Calendafy respects your privacy and is committed to protecting your personal data. This privacy notice tells you the types of information we collect about you when you visit our Site www.calendafy.com the “Site”) and use our products and services or which we otherwise obtain directly from you or from a third party, how we use that information, and the instances in which we share your information.
This privacy notice may change from time to time so please check this policy regularly.
Our Site, products and services are not intended for children and we do not knowingly collect data relating to children. For the purposes of this privacy notice, the term “personal data” means any information which identifies you or which allows you to be identified when combined with other information.
Calendafy is proud to be an Australian company. However, we provide meeting scheduling and bookings all over the world, and we can’t control who signs up to our software and where they are located. Since we have users globally and from the European Union, we have built Calendafy to ensure that all users receive the protection established under GDPR, as we are bound to do.
Data collected about you
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:
• Identity Data includes first name, last name or similar identifier and title.
• Contact Data includes billing address, email address and telephone numbers.
• Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us including the type of card used for a particular transaction (but not any other card details).
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this Site.
• Profile Data includes your username, purchases or orders made by you, your interests, preferences, feedback and survey responses.
• Usage Data includes information about how you use our Site, products and services.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
• Content Data includes any content which you upload onto the Site such as comments and other text or images that contain personal data.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific Site feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
This Site may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our Site, we encourage you to read the privacy notice of every website you visit.
How your personal data is collected
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:
• Direct interactions. You may give us your Identity and Contact by filling in forms or by corresponding with us by post, phone, email, online or otherwise. This includes personal data you provide when you: apply for our products or services; complete a form on our Site requesting us to contact you; create an account on our Site; subscribe to our service or publications; request marketing to be sent to you; enter a competition, promotion or survey; or give us some feedback.
• Data you upload onto our Site. You may upload Content Data on our Site when you use our services.
• Automated technologies or interactions. As you interact with our Site, we may automatically collect Technical Data about your equipment and Usage Data about your browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see section 5 below (“Cookies”) for further details.
• Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below: Technical Data from the following parties: (i) analytics providers (ii) advertising networks; and (iii) search information providers. Contact and Transaction Data from providers of payment services. Identity, Profile and Contact Data from publicly availably sources such as Companies House. Identity, Profile and Contact Data from data providers who obtain such data from publicly available sources.
How we use your personal data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
• Where we need to perform the contract we are about to enter into or have entered into with you.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where we need to comply with a legal or regulatory obligation.
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you.
A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive.
The types of cookies we use on our Site are:
• Strictly Necessary Cookies. We use Strictly Necessary Cookies to operate our Site. These cookies are essential to enable you to move around the Site, use its features and to log into secure areas of the Site.
• Functionality Cookies. We use Functionality Cookies to recognise you when you return to our Site. This enables us to personalise our content for you, greet you by name and remember your preferences and various settings on our Site.
• Analytical/Performance Cookies. These cookies collect information about how many people are using our Site and how they are moving around it when they’re using it. For example, the pages visited most often, how people are moving from one link to another, and if they get error messages from certain pages. This helps us to improve the way our Site works, for example, by ensuring that users are finding what they are looking for easily.
• Targeting Cookies. These cookies are used to deliver advertisements that are more relevant to you and your interests. They remember that you have visited our website, the pages you visited and the links you have followed. This information may be shared with other organisations such as our advertising partners.
Information provided voluntarily as a Calendafy User
Calendafy collects the following information, from Calendafy Users and invitees. However,we never store who you are meeting with, their email address, the meeting title, or any other details about the appointments in your connected calendar.
A Calendafy User or invitee, or a third-party may voluntarily give us information that can include names, email addresses, and phone numbers; email addresses of other people; the subject of the meeting; and any other information provided to us or as required by the Calendafy user upon scheduling a meeting. If you receive an invitation from a Calendafy User.
A Calendafy user may integrate their calendar with Calendafy. However, please note, our calendar integration only checks the duration and available or unavailable status of the events in your calendar so that we don’t book you when you’re busy. We never store who you are meeting with, their email address, the meeting title, or any other details about the appointments in your connected calendar.
Integration with Google Calendar
When you opt to integrate your Calendafy account with Google Calendar, we aim to provide clear information about how we manage your data. We recognise the significance of privacy and take the protection of your information seriously.
Data We Access and Utilise
Free/Busy Information: Calendafy solely accesses and utilises the free/busy information from your Google Calendar. This information assists us in facilitating scheduling and event planning. We do not access, store, or utilise any other details or content from your Google Calendar events, such as event titles, descriptions, or attendee information.
Access Authorisation: To provide this service, we require access authorisation to your Google Calendar via Google's secure authentication process. This authorisation is exclusively for retrieving your free/busy information, and we do not store your Google Calendar login credentials.
We prioritise the security of your data. Access to your Google Calendar information is safeguarded by industry-standard security measures and encryption protocols. We do not share your free/busy information with any third parties, and it is only used within the Calendafy platform to enhance your scheduling experience.
Calendafy retains your free/busy information for the duration of your integration with Google Calendar. You can withdraw this access at any time by disconnecting your Google Calendar integration through your Calendafy account settings. Once disconnected, we will no longer have access to your free/busy information.
User Control and Consent
Your integration with Google Calendar is entirely optional and can be managed at your discretion.
Disclosures of your personal data
We may have to share your personal data with other parties:
• Service providers who provide IT and system administration services.
• Service providers who provide customer service tools such as online chat services and helpdesk services.
• Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
• Our third party advertising partners to advertise products and services to you on third party sites which are tailored to meet your preferences and likely interests.
• Our third party analytics partners to analyse Site traffic and understand customer needs and trends.
• Third parties if we are required to do so by law, or if we believe that such action is necessary to: (a) fulfil a government, or regulatory authority request; (b) conform with the requirements of the law or legal process; © protect or defend our legal rights or property, our Site or customers.
• Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
Our third party service providers may be based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA.
Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries.
• Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe. For further details, see European Commission: Model contracts for the transfer of personal data to third countries.
• Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US. For further details, see European Commission: EU-US Privacy Shield.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
If you sign up for our free trial, or purchase a Calendafy subscription, our third-party payment processor (Stripe) will collect and store your billing address and credit card information. We store the last four digits of your credit card number, card type, and the expiration date.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.