Privacy Policy

Introduction

Sentry Scheduler, operated by Sentry AI Technology LLC (“we”, “us”, “our”), collects and processes information about you to operate the Sentry Scheduler service (the “Service”), improve our AI features, and communicate with you. This Privacy Policy explains what data we collect, how we use it, with whom we share it, your choices, and how we protect your data.

What Information We Collect

We collect and process information you provide or that is generated through your use of the Service, including:

• Account information: name, email address, and payment method details (processed by a third-party processor such as Polar).
• Billing and transaction data: plan type, start/end dates, invoices, and related financial data.
• Schedule data: appointment times, services, locations, client preferences, and availability.
• Communications data: messages between you and clients via the in-app chat bot, including chat transcripts, notes, and any client responses.
• Usage data: how you interact with the Service, features used, time stamps, device type, browser, and IP address.
• AI improvement data: content from chats, including names, contact details, scheduling data, and client communications, used to train and improve our AI responses.
• Support data: inquiries and communications with our support team.

How We Use Your Information

We use your information to:

• Provide, operate, and improve the Service (including AI chat features and scheduling).
• Process payments and manage your account (billing, upgrades/downgrades, refunds as described in the Terms).
• Communicate with you about your account, security, policy updates, and important notices.
• Analyze usage patterns to optimize features and performance.
• Uphold our legal rights, enforce our Terms, prevent fraud, and comply with law.
• Improve AI responses by training and fine-tuning models, while protecting privacy and applying safeguards described in this policy.

Data Sharing and Disclosure

• With you: We share data with you as part of the Service (your own data, such as your chat transcripts and schedules).
• With service providers: We may share data with third-party service providers (e.g., Polar for payments, cloud hosting providers, email delivery services) to operate and improve the Service. These processors are contractually obligated to protect your data and may only use it to provide services to us.
• With clients and end users: When you or our features involve client communications, relevant data may be presented to those clients as part of the scheduling and messaging interactions.
• Legal requests: We may disclose data if required by law or to protect rights, safety, and property.
• No selling of Personal Data: We do not sell your Personal Data to third parties. We may aggregate or de-identify data for analytics, research, or product improvement (in a non-identifiable form).

Google Calendar Integration

Sentry Scheduler offers an optional Google Calendar integration that allows you to sync your appointments and block off time from external calendar events. This integration is available on the Pro plan and requires your explicit authorization.

What data we access

When you connect your Google Calendar, we request access to your Google Calendar events using the https://www.googleapis.com/auth/calendar.events scope. This allows us to:

• Read your existing calendar events to identify busy time blocks and prevent scheduling conflicts
• Create calendar events for confirmed appointments
• Delete calendar events when appointments are cancelled

We access only the minimum calendar data necessary to provide these features. We do not access your contacts, email, or any Google data outside of calendar events.

How we store your data

Your Google OAuth access and refresh tokens are encrypted at rest using AES-256-GCM encryption before being stored in our database. We do not store the content of your calendar events — only the event metadata needed to manage scheduling (dates, times, and event IDs we create).

Data sharing

We do not sell, share, or transfer your Google Calendar data or OAuth tokens to any third parties. Your Google data is used solely to provide the calendar sync features described above and is not used for advertising or analytics purposes.

Revoking access

You may disconnect your Google Calendar at any time from Settings → Integrations → Google Calendar → Disconnect. Upon disconnection, your OAuth tokens are immediately deleted from our systems. You can also revoke access directly from your Google Account permissions page.

Account deletion

When you delete your Sentry Scheduler account, all Google OAuth tokens and calendar integration data are permanently deleted from our systems as part of the account deletion process.

Data retention

Google OAuth tokens are retained only for as long as your Google Calendar integration remains connected. They are deleted immediately upon disconnection or account deletion. No calendar event content is retained after an event is created or read.

AI and machine learning

Google Calendar data — including calendar events, free/busy information, and OAuth tokens — is never used to train, fine-tune, or improve AI or machine learning models, and is never used for any purpose beyond providing the in-app scheduling features described above. This applies regardless of any other data use provisions in this policy.

