability
  • Send calendar invitations and updates
  • Provide scheduling suggestions
• Data Sharing: We do not sell or rent your Google user data. We only share this data with:
  • Service providers who assist in operating our platform (under strict confidentiality obligations)
  • Meeting participants you explicitly choose to share information with
• Data Retention: We retain Google user data only for as long as necessary to provide our services:
  • Calendar data is cached for up to 24 hours to improve service performance
  • Meeting history may be retained for up to 12 months unless you request deletion
  • Account data is deleted within 30 days of account termination
• Data Deletion: You can request deletion of your Google user data at any time by:
  • Contacting us at [email protected]
  • Disconnecting your Google account from CalBot

AI and Machine Learning Practices

Regarding the use of data for AI and machine learning:

• Model Training: We do not use your Google user data or any personal information to train or develop AI/ML models.

Changes to Our Privacy Policy

It is our policy to post any changes to this privacy policy on this page with a notice that the policy has been updated on the Website home page. The date of the last revision is indicated at the top of the page. Please ensure that we have your current email address so you can be notified of any material changes.

Contact Information

If you have any questions or comments about this privacy policy or our practices, please contact us at:

Email: [email protected]

To register a complaint or concern, please email us at the same address.