Privacy Policy | Calendar Force

Introduction

Calendar Force is operated by Calendar Force Pty Ltd (ABN 58 695 616 794), an Australian company.

This Privacy Policy explains how we collect, use, disclose, and safeguard information across both of our surfaces: the Google Calendar add-on, and the web application at app.calendarforce.com. It applies to both, and to the staff portal offered through the web application.

We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. For businesses and individuals in the United States, we also follow the state privacy laws that apply to the information we hold, including the California Consumer Privacy Act as amended by the California Privacy Rights Act; the section United States Residents below sets out those rights.

Two roles. For the information about you as our customer — your account, your billing, your settings — we decide how it is used, and are the “controller” or “business” in privacy-law terms. For the information you put into the service about other people — your clients, their appointments and addresses, your staff — you decide, and we handle it only on your instructions as your “processor” or “service provider”. Our Data Processing Addendum sets out that second role in full.

Which Features Collect What

Not every feature is available on both surfaces, and what we collect depends on what you use.

The Google Calendar add-on accesses your calendar events, the list of calendars you are subscribed to, your Google Calendar timezone, and your email address, in order to set and send SMS reminders. It does not access Gmail, Drive, or Sheets.
The web application provides SMS reminders plus invoicing, service records, remittance matching, and the staff portal, and therefore accesses more — as set out below.

Information We Collect

Account Information

When you sign in with Google, we collect your email address to create and manage your account.

Calendar Event Data

We read all of the events in the calendars you connect — not only the ones you have set a reminder on. This is how the service works: it attaches reminders to appointments already in your calendar, so it has to be able to show you those appointments before you can choose between them. An app that could see only its own events would have nothing to show you.

In practice that means when you ask for a week, we read every event in that week — including ones we then set aside because they have no mobile number, or a landline, or are personal entries that have nothing to do with your work. We read them to know they are not relevant.

What we read from an event: its title, start and end time, location, description, colour, recurrence and attendee information. Reminders are scheduled from that, and service records built from it where you use invoicing.

What limits it. Only calendars you connect — in the web application you choose which, and in the add-on it is the calendar you are working in. A calendar you have not connected is never read. And only the periods we are asked about: the date range you pick, the event you have open, or the window a sync covers.

Reading and keeping are different things, and our two surfaces differ here.

The add-on stores an event only when you set a reminder on it. It keeps that event's title, description, start and end, timezone, the phone number found in the description, and which reminder template you chose. Events it read and set aside are not stored at all.
The web application keeps a synced copy of the events in the calendars you connect, so its calendar view and scheduling work without re-reading Google on every screen. For each event that copy includes the title, start and end, description, location, colour, recurrence and attendee list. It is a working copy of those calendars, and we would rather say so plainly than imply otherwise.

Either way, what we hold is deleted when you delete your account, on the timetable set out under Data Retention and Deletion below.

Phone Numbers and Recipient Details

Phone numbers are entered by you in event descriptions, in your connected spreadsheets, or directly in our interface. We use these numbers solely to send the SMS reminders you schedule. We never sell them and never use them for our own marketing.

Business and Banking Details

If you use the invoicing features, we collect the business details needed to produce an invoice — business and trading name, tax identifiers such as an ABN or EIN, address, contact details, owner or director name and contact details, and for United States businesses any licence numbers and regulatory notices you choose to print — and your banking or payment details for the payment instructions printed on your invoices. Banking details are encrypted at the column level using AES-256-GCM and are decrypted only server-side when generating your documents.

Sales Tax Information (United States)

If you switch on sales tax calculation, we hold the states you tell us you are registered in and your permit or registration numbers; the taxability rules you confirm; the job addresses from your calendar events, together with the tax jurisdiction each was matched to; any exemption certificates you record, including the customer's name, certificate number and a copy of the certificate if you upload one; and a frozen record of the tax shown on each invoice, credit note and payment. To match a job address to a jurisdiction we send the address alone — no name, phone number or appointment detail — to the United States Census Bureau's public geocoding service. The periodic reports we prepare from these records are for you to check against your own records before you file.

Client, Service and Invoice Records

Where you use invoicing, we process the client records, service logs, rates, and invoice data held in the Google Sheets you create through the service or explicitly select. Where you upload a remittance document, we extract payment data from it to reconcile against your invoices.

Photographs

You and your staff may upload photographs in support of invoicing. These are stored in your own Google Drive, not on our servers, and are referenced by our systems in order to match them to the correct job and invoice.

Staff Portal Users

If your organisation uses the staff portal, staff members sign in with their own Google accounts and grant read-only access to their calendar so the portal can show them their assigned jobs. We collect their name, email address, profile information, the calendar events assigned to them, and any photographs they upload. Their employer — the Calendar Force account holder — determines what is collected and why.

