Privacy Policy
Calynq ("we", "us") provides AI-assisted scheduling tools that connect to your calendar providers (such as Google Calendar and Microsoft Outlook). This Privacy Policy explains what we collect, how we use it, and the choices you have.
Information we collect
- Account information: name, email address, profile photo, and authentication identifiers.
- Calendar data: when you connect a Google Calendar or Microsoft Outlook account, we read only your free/busy times: the start and end of busy periods (for Outlook, each event's start, end and free/busy status). We do not read the titles, descriptions, attendees or other details of your existing events. Other calendar sources you add are used only to work out when you are busy. If you choose read/write access, we also create, update and delete the calendar events for meetings you schedule through Calynq.
- Meeting metadata: attendees, titles, times, locations, and notes you create through Calynq.
- Booking and interview information: when you book through someone's booking page, the host sees what you enter (such as your name, email, phone number, notes and answers to their questions). If you book an interview through an interview booking page, we collect your name, email, an optional phone number (used only by the hiring team), your time zone, your consent, and the time you choose. The host or hiring organisation decides why this information is collected and how it is used; Calynq processes it on their behalf.
- Usage data: log data, device, browser, and basic analytics needed to operate and secure the service.
How we use your information
- To provide scheduling, availability, and booking features you request.
- To sync busy times and (with your permission) create events on your calendar.
- To secure your account and prevent abuse.
- To improve the product and respond to support requests.
Google API & Microsoft Graph data
Calynq's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Our use of information received from Microsoft Graph follows Microsoft's applicable policies.
Calynq requests only the Google Calendar access it needs:
- Free/busy (calendar.freebusy): to see when you are busy so we can show your availability and propose meeting times that avoid conflicts.
- Events (calendar.events, optional read/write mode): to create, update and delete the calendar events for meetings you schedule, reschedule or cancel through Calynq. Calynq does not use this access to read your existing event details.
We use this data only to provide and improve the user-facing scheduling features described above. We do not sell it, do not use it for advertising, do not use it to train generalized artificial intelligence or machine learning models, and do not allow humans to read it except with your explicit consent, for security purposes, or to comply with the law.
Sharing
We share data only with infrastructure providers (e.g., Supabase for database/auth, an email delivery provider (Resend), a payment provider (Stripe) for subscriptions and, if you enable them, paid bookings, a messaging provider (Twilio) used to deliver text and WhatsApp messages, and an AI provider used for scheduling features), and with the calendar and meeting providers you choose to connect (such as Google, Microsoft and Zoom), under contracts that require appropriate protection. The full list is on the Data Processing and Subprocessors page. The AI provider receives (a) calculated meeting times, such as proposed or available time slots and counts of available and conflicting participants, used to rank options and write short explanations, and (b) text you type or dictate, such as a voice description of a meeting or booking preferences, which can include titles, participant names and email addresses. We do not send your Google event titles, descriptions or attendees to the AI provider; Calynq does not read them. We do not sell personal data.
SMS and WhatsApp messages
Calynq, operated by Guuz Consulting Services Inc, can send text (SMS) and WhatsApp messages about a booking when you choose to receive them. On a booking page you can tick an unchecked box to agree to receive messages about that booking at the mobile number you enter. We use your mobile number to send those messages. Your booking details (service, date and time, host name, and a join link where there is one) and your mobile number are also used to create and manage the booking itself, and are visible to the host you book with. Hosts who use Calynq can also choose to receive text alerts about their own bookings.
- We send only messages about your booking: confirmations, pending-approval notices, reschedule and cancellation notices, and reminders. We do not send marketing messages.
- Message frequency depends on your bookings. Message and data rates may apply.
- Reply STOP to any text message to opt out. Reply START to opt back in. Reply HELP for help, or email support@calynq.com.
- Consent to receive text messages is not a condition of booking: leave the box unticked to book without messages.
We do not share, sell, or provide your mobile phone number or messaging consent data to third parties or affiliates for marketing or promotional purposes. Mobile information and opt-in consent are never shared with third parties or affiliates for marketing or promotional purposes. Your mobile number and opt-in choice are stored with our infrastructure providers (such as Supabase), are visible to the host you book with, and are shared with our messaging provider (Twilio) only so that your booking messages can be delivered.
