Privacy Policy

Who we are

CalPilot is a missed-call recovery and customer messaging service for Australian trades and service businesses. It answers calls you cannot pick up, messages the caller back, works out what the job is, and books it into your calendar.

CalPilot is operated by PCPL (referred to below as “we”, “us” or “our”). This policy explains what information we collect, why we collect it, how we use and share it, and what you can do about it.

Information we collect

We collect the following categories of information:

• Account information you give us — your name, business name, email address, phone number, trade or service type, and service area.
• Customer information processed on your behalf — the names, phone numbers, email addresses and message contents of the people who contact your business, along with call metadata such as time, duration and missed-call status.
• Calendar information — described in detail under “Google user data” below.
• Usage and technical information — how the dashboard is used, log data, device and browser type, and IP address, used to operate and secure the service.
• Payment information — handled by our payment provider. We do not store full card numbers.

Google user data — what we access

If you connect a Google Calendar, CalPilot requests the following Google OAuth scopes:

• calendar.readonly — to read your calendar so we can find times that are genuinely free before we offer them to a customer.
• calendar.events — to create, update and cancel calendar events when a job is booked, rescheduled or cancelled.
• Your email address and basic profile — to identify which Google account is connected.

How we use Google user data

We use Google Calendar data only to provide the booking features that are visible in the CalPilot dashboard: checking availability, offering free slots, creating a booking when a customer confirms, updating a booking when it changes, and cancelling it when asked.

We do not use Google user data for advertising, and we do not sell it. We do not use it to determine creditworthiness or for lending purposes. We do not allow humans to read it, except where you have given us permission to look at a specific event, or where it is necessary for security purposes, to investigate abuse, or to comply with applicable law.

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

We read only the calendar fields needed to place and manage a booking — free/busy status, event start and end times, event title, location and description for events CalPilot itself created, and your calendar's timezone and business hours. We do not read or store the contents of your unrelated personal or business events.

How we store and share Google user data

Google OAuth access and refresh tokens are stored encrypted at rest in our database, and all data is transmitted over encrypted connections (TLS).

Google Calendar data is shared only with Google itself (through its own Calendar API, in order to perform the actions described above) and with our hosting provider, which stores it on our behalf. No other third party receives your calendar content.

We may disclose information where we are required to by law, or where it is necessary to investigate a security incident or abuse of the service.

Other service providers we use

To deliver messages and run the service we use third-party providers. These providers receive only the information needed for their specific function — for example, a messaging provider receives the recipient's phone number and the message body, and does not receive your calendar data.

• Messaging and voice — Telnyx, Meta (WhatsApp Business Platform), Twilio.
• Email delivery — SendGrid and Resend.
• AI language processing — OpenRouter, to understand and draft replies to customer messages.
• Error monitoring — Sentry, to detect and diagnose faults.
• Cloud hosting and storage — our hosting provider, which stores the service's databases and files.

How long we keep information

We keep account information for as long as your account is active, and for a reasonable period afterwards so we can meet our legal, tax and accounting obligations.

Conversations and message history are kept so you can review them in the dashboard, and are deleted or de-identified on request.

When you disconnect a calendar or close your account, we delete the associated Google OAuth tokens. Where you have asked us to delete your data, we will do so within 30 days, except for information we are legally required to retain.

Your rights and choices

You can ask us to access, correct, or delete the personal information we hold about you, and you can ask us to stop sending you marketing messages at any time.

Where you are an individual whose information we process on behalf of a CalPilot customer (for example, you contacted a trades business that uses CalPilot), we act as a processor for that business. Please contact that business first; we will assist them in responding to your request.

If you are in Australia, you can complain to the Office of the Australian Information Commissioner (OAIC) if you are not satisfied with how we have handled your information.

Disconnecting Google Calendar

You can disconnect CalPilot from your Google account at any time in two ways:

• In the CalPilot dashboard, go to Settings → Calendar and disconnect the provider.
• Or from your Google Account, visit myaccount.google.com/permissions and remove CalPilot's access.

Security

We protect information with reasonable technical and organisational measures, including encryption of credentials at rest and in transit, access controls, and audit logging of administrative actions. No system is perfectly secure, and we cannot guarantee absolute security.

Children

CalPilot is a business tool and is not directed at children. We do not knowingly collect information from anyone under 16.

Changes to this policy

We may update this policy from time to time. When we make a material change we will update the date at the top of this page and, where the change affects how we use Google user data, ask for your consent again before the new use begins.

Contact us

Questions about this policy, or a request about your information, can be sent to info@calpilot.com. We aim to respond within 30 days.