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 and any CalBot applications) that we may provide to you.
• "User" are the people who have created a CalBot account.
• "Viewer" is a person who visits the Website but may or may not be a User.
• "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.

Information We Collect About You and How We Collect It

We collect minimal information to provide our scheduling service:

• Email Address: Required for account creation and receiving scheduling requests
• Phone Number (Optional): Only if you want SMS abilities
• Calendar Access Tokens: OAuth tokens to access your Google Calendar or Microsoft Outlook (we don't store calendar events themselves, only access tokens)
• Scheduling Preferences: Your preferences for meeting times, durations, video conferencing providers, and notification settings
• Subscription Information: Stripe customer ID to link your account to your subscription

We also collect information automatically through your use of our Website:

• Usage data and analytics (page visits, feature usage)
• Information about your internet connection and device (IP address, operating system, browser type)

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.

SMS and Text Messaging Policy

By providing your phone number, you consent to receive SMS messages from CalBot regarding account activity. 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.

Analytics and Error Tracking

We use third-party services to help us understand how our Website is used and to identify and fix technical issues. These services may collect information about your interactions with our service, including pages visited, features used, device information, and error logs. We are not responsible for the practices of these third parties.

The data collected is used solely for improving our Website and is not sold to third parties.

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 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.

Disclosure of Your Information

We may disclose aggregated information (that does not identify any individual) without restriction. We may also disclose your personal information when it is necessary to provide you the service:

• To our subsidiaries and affiliates.
• To contractors, service providers, and other third parties that support our service.
• To a buyer or other successor in connection with a merger, restructuring, or sale of assets.
• For the purpose for which you provide.
• With your consent.

Data Security

We have implemented measures designed to secure your personal information from accidental loss and unauthorized access, use, alteration, or disclosure.

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.

Data Retention and Deletion

We access your calendar data in real-time through Google Calendar API to:

• Check your availability when scheduling meetings
• Create, update, or delete events as you request via email

We do not store your calendar events or meeting details in our database. All calendar data is fetched fresh from Google when needed. When you disconnect your Google account or delete your CalBot account, we delete your OAuth tokens within 30 days.

We do not store your calendar data or the contents of email threads sent to CalBot in our database. However, to provide customer support, investigate bugs, and improve reliability, authorized team members may temporarily access your calendar data or email threads as needed. Our system logs are designed to capture metadata (for example, timestamps and error messages); any limited content access for support or debugging is tightly permissioned, audited, and retained only for the shortest time necessary to resolve the issue.

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.