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Privacy Policy for Calendara

Last Updated: September 18, 2025

1. Introduction

Welcome to Calendara ("we," "us," or "our"). We are committed to protecting your privacy and ensuring transparency about how we collect, use, and safeguard your personal information. This Privacy Policy explains our practices when you use our website at https://usecalendara.com and our web application (collectively, the "Service").

Calendara is a web-based service that transforms images, PDFs, spreadsheets, and text into organized digital calendar events. We take your privacy seriously and have designed our Service to minimize data collection while providing powerful calendar automation features.

By using our Service, you agree to the collection and use of information in accordance with this Privacy Policy.

2. Information We Collect

2.1 Personal Information

When you create an account or use our Service, we may collect:

  • Contact Information: Email address, first name, and last name
  • Account Information: Username, password (encrypted), and profile preferences
  • Payment Information: Processed securely by our payment processor (Stripe) - we do not store credit card details
  • Profile Data: Optional profile picture and communication preferences

2.2 Calendar and Event Data

As a calendar service, we process:

  • Event Information: Event titles, descriptions, dates, times, and locations that you create or extract
  • Calendar Metadata: Calendar names, colors, and sharing preferences you configure
  • Integration Data: Connection status and preferences for third-party calendar services (Google Calendar, Outlook, Apple Calendar)

2.3 Content You Upload for Processing

When you use our AI-powered event extraction features:

  • Documents: PDFs, images (JPG, PNG), and spreadsheets (XLSX, XLS, CSV) you upload
  • Text Input: Natural language descriptions of events you provide
  • Extracted Data: AI-generated event information derived from your uploads
  • Processing Metadata: File types, sizes, and processing timestamps (not content)

2.4 Usage and Technical Data

We automatically collect:

  • Usage Analytics: Features used, time spent in the application, and user interaction patterns
  • Technical Information: IP address, browser type and version, device type, operating system
  • Performance Data: Error logs, response times, and system performance metrics
  • Cookies and Similar Technologies: Essential cookies for authentication and preferences

3. How We Use Your Information

3.1 Service Provision

  • Process and transform your uploaded content into calendar events
  • Synchronize events with your connected calendar services
  • Provide customer support and respond to your inquiries
  • Maintain and improve our Service functionality

3.2 AI Processing and Improvement

  • Extract event information from documents and images using AI technology
  • Improve our AI models' accuracy and performance (using anonymized data only)
  • Develop new features and enhance existing ones

3.3 Account and Security Management

  • Authenticate your identity and maintain account security
  • Process payments and manage subscriptions
  • Send important service notifications and account updates

3.4 Legal and Compliance

  • Comply with applicable laws and regulations
  • Protect against fraudulent, unauthorized, or illegal activity
  • Enforce our Terms of Service and other policies

4. Google Calendar Integration

4.1 Permissions and Access

When you connect your Google Calendar account:

  • Scope of Access: We request permission to read your existing calendars and create new events
  • Purpose: We access your Google Calendar solely to add events you've created through Calendara
  • Data Usage: We do not read, store, or analyze your existing personal calendar events
  • User Control: You can revoke this access at any time through your Google Account settings

4.2 Google Calendar Data Handling

  • Event Creation: We only create new events based on content you've processed through Calendara
  • No Personal Data Mining: We do not scan or analyze your existing calendar events
  • Direct Integration: Event data flows directly from Calendara to your Google Calendar
  • No Third-Party Sharing: Your Google Calendar data is never shared with other parties

5. Data Sharing and Disclosure

5.1 We Do Not Sell Your Personal Data

We do not sell, rent, or trade your personal information to third parties for monetary consideration.

5.2 Service Providers

We may share information with trusted service providers who assist us in operating our Service:

  • Cloud Infrastructure: AWS (data hosting and processing)
  • Payment Processing: Stripe (payment processing only)
  • Email Services: For transactional emails and support communications
  • Analytics: Anonymized usage data for service improvement

5.3 Legal Requirements

We may disclose your information when required by law or to:

  • Comply with legal process or government requests
  • Protect our rights, property, or safety, or that of our users
  • Investigate or prevent potentially fraudulent or illegal activities

5.4 Business Transfers

In the event of a merger, acquisition, or sale of our company, your information may be transferred to the new entity, subject to this Privacy Policy.