Usage and Billing Data

We collect information about your usage of the service (reminders sent, credits and invoice tokens used, delivery outcomes) and billing information for purchases. Payment card details are processed by Stripe and are never stored on our servers.

Connected Agents

If you connect an AI assistant of your own — such as Claude or ChatGPT — to your account, we record which assistant is connected, the permissions you gave it, and a log of what it read and changed, so you can review and undo its actions. The assistant itself is run by its vendor, and what you say to it is held by that vendor under its own privacy terms, not by us. We never connect an assistant for you, and this feature is optional.

Information About Other People

Much of the information we handle is about people other than you — your clients, your appointment attendees, and your staff. You provide that information to us, and you decide what is collected and how it is used. In relation to that information you are responsible for having the necessary consents in place and for giving those individuals any privacy notice required of you. We handle it only to provide the service to you, and on your instructions.

How We Use Your Information

To send SMS reminders for your calendar events
To generate invoices and related documents in your Google Drive
For United States accounts that ask for it, to calculate the sales tax shown on an invoice and prepare filing reports
To send email from your Google account on your behalf, where you ask us to
To reconcile remittances against your invoices
To operate the staff portal and show workers their assigned jobs
To process payments and manage your credit and token balances
To provide customer support
To maintain the security and integrity of the service, and to prevent fraud and abuse
To improve our service and develop new features
To communicate important updates about the service

We do not sell personal information, and we do not use it for advertising.

Google API Services User Data Policy

Calendar Force's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

We use Google user data only to provide and improve the user-facing features described in this policy.
We do not transfer Google user data to third parties except as necessary to provide those features, for security purposes, or to comply with applicable law.
We do not use Google user data for advertising, and we do not sell it.
We do not allow humans to read Google user data, except with your explicit consent for a specific issue such as a support request, where necessary for security purposes or to comply with applicable law, or where the data has been aggregated and anonymised.
We do not use Google user data to develop, improve, or train generalised artificial intelligence or machine learning models.

Google describes each permission in its own broad, standardised wording on the consent screen, and that wording covers everything the permission could allow rather than what we actually do. Below is every permission we request, in Google's words, followed by which of our two surfaces asks for it, what we use it for, and what it does not let us do.

The Google Calendar add-on and the web application are installed separately and ask for different sets. Installing one does not grant the other anything.

Permission	Add-on	Web app
List of your calendars	Yes	Yes
Your Calendar timezone	Yes	Yes
View and edit events	Yes	Yes
Your email address	Yes	Yes
Send email on your behalf	No	Yes
Google Drive files you use with the app	No	Yes
Add-on panel permissions (run in Calendar, the open event, reach our server, your locale)	Yes	No

Google Calendar — your list of calendars (calendar.calendarlist.readonly)

Google's wording: “See the list of Google calendars you're subscribed to.”

Asked for by: both the add-on and the web application.

What the web application uses it for: listing your calendars by name, so you can choose which ones to connect.

What the add-on uses it for: reading a calendar's own properties — in practice its timezone — so the times shown on the panel and in a message preview are in the right zone.

What it does not let us do: it grants the list of calendars and their properties, and nothing inside them. On its own it cannot read a single event.

Google Calendar — your timezone (calendar.settings.readonly)

Google's wording: “View your Calendar settings.”

Asked for by: both the add-on and the web application.

What we use it for: reading the timezone you have set in Google Calendar, so a reminder scheduled for 9am goes out at 9am where you are.

What it does not let us do: it is read-only — we cannot change any Google Calendar setting of yours — and it reaches no calendars and no events.

Google Calendar — events (calendar.events)

Google's wording: “View and edit events on all your calendars.”

Asked for by: both the add-on and the web application. This is the broadest permission either one asks for, and the only one that can change anything in your Google Calendar. The two surfaces use it very differently, so they are described separately below.

What the add-on uses it for: reading the event you currently have open, and the events in a date range you choose, so reminders can be scheduled. It also re-reads that range in the background to keep our records and your event titles in step with each other. The only change it ever writes to an event is the 🔔 marker at the front of the title, added when you set a reminder and removed when you clear one. The add-on never creates an event and never deletes one, and it never alters an event's date, time, location, description or guest list. Its bulk-delete removes your reminders and the 🔔 markers — never the events themselves.

What the web application uses it for: the web application includes a full calendar view, so here the permission does what you would expect of any calendar app. When you create, move, edit or delete an event in our calendar — or change a recurring series — we make that same change in your Google Calendar, because that is the point of the feature. It also writes the 🔔 marker and the assistants or invitations you assign. Where you ask us to notify guests of a change, Google sends that notification on your behalf.

