Privacy Policy | ScribeCal

Who This Policy Applies To

This policy applies to people who visit the ScribeCal website, create an account, book meetings through a ScribeCal booking page, or participate in meetings that are managed through ScribeCal.

For account administration, billing, website operations, and support, ScribeCal acts as the service provider responsible for the data it collects directly.
For client session information that a professional host collects through ScribeCal, ScribeCal processes that information to provide the service to the host.

Information We Collect

The information we collect depends on how you use the service.

Account and profile information such as name, email address, phone number, business name, login details, and workspace settings.
Scheduling and client information such as booking details, intake form responses, attendee names, email addresses, phone numbers, and meeting preferences.
Session content such as recordings, transcripts, summaries, action items, notes, and follow-up drafts when those features are enabled.
Payment and billing information such as transaction IDs, subscription plan, billing dates, invoice values, and payment status. ScribeCal does not store full card or bank instrument details.
Technical information such as IP address, browser type, device information, pages used, and error logs for security, reliability, and service improvement.

Google User Data

If you choose to connect a Google account, ScribeCal accesses Google user data only with your permission and only to provide or improve user-facing Google integration features that you enable.

Google data we may access includes basic account identifiers, calendar lists, calendar availability, calendar events, attendee details, conference links, meeting metadata, and related scheduling information needed to connect ScribeCal with Google Calendar or Google Meet.
We use Google user data to show availability, prevent booking conflicts, create and update calendar events, add meeting links, send scheduling reminders, display scheduled meetings in your ScribeCal workspace, troubleshoot the connected integration, and support the connected integration.
We do not use Google user data for advertising, retargeting, interest-based marketing, creditworthiness or lending decisions, sale to data brokers, resale to information resellers, unrelated analytics, or training generalized AI or machine learning models.
We share Google user data only with service providers that help us operate, secure, support, troubleshoot, or deliver the Google integration, with workspace users authorized to access the relevant booking or meeting record, when you direct us to share it, or when required by law.
Google user data is protected using access controls, secure transmission, limited internal access, monitoring, and other safeguards designed to prevent unauthorized access, disclosure, alteration, or loss.
OAuth tokens and synced Google data are retained while the integration remains connected or as needed to provide the service. You may disconnect Google integrations or request deletion, and we will delete or de-identify Google user data subject to legal, security, backup, and operational retention limits.
The general analytics, product-improvement, payment, and AI-processing sections below do not expand how ScribeCal uses Google user data. ScribeCal’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

How We Use Information

To provide scheduling, reminders, meeting capture, summaries, follow-ups, CRM functionality, and customer support.
To authenticate users, maintain account security, prevent abuse, and investigate misuse or fraud.
To process subscriptions, issue invoices, manage renewals, and handle payment-related support.
To improve product performance, troubleshoot technical issues, and understand non-Google feature usage at an aggregate level.
To send transactional service messages such as booking confirmations, reminders, billing notices, policy updates, and support responses.

AI Processing and Service Providers

Some product features require trusted third-party service providers.

Audio may be processed for transcription.
Transcripts and related text may be processed to generate summaries, action items, follow-up drafts, and meeting briefs.
Google user data obtained through Google APIs is not used to train AI models or to generate generalized AI models.
Payment processing is handled by providers such as Razorpay, Instamojo, and PayPal, depending on the transaction flow and geography.
Email delivery, hosting, analytics, and communication infrastructure may be provided by third-party vendors acting on ScribeCal’s behalf.
ScribeCal uses providers in order to operate the service and does not sell personal information to advertisers.

Payment and Billing Data

ScribeCal uses payment processors to handle subscription payments, invoices, taxes, refunds, fraud review, and payment disputes.

Depending on your region and payment method, payment processing may be handled by Razorpay, PayPal, Instamojo, or another supported payment provider.
ScribeCal may receive and store payment-related records such as transaction identifiers, invoice details, subscription status, billing contact details, payment method type, payment status, refund status, and dispute records.
ScribeCal does not store full card numbers, CVV codes, full bank account details, UPI PINs, or PayPal account credentials on its own servers.
Payment instrument details are collected and processed by the applicable payment provider under its security, compliance, and data handling controls.
We use payment and billing information to activate paid plans, manage renewals, issue invoices, process refunds, respond to billing support requests, prevent fraud, resolve disputes, and meet accounting, tax, and legal obligations.

When We Share Information

With service providers that help us host, secure, support, analyze, communicate, and process payments for the service.
With a workspace owner, administrator, or host when the data belongs to a booking, client record, or meeting managed within that workspace.
When disclosure is required by law, regulation, legal process, or a valid government request.
To protect the rights, safety, and security of ScribeCal, our users, or the public, including to detect or prevent fraud or misuse.
As part of a merger, acquisition, financing, reorganization, or sale of assets, subject to appropriate confidentiality safeguards.

Retention and Deletion

Account information is generally retained for as long as the account remains active and for a limited period afterward to complete operational and legal obligations.
Meeting recordings, transcripts, summaries, and client records are retained until deleted by the customer, removed under the customer’s retention settings, or deleted after account closure.
Billing and tax records may be retained for the period required by law.
Backups and security logs may persist for a limited period after deletion before they are overwritten in the normal course.

Cookies and Analytics

ScribeCal uses essential technologies to keep the website and application functioning and may use analytics tools to understand usage and improve the service.

Essential cookies may remember session state, login status, region preferences, and theme choices.
Analytics technologies may help us understand product performance and page usage in aggregate.
Where required by law, non-essential cookies are used only after the appropriate notice or consent flow.

Your Choices and Rights

You may update account information, manage certain preferences, and request support through the product or the contact page.
You may request access, correction, export, or deletion of your information, subject to any legal or operational limits that apply.
You may unsubscribe from non-transactional communications using the unsubscribe link in those emails.
If you are a participant whose information was submitted by a host, please contact the host first where appropriate, because they may control the underlying meeting record.

Security

ScribeCal uses reasonable technical and organizational safeguards designed to protect personal information against unauthorized access, loss, misuse, or alteration. Payment details are transmitted through secure payment-provider flows, and ScribeCal does not store raw card credentials. No method of transmission or storage is perfectly secure, so we cannot guarantee absolute security.

Children’s Information

ScribeCal is intended for professional use. If a customer uses ScribeCal in contexts involving minors, that customer is responsible for obtaining any parent or guardian permissions required by law before collecting or processing the minor’s information through the service.

Contact and Privacy Requests

For privacy questions, data requests, or complaints, please contact ScribeCal through the contact form on this website or by email at [email protected]. Grievance requests may be sent to [email protected]. We aim to respond within a reasonable time and within the timelines required by applicable law.

Policy Updates

We may update this policy from time to time. If we make a material change, we may update the date on this page and provide additional notice through the website, product, or email where appropriate.