Data Retention Policy

Calendar Force handles Google Calendar event data, phone numbers, business and banking details, service and invoice records, and billing records. This policy explains how long we retain each type of data and when it is deleted. It applies to both the Google Calendar add-on and the web application at app.calendarforce.com.

Calendar Event Data

Calendar event data is retained while your account is active. It is deleted within 90 days of account closure or of a deletion request.

Phone Numbers

Phone numbers are stored only as part of event and reminder records. They are never sold or shared with third parties for their own purposes, and are deleted together with the associated event data within 90 days of account closure.

SMS Delivery Logs

SMS delivery logs are retained for 12 months for operational, support, and fraud-prevention purposes. After this period, they are permanently deleted.

Business and Banking Details

Business details and banking details supplied for invoicing are retained while your account is active and are deleted within 90 days of account closure. Banking details are encrypted at the column level using AES-256-GCM and are decrypted only server-side at the moment a document is generated.

Service, Client and Invoice Records

The authoritative copies of your service logs, client records and invoices live in your own Google Sheets and Google Drive, not on our servers. We retain only the operational records needed to run the service — such as which invoice was generated for which job, and how many invoice tokens were consumed — and these are deleted within 90 days of account closure. Deleting your Calendar Force account does not delete, and does not preserve, the documents held in your Google account. Retaining those records is your responsibility.

Photographs

Photographs uploaded in support of invoicing are stored in your own Google Drive. We retain only the references needed to match a photograph to a job and invoice, deleted within 90 days of account closure. The photographs themselves remain in your Google account and are governed by your own retention settings.

Staff Portal Data

Staff portal sign-in records and the calendar access granted by individual staff members are retained while that staff member has active access. Access is revoked and the associated tokens deleted within 30 days of a staff member being removed, or of the account being closed.

Billing and Payment Records

Billing and payment records — including credit and invoice token purchases — are retained for 7 years to comply with Australian financial record-keeping requirements, including the Corporations Act 2001 (Cth) and taxation record-keeping obligations. These records are not deleted on request, as we are required by law to keep them. Payment instrument details are never stored on our servers and are handled entirely by Stripe.

Account Credentials

Google OAuth tokens are stored encrypted. They are revoked and deleted within 30 days of account disconnection or closure. You may revoke them yourself at any time from your Google account permissions page.

Backups

Encrypted backups may retain data for up to 30 days beyond the primary deletion date before being overwritten.

Where Your Data Is Stored

Our database is hosted by Supabase in the United States (AWS us-west-2, Oregon), and our application is hosted by Vercel. See the Overseas Disclosure section of our Privacy Policy for the full list of locations.

User-Initiated Deletion

You may request full deletion of your data by emailing admin@calendarforce.com. Requests are actioned within 30 days and completed within 90 days, subject to legal retention requirements such as the financial record-keeping obligations described above.

Third-Party Processors

We rely on the following third-party processors, each governed by its own retention policies:

• Supabase - Database
• Vercel - Application hosting and analytics
• Stripe - Billing
• Telnyx - SMS delivery
• Google - Calendar, Drive, Sheets, Docs and Gmail APIs
• OpenAI - Optional reminder parsing

Contact Us

If you have questions about how we retain or delete your data, contact us at admin@calendarforce.com.