How long we keep data
We keep account and calendar-link data for as long as your account is active. When you disconnect a calendar from the Calendars page, we delete that connection, including its stored access and refresh tokens, and stop reading from it. Other periods:
- Bookings and client details: kept until deleted unless the workspace sets a period. A workspace admin can choose (Settings, Team, Data retention) to anonymise client details (name, email, phone, notes and intake answers) and/or delete bookings a set number of days after the booking ended, between 30 and 3,650 days. This runs automatically every day. Bookings with a completed or refunded payment are never deleted by this setting, only anonymised.
- SMS and WhatsApp delivery records: deleted 90 days after they are created. A workspace admin can choose a different period between 30 and 3,650 days: a longer period keeps them longer, a shorter one deletes them sooner. They are also deleted when the booking they belong to is anonymised or deleted under the workspace settings above.
- Interview candidates: a candidate's name, email, phone number, job title, account link, time zone, calendar availability and snapshots, and comments are removed 180 days after the last interview event. The interview itself (its times, and responses and suggested times without a name or email) is kept as an anonymised scheduling record. A workspace admin can choose a different period between 30 and 730 days. To keep an interviewer from being booked twice, Calynq also keeps a hold on the interview time in its booking records. These holds contain a placeholder instead of the candidate's name, email address or phone number, and they follow the interview: they are cancelled when it is cancelled and deleted when it is deleted.
- Routing-form responses: deleted after 90 days.
- Audit and usage records: most workspace audit log entries are deleted after about 13 months (400 days), billing-related entries after 24 months, and monthly plan-usage counters after 13 months.
- Invoices: kept after you delete your account, as accounting records.
Your rights and choices
- Access and export: in Calynq, go to Settings, Account, Privacy & data and choose Download my data. You get a JSON file with your profile, settings, meetings, booking pages, bookings and connection details. Passwords, access tokens and API key secrets are never included.
- Delete your account: in Settings, Account, choose Delete my account. Deletion starts a 14-day waiting period; you can sign in and cancel at any time during it. When the period ends the deletion cannot be undone: your meetings, booking pages and personal bookings, connections and settings are deleted and your subscriptions are cancelled. You cannot delete the account while you own an organization, own booking pages that belong to a workspace, or are the only system administrator; transfer or remove those first.
- What we keep after you delete your account: invoices, as accounting records. Meetings that other people organised keep your name and email as part of the organiser's records. Bookings made on a workspace's booking pages belong to the workspace and stay with it. Workspace audit log entries are kept for the workspace but no longer carry your name or email.
- Disconnect a calendar from Calendars.
- Revoke Calynq's access from your Google account at myaccount.google.com/permissions or your Microsoft account at account.live.com/consent/Manage.
- Interview candidates: every email an interview candidate receives, and the invitation page, has a link to ask for your details to be deleted. Your request goes to the organiser and the workspace admins, who can approve or decline it; if nobody answers within 30 days it is applied automatically. A declined request is final, and you can send another no sooner than 30 days after the first. When it is applied, your name, email, phone number, job title, account link, time zone, calendar availability and snapshots, and comments are removed, and the interview is kept only as an anonymised scheduling record (meeting times and responses without your identity). If the interview has not happened yet, it is cancelled. Calendar events and video meetings that were already created, and emails already delivered, are outside Calynq and are not removed by this.
- Booked by someone else: the confirmation email for an interview booking has a "This wasn't me" link, in case someone entered your address. If you use it within 24 hours of the booking being made, the interview is cancelled and the details entered for it are removed immediately. After 24 hours, use the deletion link described above.
- Other requests: if you do not have an account, for example you booked through someone's booking page, or you need help with any request above, email privacy@calynq.com. Because the host or workspace decides why a booking is collected, we may refer you to them.
Contact
Questions? Email privacy@calynq.com. For how we process data on behalf of customers and the list of subprocessors, see Data Processing and Subprocessors.