Privacy Policy

Last updated: March 23, 2026

1. Introduction

Caleon AI operates an AI-powered receptionist service that helps businesses manage appointments and customer calls. This Privacy Policy explains how we collect, use, and protect your information.

2. Information We Collect

Account Information

When you create an account, we collect:

• Name and email address
• Business name and phone number
• Employee/worker information
• Payment information (processed by Stripe)

Google Calendar Information

When you connect your Google Calendar, we access:

• Calendar events (to check your availability)
• Event details (titles, times, descriptions, attendees)
• Your Google account email address

Usage Information

We automatically collect:

• Call logs and transcripts
• How you use our service
• Device and browser information
• IP address and cookies

Call and SMS Information

When you or your customers interact with our AI receptionist, we collect:

• Phone numbers (caller and business)
• Call recordings and transcripts
• SMS message content and delivery status
• Call duration, timestamps, and outcomes
• Appointment details discussed during calls

SMS Consent:SMS messages are only sent after the caller provides explicit verbal opt-in consent during a live phone call with our AI receptionist. After collecting the caller's phone number, the AI asks once for consent using the following script:

“I can send you a text confirmation with your appointment details and any updates. Message and data rates may apply. You can reply HELP for help or STOP to opt out at any time. Our terms and privacy policy are at caleonai.com. Would you like to receive texts — yes or no?”

The consent request clearly discloses: (1) what messages the caller will receive (appointment confirmations, calendar links, complaint ticket confirmations, and updates), (2) that their phone number will not be shared with third parties, (3) that they can reply STOP at any time to opt out, and (4) that standard message and data rates may apply. If the caller agrees, a confirmation SMS is sent that includes opt-in acknowledgment, STOP/HELP instructions, and message frequency disclosure. If the caller declines, no SMS is sent. The AI asks only once per call and does not repeat the request.

Contact Form Information

When you submit our contact form, we collect:

• Email address and phone number (if provided)
• Your message content
• IP address and approximate location (city/country)
• Browser/device information (user agent)

This information is collected for spam prevention, security purposes, and to help us respond to your inquiry. We do not sell or share this data with third parties for marketing purposes.

3. How We Use Your Information

Calendar Data Usage

We use your Google Calendar data to:

• Check your availability for new appointments
• Create calendar events when appointments are booked
• Display your schedule in our dashboard
• Send appointment reminders

We do not sell, rent, or share your Google Calendar data with third parties for marketing purposes.

SMS and Telephony Data Usage

We use call and SMS data to:

• Send appointment confirmations and reminders via SMS
• Provide call transcripts and analytics to business owners
• Improve our AI service quality and accuracy
• Generate aggregated, anonymized insights and analytics

SMS opt-in consent, phone numbers collected for SMS, and SMS message content will not be shared with or sold to third parties for marketing or advertising purposes.

Other Uses

• Provide our AI receptionist service
• Process appointments and manage bookings
• Improve our AI and service quality
• Send you service notifications
• Provide customer support
• Comply with legal obligations

4. Data Storage and Security

How We Store Data

• Database: Convex (secure cloud database)
• Authentication: Clerk
• Calendar tokens: Encrypted and stored securely
• All data transmitted over HTTPS

Security Measures

• Encrypted data transmission (HTTPS/TLS)
• Secure token storage
• Regular security audits
• Limited employee access to user data

Data Retention

• Calendar Access: Until you disconnect your calendar
• Appointments: 2 years or until you request deletion
• Call Logs: 1 year for quality improvement
• Account Data: 60 days after account closure

We keep your data for 60 days after cancellation in case you change your mind or need to recover information. After 60 days, all data is permanently deleted.

5. Your Rights

You Can:

• Access all data we have about you
• Update or correct your information
• Request deletion of your data
• Export your data
• Disconnect your Google Calendar at any time

Revoking Calendar Access

To disconnect your Google Calendar:

• In our app: Go to Settings → Calendar → Disconnect
• In Google: Visit Google Account Permissions and remove Caleon AI

When you revoke access, we immediately stop accessing your calendar and delete your access tokens.

Data Deletion

To request deletion of your data, email us at support@caleonai.com. We will delete your data within 30 days of your request.

6. Third-Party Services

We use these third-party services:

• Google Calendar API: For calendar access
• Twilio: For phone calls and SMS messaging
• OpenAI: For AI voice and language processing
• Clerk: For authentication
• Convex: For data storage
• Stripe: For payment processing
• Resend: For email notifications

Google API Limited Use Disclosure

Caleon AI's use and transfer of information received from Google APIs to any other app will adhere to Google API Services User Data Policy, including the Limited Use requirements.

7. Data Sharing

We May Share Your Data:

• With your explicit consent
• With service providers who help us operate (listed above)
• When required by law or legal process
• In case of business transfer (merger, acquisition, etc.)
• Aggregated or anonymized data that cannot identify you, for analytics, research, or business purposes

SMS Data Restrictions:

• We will not sell, share, or disclose phone numbers or SMS opt-in consent to third parties for marketing or advertising
• SMS-related data is used solely for delivering transactional messages (confirmations, reminders, cancellations)

We Do Not:

• Sell your Google Calendar data
• Share your appointments with competitors

8. International Data Transfers

Your data may be transferred to and processed in countries outside your residence. We ensure appropriate safeguards are in place to protect your information.

9. Children's Privacy

Our service is not intended for users under 18. We do not knowingly collect information from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you by:

• Posting the updated policy on this page
• Updating the "Last updated" date
• Sending email notification for material changes

11. Your Privacy Rights

California Residents (CCPA)

If you are a California resident, you have the right to:

• Know what personal information we collect
• Request deletion of your personal information
• Opt-out of sale of personal information
• Non-discrimination for exercising your rights

European Residents (GDPR)

If you are in the European Economic Area, you have the right to:

• Access your data
• Rectify inaccurate data
• Erase your data ("right to be forgotten")
• Restrict processing
• Data portability
• Object to processing

12. Cookies and Similar Technologies

We use cookies and similar technologies to provide and secure our service. For detailed information about the cookies we use and how to manage them, please see our Cookie Policy.

13. Contact Us

For questions about this Privacy Policy or to exercise your rights, contact us:

• Email: support@caleonai.com

By using Caleon AI, you agree to this Privacy Policy.