What neither lets us do: we do not edit, move or delete your events on our own initiative, and nothing is changed on calendars you have not connected. Every change to an event's date, time, content or guests is the direct result of something you did in our interface. There is one automatic write, and it is deliberately trivial: when a sync finds that our records show a reminder on an event whose title has lost its 🔔, we put the 🔔 back, so the two stay consistent. That is the only change we make that you did not just ask for.

What no permission of ours allows, on any calendar

We cannot create, delete or rename a calendar. We cannot share a calendar, change who it is shared with, or change who can see your events. We cannot change your Google Calendar settings. We cannot download or take a copy of a calendar, and we cannot see the email addresses of people you share calendars with.

In September 2026 we narrowed these permissions twice. We had been asking for a broad Google Calendar permission worded “See, edit, share, and permanently delete all the calendars you can access”, and then for one worded “See and download any calendar you can access”. The app never used what either of those granted beyond the narrow uses described above, so both were replaced by the two specific permissions listed here. Neither appears on our consent screen any more, and accounts that granted them previously are not affected.

Gmail — sending only (gmail.send)

Google's wording: “Send email on your behalf.”

Asked for by: the web application only. The add-on never asks for any Gmail access at all.

What we use it for: sending an email only at the moment you ask for one — emailing an invoice, or sharing an event.

What it does not let us do: this permission grants sending and nothing else. We cannot read, search, download or delete anything in your mailbox, and we cannot see your contacts. We never send anything you have not asked us to send.

Google Drive — only our own files (drive.file)

Google's wording: “See, edit, create, and delete only the specific Google Drive files you use with this app.”

Asked for by: the web application only. The add-on never asks for any Drive access at all. Google shows a general warning here about private information in your Drive — that warning appears for every Drive permission, including this, the narrowest one Google offers.

What we use it for: creating and maintaining the spreadsheets, invoices and photo folders the service makes for you, plus any file you hand us yourself through Google's own file picker.

What it does not let us do: the rest of your Drive is invisible to us. We cannot browse, search or list it, and a file we did not create stays out of reach unless you explicitly select it.

Your email address and basic profile

Asked for by: both the add-on and the web application.

What we use it for: identifying your account, addressing you in the interface, and — in the add-on — knowing which account's reminders and credits to show you.

What it does not let us do: it is your address and basic profile only. It gives us no access to your contacts and no ability to read or send mail. Staff portal users grant this separately, on their own Google account.

Four more that only the Google Calendar add-on asks for

The add-on runs inside Google Calendar itself, so its install screen lists four permissions the web application never asks for. They are the plumbing that lets a panel exist inside Calendar, and they sound broader than they are.

“Run as a Calendar add-on” — permission for the panel to appear in Google Calendar at all. It carries no data of its own and grants no access to anything.

“See the events that you open” and “Edit the events that you open in Google Calendar” — both are limited to the single event you have open in front of you. That is how the panel knows which appointment you are setting a reminder on, and how the 🔔 goes on that event's title. They reach no other event, and they stop applying the moment you close it.

“Connect to an external service” — the vaguest wording on the screen, and worth being precise about. It lets the add-on make requests to Calendar Force's own servers. That is the only destination it is permitted to reach; the list is fixed in the add-on's manifest and cannot be changed without publishing a new version. It is what saves your reminder so it can be sent at the right time. It does not let the add-on browse the web, and it sends nothing anywhere except to run the feature you just used. (Until September 2026 the add-on could also reach an AI service that interpreted reminder timings typed in plain language; that feature has been removed and the add-on no longer contacts any AI provider.)

“View your country, language and time zone” — so dates, times and message previews read correctly for where you are. It is read-only and touches no calendar data.

You can review exactly what you have granted, and revoke it at any time, at myaccount.google.com/permissions. Revoking stops the service working, but deletes nothing you own.

Third-Party Services

We use the following third-party services to operate Calendar Force:

Google APIs - Authentication, Calendar, Drive, Sheets, Docs and Gmail sending; our own admin mailbox, from which service emails such as the daily digest are sent
Supabase - Database, authentication and backend services (hosted PostgreSQL)
Vercel - Application hosting and privacy-friendly, cookieless usage analytics
Telnyx - SMS delivery
Stripe - Payment processing
United States Census Bureau - Public geocoding service used to match a job address to a sales tax jurisdiction (United States accounts with sales tax switched on; address only)

We no longer use OpenAI. The optional plain-language reminder feature that sent typed phrases to it was removed in September 2026. The full list of subprocessors, with locations and what each receives, is in our Data Processing Addendum.

