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.

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 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.
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.

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. 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]. 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.