6. Data Security

6.1 Security Measures

We implement industry-standard security measures to protect your information:

  • Encryption: All data is encrypted in transit (TLS 1.3) and at rest (AES-256)
  • Access Controls: Strict access controls and authentication mechanisms
  • Regular Security Audits: Ongoing security assessments and vulnerability testing
  • Secure Infrastructure: Cloud infrastructure with enterprise-grade security

6.2 Data Processing Security

  • AI Processing: Document processing occurs in secure, isolated environments
  • Temporary Processing: Uploaded files are processed and then automatically deleted
  • No Permanent Storage: We do not permanently store your uploaded documents
  • Audit Trails: All data access and processing activities are logged

7. Data Retention

7.1 Account Data

  • Active Accounts: Personal and account information is retained while your account is active
  • Calendar Events: Event data is retained until you delete events or close your account
  • Usage Analytics: Anonymized usage data may be retained for up to 2 years for service improvement

7.2 Processed Content

  • Uploaded Files: Documents and images are automatically deleted within 24 hours of processing
  • Extracted Events: Event information is retained until you delete the events
  • Processing Logs: Non-identifying processing metadata is retained for up to 90 days

7.3 Account Deletion

When you delete your account:

  • Personal Information: Deleted within 30 days
  • Calendar Events: Deleted immediately (but may remain in connected third-party calendars)
  • Backups: Removed from backups within 90 days
  • Legal Requirements: Some data may be retained longer if required by law

8. Your Privacy Rights

8.1 Access and Control

You have the right to:

  • Access: Request a copy of the personal information we hold about you
  • Rectification: Correct inaccurate or incomplete personal information
  • Deletion: Request deletion of your personal information (subject to legal limitations)
  • Portability: Request your data in a portable, machine-readable format
  • Restriction: Request restriction of processing in certain circumstances

8.2 California Privacy Rights (CCPA)

California residents have additional rights including:

  • Right to know what personal information is collected
  • Right to delete personal information
  • Right to opt-out of the sale of personal information (we do not sell personal information)
  • Right to non-discrimination for exercising CCPA rights

8.3 European Privacy Rights (GDPR)

If you are in the European Union, you have additional rights including:

  • Right to object to processing based on legitimate interests
  • Right to withdraw consent where processing is based on consent
  • Right to lodge a complaint with a supervisory authority

8.4 Exercising Your Rights

To exercise these rights, contact us at privacy@usecalendara.com. We will respond within 30 days and may request verification of your identity.

9. International Data Transfers

9.1 Cross-Border Processing

Your information may be processed in countries other than your own, including the United States. We ensure appropriate safeguards are in place:

  • Standard Contractual Clauses: For transfers to countries without adequacy decisions
  • Security Measures: Equivalent protection regardless of processing location
  • Legal Compliance: Adherence to applicable international privacy laws

10. Children's Privacy

Our Service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If we discover that we have collected personal information from a child under 13, we will promptly delete such information.

11. Third-Party Services and Links

11.1 Third-Party Integrations

Our Service integrates with:

  • Google Calendar: Subject to Google's Privacy Policy
  • Microsoft Outlook: Subject to Microsoft's Privacy Policy
  • Apple Calendar: Subject to Apple's Privacy Policy

11.2 External Links

Our Service may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

12. Cookies and Tracking Technologies

12.1 Essential Cookies

We use necessary cookies to:

  • Maintain your login session
  • Remember your preferences
  • Ensure basic functionality of the Service

12.2 Analytics and Performance

We use analytics cookies to understand how users interact with our Service and improve performance. You can control cookie preferences through your browser settings.

12.3 No Tracking for Advertising

We do not use cookies or tracking technologies for advertising purposes or to create advertising profiles.

13. Changes to This Privacy Policy

13.1 Policy Updates

We may update this Privacy Policy from time to time. When we make changes:

  • Notification: We will notify you by email and/or through the Service
  • Effective Date: Changes take effect on the date specified in the updated policy
  • Continued Use: Your continued use of the Service constitutes acceptance of the updated policy

13.2 Material Changes

For material changes that significantly affect your privacy rights, we will:

  • Provide at least 30 days' advance notice
  • Obtain your consent where required by law
  • Allow you to delete your account if you disagree with changes

14. Contact Information

14.1 Privacy Questions

If you have questions about this Privacy Policy or our privacy practices:

  • Email: privacy@usecalendara.com
  • Support: support@usecalendara.com
  • Response Time: We aim to respond within 48 hours

14.2 Data Protection Officer

For GDPR-related inquiries, you can contact our Data Protection Officer at dpo@usecalendara.com.

14.3 Company Information

Calendara
Florida, United States
Website: https://usecalendara.com

15. Legal Basis for Processing (GDPR)

Where applicable under GDPR, we process your personal information based on:

  • Contract Performance: To provide our Service as agreed in our Terms of Service
  • Legitimate Interests: To improve our Service, ensure security, and provide customer support
  • Consent: For optional features like marketing communications (where you have opted in)
  • Legal Obligation: To comply with applicable laws and regulations

16. Automated Decision-Making

16.1 AI Processing

Our Service uses AI to extract event information from documents and images. This automated processing:

  • Purpose: Converts your uploaded content into structured calendar events
  • Human Review: You can always review and modify AI-generated events
  • No Profiling: We do not use AI for profiling or automated decision-making about you as a person
  • Transparency: Processing methods and accuracy information are available upon request

This Privacy Policy is effective as of September 18, 2025, and was last updated on September 18, 2025.