Effective Date: April 27, 2025
This privacy policy ("Privacy Policy") describes how Schedule.ai ("Schedule.ai", "we", or "us") collects, uses, and discloses your Personal Data in the course of our business operations. Throughout this document, we'll use a few defined terms:
"Personal Data" means any information relating to an identified or identifiable natural person that is processed by Schedule.ai as described in this Privacy Policy when such information is protected as "personal data" or "personal information" under applicable data protection laws.
"Services" means all of Schedule.ai's websites, applications (including mobile and cloud applications), tools, platforms, and services offered by Schedule.ai, excluding third-party applications.
"Website" means the Schedule.ai website or any other proprietary website owned by Schedule.ai that links to this Privacy Policy.
This Privacy Policy applies to Personal Data for which Schedule.ai acts as a controller, such as when you visit our Website or create an account for our Services. When our customers use our Services to directly collect and process Personal Data, such as when they schedule meetings with you or record conversations, Schedule.ai acts as a processor (or service provider) on behalf of our customers (who are controllers of the Personal Data) under our Data Processing Addendum and Terms of Service. If you have questions about how your data is processed by our customers or wish to exercise your rights, please contact the customer who collected your information.
When You Visit Our Website: We may collect Personal Data when you submit information via web forms or interact with our Website, such as when you request a demo, create a help center account, or download resources. We may ask for your name, email address, phone number, and other contact information.
Account Information: When setting up an account, our customers provide Personal Data including name, email address, username, and password. Organizations with multiple accounts provide similar information for each account holder.
Billing Information: For paid subscriptions, our payment processors collect and store billing address and credit card information. We store the last four digits of your credit card, card type, and expiration date.
Marketing Information: People interested in our products may provide information such as name, email, phone number, company, and role through our Website forms or when participating in Schedule.ai events.
Additional Information: We may also receive Personal Data through surveys, focus groups, or other feedback initiatives.
We and our authorized partners use cookies, pixels, web beacons, and other technologies to collect information when you interact with our Website and Services, including:
Log & Device Data: When you access the Website or Services, we automatically record information including your web address, device model, operating system, browser type, unique device identifier, IP address, mobile network carrier, and time zone or approximate location.
Cookie and Local Storage Data: We use "cookies" (small text files stored on your device) and similar technologies to record log data. We may use session cookies (lasting until you close your browser) or persistent cookies (lasting until you or your browser delete them). Schedule.ai provides a centralized cookie management service across our Website. When visiting for the first time, you'll see a cookie banner with preference options.
Usage Data: We collect information about how you use our Services, including meeting types used most often, scheduling frequency, apps used for virtual meetings, and whether meetings were recorded. This helps us improve our Services.
We may obtain Personal Data about you from third parties, including lead-generation and marketing companies. This may include personal and professional information such as name, email address, phone number, location, time zone, job title, employer details, social media information, and other business-related data.
Our Services enable customers to schedule meetings, manage relationships, and enhance meeting experiences. When customers use our Services, they may process Personal Data such as names, email addresses, phone numbers, meeting recordings, transcripts, and other information. We call this "Customer Data" and process it according to our Data Processing Addendum and Terms of Service.
We may use information we collect, including Personal Data, for the following purposes:
Provide Schedule.ai Services: We use your information to provide our Services, facilitate scheduling, record and transcribe meetings, manage customer relationships, create and manage accounts, respond to inquiries, address technical issues, analyze usage, prevent abuse, verify your identity, and provide customer support.
Improve Our Products: We analyze how you use our Services to help make them better and develop new features.
Communicate with You:
Protecting Rights and Interests: We use your information to protect our rights and interests and those of our users, and to enforce this Privacy Policy and our Terms.
Legal Compliance: We may use your information to comply with applicable legal obligations, including responding to law enforcement or governmental requests.
We may share information, including Personal Data, in the following ways:
Service Providers: We use other companies and contractors to perform services on our behalf, such as processing payments, providing IT services, customer support, and analyzing data. These providers may access your Personal Data to perform these functions. We require them to keep your data secure and not use it except in connection with their services to us.
Third Party Partners: We may share information with marketing, advertising, and analytics partners. We may also allow third parties to collect information using cookies and related technologies on our Website.
Affiliates: We may share information with current or future affiliates or subsidiaries for purposes consistent with this Privacy Policy.
Government Entities: We may disclose data to comply with laws, regulations, legal processes, or governmental requests; to enforce our Terms and Privacy Policy; to protect safety and security; or as evidence in litigation.
Authorized Agents: If you're using Schedule.ai as part of an organization, we may share your email address and account information with authorized agents of your company upon request.
Business Transfers: If Schedule.ai undergoes a merger, acquisition, or other business transfer, your Personal Data may be transferred to the involved parties.
Depending on your relationship with Schedule.ai, you may exercise your rights and choices in the following ways:
Account: If you're a customer, you can keep your Personal Data accurate by logging into your account settings.
Email: You may opt out of promotional emails by following the opt-out link in the email. Service-related emails are not available for opt-out.
Cookies: You can manage cookie preferences through your browser settings or our central cookie management module. You can access this module through the cookie banner when first visiting, the "Cookie Settings" link in our Website footer, or account settings.
Additional Rights: Depending on your location, you may have rights to:
To exercise applicable rights, contact us at privacy@schedule.ai. We'll verify your identity before processing certain requests.
Our Website may contain links to third-party websites and applications. We may also use third-party advertisers to serve advertisements. Access to and use of such linked websites is governed by their privacy policies, not ours. We don't endorse these parties or their content and aren't responsible for their information practices.
Schedule.ai takes the security of your Personal Data very seriously. We implement physical, technical, and administrative safeguards to protect your information from unauthorized access, alteration, or destruction. We've obtained industry-recognized certifications affirming our commitment to security.
You should also protect your account by choosing a strong password and keeping your login credentials private. We're not responsible for compromised passwords or unauthorized account activity.
We retain Personal Data for as long as necessary to fulfill the purposes for which it was collected, to perform our contractual and legal obligations, and for applicable limitation periods for legal claims.
If you're located outside the United States, please be aware that information we collect will be processed and stored in the United States or other countries where we or our Service Providers operate. These countries may have different privacy protections than your country of residence.
For transfers from the European Economic Area, United Kingdom, and Switzerland, we rely on the EU-U.S. Data Privacy Framework, Standard Contractual Clauses, and the UK Addendum as appropriate legal transfer mechanisms.
Schedule.ai complies with the EU-U.S. Data Privacy Framework (EU-U.S. DPF), the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. Data Privacy Framework (Swiss-U.S. DPF). We've certified to the U.S. Department of Commerce that we adhere to the relevant Data Privacy Framework Principles. To learn more about the Data Privacy Framework program and view our certification, visit https://www.dataprivacyframework.gov/.
The Federal Trade Commission has jurisdiction over Schedule.ai's compliance with these frameworks. If you have a complaint, please contact us first at privacy@schedule.ai. If we can't resolve your complaint, you may contact our U.S.-based dispute resolution provider or your local data protection authority.
This Privacy Policy is current as of the Effective Date above. We may update it if there's a material change to how we handle information, to clarify our practices, or for other legitimate reasons. Any changes will be posted on this page, so please check back periodically.
If you have questions or comments about this Privacy Policy, please contact us:
Email: privacy@schedule.ai