Privacy Policy
In short: AiCalY is a shared family calendar. We collect what's needed to run it, share it only with your family and the services that power AiCalY, never sell it, and don't show ads. You can delete your account at any time.
AiCalY is a shared family calendar. It helps a family keep track of events, tasks, reminders and a daily summary, with an AI assistant that turns typed or spoken requests into calendar entries. This policy explains what information we collect, why, who we share it with, how long we keep it, and the choices and rights you have.
We do not sell your personal information, we do not show ads, and we do not use your family's calendar to build advertising profiles.
1. Who this policy covers
This policy covers adults who create or join a family in AiCalY ("members with a login"), and the people an adult adds to their family without a login, such as children ("family profiles"). AiCalY is meant to be used by adults aged 18 or over. Children do not sign in; a parent or guardian creates and manages their profile.
2. Information we collect
2.1 Information you give us
- Account details: your email address and, if you sign in with Google, the name and email address on your Google account.
- Family details: your family's name, time zone, morning-summary time and house rules; each member's name, role (admin, member or child), color, optional birth date, optional interests and optional profile photo.
- Calendar and tasks: events (title, date and time, location, notes, who it is for, repeat rules, reminder time, and whether it is public or private) and tasks (title, notes, who it is assigned to, due date and whether it is done).
- Assistant conversations: what you type to the AI assistant and its replies. If you speak to the assistant, the recording is sent for processing (see section 4) and only the text of what you said is kept.
- WhatsApp number (optional): if you choose to get reminders on WhatsApp, your WhatsApp phone number and your WhatsApp settings.
- Messages to us: anything you send to our support address.
2.2 Information from services you connect (optional)
- Google Calendar or Microsoft Outlook: if you connect them, we receive your account email address, the list of your calendars, and the events in the calendars you choose to import (title, time, location and notes). We store access tokens so the two calendars can stay in sync. We create an "AiCalY Family" calendar in your account to hold AiCalY's events.
- Apple Calendar (iPhone and iPad): with your permission, the app reads and writes calendars on your device. This sync runs on your device.
2.3 Information collected automatically
- Notification details: a push-notification token for your device, your notification settings, and records of which reminders have been sent (to avoid sending them twice).
- Technical information: basic server logs created when the app talks to our servers, such as IP address, device and app version, date and time, and error messages. We use these to keep the service working and secure.
We do not collect your location, contacts, or advertising identifiers. The microphone is used only while you are recording a message to the assistant, and the camera and photo library only when you choose a profile photo.
3. How we use your information
- To provide AiCalY: show your family's shared calendar and tasks, check for scheduling clashes, and keep everyone's devices up to date.
- To send reminders and the morning summary by push notification and, if you choose, by WhatsApp.
- To run the AI assistant: understand your request and create, change or answer questions about events and tasks.
- To sync with the calendars you connect, in both directions.
- To sign you in, keep your account secure, prevent abuse and fix problems.
- To answer your questions and requests, and to tell you about important changes to AiCalY or this policy.
- To meet legal obligations.
We process your information to provide the service you asked for, based on your consent where the law requires it (for example, connecting a calendar, using the microphone or adding a WhatsApp number), and to meet legal obligations. You can withdraw consent at any time by turning the feature off or deleting your account.
4. Who we share information with
4.1 Your family
Everything in your family's calendar is shared with the other members of your family, except:
- Private events are visible only to the person who created them and the people they are for. Other members only see that those people are busy, without details.
- Private tasks are visible only to the person who created them and the person they are assigned to.
- Your WhatsApp number is visible only to you.
- Imported calendars: events from calendars you choose to import are visible, with full details, to your family. You choose which calendars to import.
