Privacy Policy

Last updated: March 5, 2026

1. Introduction

Cal With U ("CalWu", "we", "us") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and share your information when you use our scheduling platform at calwu.com.

2. Information We Collect

Account Information

  • Name, email address, and password (hashed)
  • Timezone preference
  • Organization name

Booking Information

  • Attendee names, email addresses, and phone numbers
  • Appointment dates, times, and notes
  • Cancellation reasons

Calendar Data

  • Calendar event titles, times, and status (when you connect Google or Microsoft calendars)
  • OAuth tokens (encrypted at rest)

Chat and Email Data

  • Conversation logs from the AI chat widget
  • Email thread content processed by the email assistant

Technical Data

  • IP addresses, browser type, and device information
  • Usage patterns and analytics data

3. How We Use Your Information

  • Provide the Service: Schedule appointments, send confirmations and reminders, sync calendars
  • AI Features: Power the chat widget and email assistant for scheduling purposes only
  • Communication: Send transactional emails (confirmations, reminders, password resets)
  • Security: Detect and prevent fraud, abuse, and unauthorized access
  • Improvement: Analyze usage patterns to improve the Service

4. Data Sharing

We do not sell your personal data. We share data only with:

  • Brevo (Sendinblue): Email delivery service for transactional emails
  • Stripe: Payment processing (when payments are enabled)
  • Anthropic: AI processing for the chat widget and email assistant (conversation content only, no account data)
  • Google/Microsoft: Calendar data when you connect your calendar

We may also disclose information when required by law or to protect our rights.

5. Data Storage and Security

  • Data is stored on secure servers in the United States
  • Passwords are hashed using bcrypt with 12 rounds
  • Calendar tokens are encrypted at rest using AES-256
  • All data is transmitted over HTTPS/TLS
  • Database access uses peer authentication (no passwords in transit)

6. Data Retention

  • Account data: Retained until you delete your account
  • Booking data: Retained for 12 months after the appointment date
  • Chat logs: Retained for 90 days
  • Email logs: Retained for 12 months

When you delete your account, all associated data is permanently removed within 30 days.

7. Your Rights

You have the right to:

  • Access: View your data through the Settings page
  • Export: Download a copy of your data (Settings > Export my data)
  • Correction: Update your profile information at any time
  • Deletion: Delete your account and all associated data (Settings > Delete Account)
  • Revoke access: Disconnect calendar integrations at any time

8. Cookies

We use the following cookies:

  • Session cookie: Required for authentication (expires when you close your browser)
  • Language preference: calwu_locale cookie to remember your language choice (1 year)

We do not use tracking cookies or third-party analytics cookies.

9. Children's Privacy

CalWu is not intended for use by anyone under the age of 18. We do not knowingly collect personal data from children.

10. International Users

If you are accessing CalWu from outside the United States, your data will be transferred to and processed in the United States. By using the Service, you consent to this transfer.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of material changes via email. The "Last updated" date at the top reflects the most recent revision.

12. Contact

For privacy-related questions or to exercise your rights, contact us at: