Scheduling privacy notice

ALTRUICITY operates ALTRUICITY Scheduling, shown in the app as ALTRUICITY Booking, at booking.altruicity.com. This notice covers staff accounts, staff calendar connections, and the meeting and scheduling records handled by the app. The optional calendar overlay for visitors choosing a meeting time is covered by a separate guest overlay privacy notice.

Information the app uses

Google sign-in supplies your name, email address, and profile photo. The app stores account information to identify you and control staff access, along with your role, account status, timezone, and any profile details, uploaded photo, availability settings, and team memberships entered in the app. Sign-in uses the openid, profile, and email permissions; it does not itself connect your calendar.

Scheduling records include meeting titles, times, locations or meeting links, organizer and participant details, booking-form answers, approvals, poll ratings, flexibility responses, and follow-up notes. The app uses these records to arrange and manage meetings and send invitations, confirmations, reminders, and updates.

Google Calendar and email permissions

Connecting a staff Google calendar is a separate consent step. It requests account identification (openid and userinfo.email), calendar reading (calendar.readonly), and event management (calendar.events). It also requests offline access so the server can refresh access and carry out scheduling tasks when you are not using the app.

The app reads connected account addresses, calendar names and identifiers, access permissions, and busy times. Calendar views also retrieve event titles, identifiers, dates, times, availability status, and attendee response information where your calendar permissions allow it. The app uses this information to check availability and show calendar context. It can create, update, reschedule, and delete meeting events and update attendees. The follow-up tools can also mark an editable event as free or delete it when an authorized user chooses that action.

The email-sender connection requests the additional gmail.send permission to send the app's notifications. That permission is also requested when the designated sender reconnects. Ordinary staff sign-in and calendar connection do not request permission to read your email inbox.

If you connect Microsoft 365 or Outlook, the staff connection requests User.Read, Calendars.ReadWrite, and offline_access. If you connect a CalDAV service, the app uses the server address, username, and app-specific password you provide to access that service's calendars.

Storage, cookies, and service providers

Staff calendar data is processed on the application server. Account, connection, and scheduling records are stored in the app's PostgreSQL database. Stored Google and Microsoft refresh tokens and CalDAV credentials are encrypted using AES-256-GCM. This encryption applies to those credentials, not to every field in the database.

Availability and calendar views retrieve current provider data when needed. The app also keeps calendar and event identifiers, connection status and errors, scheduling job details, and outgoing email content and delivery status. Operational logs can contain identifiers and provider error information. Sign-in uses session cookies and temporary cookies that protect the sign-in and calendar-connection flows.

The hosting and database services process data to run the app. Calendar providers receive requests needed to read or manage calendars. Outgoing messages are processed by the configured email service: Gmail, SendGrid, or an SMTP provider. The app uses Google data for the sign-in, scheduling, and communication features described here; it has no advertising or AI model-training features.

Who can see scheduling information

Staff scheduling tools show availability and meeting information to authorized users. Administrators can manage accounts, view connection health and scheduling records, and view a staff member's calendar details when handling that member's rebooking follow-up. Public booking pages show the host's displayed profile, meeting information, and available times. They do not display the staff calendar's event titles.

Meeting details and participant information are shared with the relevant organizers, hosts, and invitees through the app, calendar events, and email. Calendar invitations may expose attendee names and email addresses to other attendees according to the calendar provider's behavior and settings. People with a booking or response link can access the information that link makes available; share these links carefully.

Retention and your choices

You can edit your profile and availability settings and disconnect a calendar from the Availability page. Disconnecting deletes that connection's stored credentials and linked calendar entries from the app's active database. It does not delete existing provider events or scheduling history, or revoke the permission held by Google or Microsoft. You can separately revoke access in your provider account's connected-app settings. For CalDAV, you can revoke the app-specific password with your provider.

Deactivating an account blocks staff access but retains its records. Permanent removal by an administrator deletes the user account and its connected credentials, while preserving or reassigning meeting records. Some history remains, including flexibility-request identity snapshots, outgoing email and job records, and an email block-list entry that prevents automatic re-registration. Removing an account is not a complete erasure of all information associated with that person.

The app has no general automatic deletion period for account and scheduling records. Finished polls are archived rather than automatically erased. An authorized organizer or administrator can delete poll ratings and poll history without deleting the associated meeting or its email history. This notice does not set a fixed deletion period for hosting logs, backups, or records held by calendar and email providers.

Contact

For support, privacy questions, or a request to correct or delete app data, contact tali@altruicity.com.