Privacy Policy for VoiceCal.ai

Last Updated: November 5, 2025

Contact: Peter Michael Gits | pgits.job@gmail.com

1. Introduction

Welcome to VoiceCal.ai ("we", "our", "us"). This Privacy Policy explains how we collect, use, and protect your information when you use our voice-powered scheduling assistant service.

VoiceCal.ai is a personal scheduling tool that helps visitors book meetings with Peter Michael Gits through natural conversation.

2. Information We Collect

2.1 Information You Provide

When scheduling a meeting, we collect:

• Name - To identify you in calendar invitations
• Email Address - To send meeting confirmations and calendar invitations
• Meeting Preferences - Date, time, duration, and topic of the meeting
• Conversation Content - Your messages during the scheduling process

2.2 Information Collected Automatically

• Session Data - Temporary session identifiers for managing your conversation
• Usage Logs - Technical logs for debugging and service improvement (no PII)
• Device Information - Browser type, IP address (not stored permanently)

2.3 Google Calendar Data

We access Peter Michael Gits' Google Calendar to:

• Check availability for requested meeting times
• Create calendar events for confirmed meetings
• Retrieve event details for cancellations

Important: We do NOT access any user's personal Google Calendar. Only Peter's calendar is accessed using his authenticated credentials.

3. How We Use Your Information

3.1 Primary Uses

Your information is used exclusively to:

1. Schedule Meetings - Create calendar events at requested times
2. Send Confirmations - Email calendar invitations with meeting details
3. Manage Bookings - Handle cancellations or rescheduling requests
4. Facilitate Communication - Enable conversation with the AI assistant

3.2 We Do NOT

• ❌ Sell your information to third parties
• ❌ Use your data for advertising or marketing
• ❌ Share your information except as required for scheduling
• ❌ Track your behavior across websites
• ❌ Store your conversation history permanently

4. Data Storage and Retention

4.1 Session Data

• Storage: Temporary session storage (Redis or JWT tokens)
• Retention: Deleted after 10 minutes of inactivity
• Purpose: Maintain conversation context during booking

4.2 Calendar Events

• Storage: Google Calendar (Peter's account)
• Retention: Until meeting occurs or is cancelled
• Purpose: Record of scheduled meetings

4.3 Conversation Logs

• Storage: Not permanently stored
• Retention: Session duration only
• Purpose: Enable natural conversation flow

4.4 Technical Logs

• Storage: Server logs (no PII)
• Retention: 30 days
• Purpose: Debugging and service improvement

5. Data Security

We implement industry-standard security measures:

5.1 Encryption

• In Transit: All data encrypted via HTTPS/TLS
• At Rest: API keys and tokens stored in encrypted environment variables
• OAuth 2.0: Industry-standard authentication for Google Calendar access

5.2 Access Controls

• Limited Access: Only the application owner can access backend systems
• Secure Storage: Credentials stored in HuggingFace Spaces secrets
• No Client Exposure: API tokens never sent to user browsers

5.3 Security Best Practices

• Input validation to prevent injection attacks
• Rate limiting to prevent abuse
• CORS policies to restrict unauthorized access
• Regular security updates and dependency patching

6. Third-Party Services

6.1 Services We Use

Google Calendar API - Purpose: Check availability and create meetings - Data Shared: Meeting attendee names, emails, times, topics - Privacy Policy: https://policies.google.com/privacy

Groq LLM Services - Purpose: Power conversational AI assistant - Data Shared: User messages during conversation - Privacy Policy: https://groq.com/privacy-policy/

HuggingFace Spaces - Purpose: Application hosting - Data Shared: Application code and environment configuration - Privacy Policy: https://huggingface.co/privacy

Resend Email Service - Purpose: Send meeting confirmation emails - Data Shared: Recipient email, name, meeting details - Privacy Policy: https://resend.com/legal/privacy-policy

6.2 Third-Party Responsibility

We are not responsible for the privacy practices of third-party services. Please review their privacy policies independently.

7. Your Rights

7.1 Data Access

You have the right to request: - A copy of information we hold about you - Details about how we use your information

Contact: pgits.job@gmail.com

7.2 Data Correction

If your information is inaccurate, you may request corrections.

7.3 Data Deletion

You may request deletion of your information: - Calendar events can be cancelled at any time - Email Peter directly to request removal from his calendar

7.4 Withdrawal of Consent

You may stop using the service at any time. Session data will be automatically deleted after 10 minutes of inactivity.

8. Children's Privacy

VoiceCal.ai is not intended for users under 13 years of age. We do not knowingly collect information from children under 13.

If we become aware of such collection, we will delete the information immediately.

9. International Data Transfers

Your information may be processed in: - United States - HuggingFace Spaces hosting - United States - Google Calendar servers

By using the service, you consent to this transfer and processing.

10. Changes to This Privacy Policy

We may update this Privacy Policy periodically. Changes will be posted on this page with an updated "Last Updated" date.

Notification of Material Changes: We will notify users of significant changes via email or prominent notice on the website.

11. Legal Basis for Processing (GDPR)

For users in the European Economic Area (EEA), our legal basis for processing is:

• Consent: You provide explicit consent when submitting booking information
• Contract Performance: Processing necessary to fulfill meeting scheduling service
• Legitimate Interest: Maintaining service functionality and security

12. California Privacy Rights (CCPA)

California residents have additional rights:

12.1 Right to Know

Request disclosure of personal information collected in the past 12 months.

12.2 Right to Delete

Request deletion of personal information (subject to legal exceptions).

12.3 Right to Opt-Out

We do NOT sell personal information, so no opt-out is necessary.

12.4 Non-Discrimination

We will not discriminate against you for exercising your privacy rights.

Exercise Your Rights: Email pgits.job@gmail.com

13. Cookie Policy

13.1 Cookies We Use

Session Cookies - Purpose: Maintain conversation state during booking - Type: Temporary (deleted when browser closes) - Required: Yes, for service functionality

No Tracking Cookies - We do NOT use analytics, advertising, or tracking cookies - We do NOT use third-party tracking tools

13.2 Cookie Control

You can disable cookies in your browser settings, but this may affect service functionality.

14. Do Not Track Signals

We respect "Do Not Track" browser settings. When enabled, we do not collect tracking information (though we already don't track users by default).

15. Data Breach Notification

In the unlikely event of a data breach affecting your information:

1. We will notify affected users within 72 hours
2. Notification will include details about the breach and steps taken
3. We will notify relevant regulatory authorities as required by law

16. Contact Us

For privacy questions, concerns, or to exercise your rights:

Email: pgits.job@gmail.com Subject Line: "Privacy Request - VoiceCal.ai" Response Time: Within 5 business days

17. Compliance

This Privacy Policy complies with:

• GDPR - General Data Protection Regulation (EU)
• CCPA - California Consumer Privacy Act (California, USA)
• CAN-SPAM - Email communication regulations (USA)
• Google API Services User Data Policy

18. Dispute Resolution

If you have concerns about our privacy practices:

1. Contact us first at pgits.job@gmail.com
2. We will investigate and respond within 10 business days
3. If unresolved, you may file a complaint with your data protection authority

EU Users: https://edpb.europa.eu/about-edpb/about-edpb/members_en California Users: https://oag.ca.gov/contact/consumer-complaint-against-business-or-company

Effective Date: November 5, 2025

Developer: Peter Michael Gits Service: VoiceCal.ai Personal Scheduling Assistant Website: https://pgits-voicecal-ai-v3.hf.space

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