4.2 Service providers
We use these providers to run AiCalY. They process information on our behalf, under contracts, only to provide their service:
| Provider | What they do | Information involved |
|---|---|---|
| Supabase | Database, sign-in, file storage and server functions | All the information described in section 2 |
| Cloudflare | Hosting and delivering the AiCalY website and web app, and protecting them from attacks | Standard visit information such as IP address, browser and pages requested (not your family's calendar data) |
| Google (Gemini API) | Understanding assistant messages and voice recordings | Your message or recording, and the relevant parts of your family's calendar and tasks needed to answer it |
| Google (Sign-In, Calendar API, Firebase Cloud Messaging) | Google sign-in, Google Calendar sync, push notifications on Android | Account details, calendar data, push tokens and notification text |
| Microsoft (Microsoft Graph) | Outlook calendar sync | Account email and calendar data |
| Apple (Push Notification service) | Push notifications on iPhone and iPad | Push tokens and notification text |
| Expo | Delivering push notifications and app updates | Push tokens and notification text |
| Brevo | Sending sign-in code emails | Your email address |
| Meta (WhatsApp Business Platform) | Sending WhatsApp reminders and summaries, if you turn this on | Your WhatsApp number and the message text (event name, time, who and where) |
We use paid or business plans with these providers where available, under which they do not use your content to train their models or for advertising.
4.3 Other cases
We may share information if the law requires it, to protect the rights, safety or property of our users, the public or us, or as part of a merger or sale of our business, in which case this policy will continue to apply to your information. We never sell personal information.
5. Google user data
AiCalY's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. In particular, we use Google Calendar data only to show and sync your calendar inside AiCalY; we do not use it for advertising, do not sell it, do not use it to train AI models, and do not let people read it except with your permission, for security purposes, or where the law requires it.
6. Where your data is stored
Your information is stored on servers operated by Supabase in [region, e.g. Mumbai, India]. Some providers listed in section 4 may process information in other countries. When information leaves your country, we rely on these providers' contractual safeguards to protect it.
7. How long we keep information
- Account, family, calendar, tasks, photos and assistant history: until you delete them or delete your account.
- Voice recordings: not stored by us. They are sent for processing and discarded; only the text is kept.
- Records of reminders sent: about 3 days.
- WhatsApp message records (delivery status): about 30 days.
- Server logs and backups: up to [30] days, after which they are overwritten.
8. Children's information
AiCalY is not designed for children to use, and children do not create accounts. A parent or guardian may add a child's profile (name, color, optional birth date, interests and photo) and events for that child. By doing so, the parent or guardian confirms they have the authority to share this information and consents to us processing it to provide the service. We do not use children's information for advertising, profiling or tracking. A parent or guardian can edit or remove a child's profile at any time in Family Members, or delete the whole family by deleting their account. If you believe a child has given us information without a parent's consent, contact us at contactus@redfernstech.com and we will delete it.
9. Security
We use encryption in transit (HTTPS), access controls at the database level so families can only see their own information and private items stay private, private storage for photos, and limited staff access. No system is perfectly secure, so we cannot guarantee absolute security. If a breach affects your information, we will notify you and the authorities as the law requires.
10. Your choices and rights
Depending on where you live (including under India's Digital Personal Data Protection Act, 2023, and laws such as the GDPR), you may have the right to:
- access the information we hold about you, and get a summary of how it is used;
- correct or update it (most of it you can edit directly in the app);
- delete it (see Delete your account);
- withdraw consent, for example by disconnecting a calendar, removing your WhatsApp number or turning notifications off;
- nominate another person to exercise your rights if you die or become unable to;
- complain to us or to your data protection authority.
To make a request, email contactus@redfernstech.com from the email address you use for AiCalY. We will reply within [30] days.
WhatsApp: reply STOP to any AiCalY WhatsApp message to stop them, or remove your number in Notifications.
11. Grievance Officer
[Grievance Officer Name]
[Company Legal Name], [Registered Address]
Email: contactus@redfernstech.com
We will acknowledge complaints within [24 hours] and aim to resolve them within [15] days.
12. Changes to this policy
We may update this policy. If the changes are important, we will tell you in the app or by email before they take effect. The effective date at the top shows when it last changed.
13. Contact us
[Company Legal Name], [Registered Address]
Email: contactus@redfernstech.com