Human access to your Google Calendar data is limited solely to providing technical support when you have explicitly requested it.

Google's privacy policy

Your use of Google Calendar through this integration is also governed by Google's Privacy Policy. For questions about how Google handles your data, please refer to Google's documentation.

Contact

If you have questions about how we handle your Google Calendar data or wish to request deletion of your data, please contact us at support@sentry-scheduler.com.

SMS/Text Messaging Program Privacy

We are committed to protecting the mobile information of end users who opt in to receive SMS or text messages through the Service:

• No mobile information will be shared with third party/affiliates for marketing or promotional purposes.
• This prohibition applies regardless of whether the third party is an affiliate, partner, or unrelated entity.
• Mobile information will only be used to deliver the messaging services the end user has consented to receive and to support the operation of those services.
• Opt-In: End users opt in to receive SMS messages through an affirmative action such as checking an unchecked consent checkbox on a website form, sending a keyword via text, or providing written consent. Consent controls are never pre-selected; users must actively choose to opt in.
• Opt-Out: End users can opt out at any time by replying STOP to any message. After opting out, they will receive a one-time confirmation and no further messages will be sent. Reply HELP for assistance.
• Message and Data Rates: Message and data rates may apply. Message frequency varies based on scheduling activity.

International Transfers

Your data may be transferred to, stored, and processed in the United States or other jurisdictions where our service providers operate. If you are outside the United States, you acknowledge and consent to such transfers, in accordance with this Privacy Policy and applicable law.

Data Retention

• We retain Personal Data for as long as your account is active and as needed to provide the Service, comply with legal obligations, resolve disputes, and enforce our agreements.
• When you delete your account, we will delete Personal Data in accordance with our data deletion processes (typically within 24 hours for active accounts; backups retained for a limited period in line with legal obligations and our retention policy).
• If an account is suspended or becomes inactive due to non-payment, data will be deleted after 90 days per our policy.

Your Rights and Choices

• Access and correction: You can access and update certain information in your account settings.
• Data deletion: You can delete your account through the app; data will be deleted per the retention policy described above.
• Opt-out from AI improvements: If available, you may opt out of using data for AI improvements in some regions or settings; if not available, you can contact support to discuss options.
• Marketing communications: You can opt out of promotional emails by following the unsubscribe instructions in those communications.

Data Security

We implement reasonable administrative, technical, and physical safeguards to protect your data. No method is 100% secure; if you become aware of a security incident, contact us immediately so we can respond per our incident response procedures.

Data Processing and Controller Roles

• Data Controller: Sentry AI Technology LLC. For contractors processing personal data on behalf of their customers, a separate Data Processing Agreement (DPA) may apply.
• Data Processor: We act as a processor for data you upload or generate in the Service; our subprocessors include Polar (payments), cloud infrastructure providers, and communication services. We rely on written contracts with processors to protect data.

Children's Privacy

The Service is intended for adult contractors. We do not knowingly collect data from children under 18. If you become aware of a child's data in the Service, contact us to address.

Your Responsibilities

• You are responsible for obtaining necessary consent from your clients for communications and scheduling via the Service, including any SMS messaging, and complying with applicable laws (e.g., TCPA, CAN-SPAM).
• You must provide accurate information when using the Service and keep your account credentials secure.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will provide notice in-app and/or by email. Your continued use of the Service after such changes constitutes your consent to the updated policy.

How to Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, contact us at:

Email: support@sentry-scheduler.com

California Privacy Rights

California residents may have specific rights under the California Consumer Privacy Act (CCPA). If applicable, you may have: the right to know what Personal Data we collect, use, share, and sell; the right to delete Personal Data; the right to opt out of the sale of Personal Data (note: we do not sell Personal Data); the right to request equal service and price, among other rights. To exercise rights, contact us using the methods above.

Data Processing Addendum (DPA)

If you process personal data on behalf of contractors or other customers, please review and accept our DPA, which governs data processing activities, security measures, and data subject rights. The DPA is available upon request.