Where Your Information Is Handled

Calendar Force is an Australian company, and our service providers store or process data in the United States and elsewhere. If you are in Australia, this is an overseas disclosure under the Australian Privacy Principles. If you are in the United States, your data is held in the United States but is accessed from Australia by us. By using the service you acknowledge that your information, and information you provide about others, may be handled in the following locations:

Supabase — our database is hosted in the United States (AWS us-west-2, Oregon). This is where account records, reminder schedules, phone numbers, and encrypted business and banking details are stored.
Vercel — United States, with global edge delivery.
Stripe — United States, Australia, and Ireland.
Telnyx — United States, with regional routing for message delivery.
Google — global infrastructure, including the United States.
United States Census Bureau — United States (job addresses of United States accounts with sales tax switched on).

We take reasonable steps to ensure these recipients handle personal information consistently with the Australian Privacy Principles and with the United States privacy laws that apply to it, including through their contractual terms and security commitments.

Data Retention and Deletion

We retain your data for as long as your account is active. You can request deletion of your account and associated data at any time by contacting admin@calendarforce.com.

On account closure or a deletion request, we delete calendar event data, phone numbers, and associated personal information within 90 days. Google OAuth tokens are revoked and deleted within 30 days. Encrypted backups may retain data for up to a further 30 days before being overwritten.

Billing and payment records are retained for seven years to comply with Australian financial record-keeping requirements, and are not deleted on request. Full detail is in our Data Retention Policy.

Documents created in your own Google Drive — including invoices — are not deleted by us, because they are yours and are held in your Google account, not ours.

Sales tax records — the frozen tax figures, registrations, job locations and exemption certificates held for United States accounts — are kept while your account is active so that your filing reports stay reproducible, and are deleted with the rest of your operational data on closure. Tax authorities can audit for several years after a return is filed, so download your reports for every filed period before you close your account.

Your Rights

You have the right to:

Access the personal data we hold about you
Request correction of inaccurate data
Request deletion of your data
Export your data in a portable format
Withdraw consent for data processing, including by revoking our Google access

To exercise these rights, contact us at admin@calendarforce.com. We will respond within 30 days. If you are a staff portal user or a client of one of our customers, please contact that organisation first, as they control the information held about you.

United States Residents

This section is for residents of California and of other US states with comprehensive privacy laws. Calendar Force is a small business and is currently below the revenue and volume thresholds at which most of those laws apply. We honour the rights below anyway, for everyone in the United States whose information we hold.

What we collect and why. The categories of personal information we have collected in the past 12 months are those described under Information We Collect above: identifiers (name, email, phone number, account identifiers); commercial information (purchases of credits and tokens, invoices and payments you record); professional information (your business, licences and tax registrations); geolocation data in the form of job addresses; internet activity limited to authentication sessions and aggregate page statistics; and, where you supply them, financial account details for your invoices and the calendar, client and staff records you choose to hold in the service. We collect them from you, from your Google account under the permissions you grant, from Stripe for payments, and from the people you authorise to use your account. We use them for the business purposes listed under How We Use Your Information, and we keep them for the periods set out in our Data Retention Policy.

We do not sell personal information, and we do not share it for cross-context behavioural advertising. We have not done so in the preceding 12 months, we do not use or disclose sensitive personal information for any purpose other than providing the service, and we do not knowingly collect information from anyone under 16. Because we do not track you across sites, there is nothing for a Global Privacy Control signal to switch off, but we treat such a signal as a valid opt-out request in any case. We do not engage in profiling that produces legal or similarly significant effects.

Your rights. You may ask us to tell you what personal information we hold about you and where it came from, to give you a copy in a portable form, to correct it, or to delete it. You may appeal a decision we make on such a request. We will not discriminate against you for exercising any of these rights. To make a request, email admin@calendarforce.com. We will confirm receipt within 10 business days and respond within 45 days, extending once by a further 45 days where we need to and tell you why. We verify requests by matching them to the email address and Google account on file, and we may ask for more where the request concerns sensitive information. An authorised agent may act for you if they show us your signed permission.

Information our customers hold about you. If you are a client, appointment attendee or staff member of a business that uses Calendar Force, that business decides what is collected and why, and we are its service provider. Please direct your request to that business; we will help it respond, and if you contact us directly we will pass your request on. Under our Data Processing Addendum we do not sell, share, retain, use or disclose that information for any purpose other than providing the service to that business, and we do not combine it with information from any other source.

Nevada residents: we do not sell covered information as that term is defined in Nevada law. California “Shine the Light”: we do not disclose personal information to third parties for their direct marketing purposes.

Complaints

If you believe we have mishandled your personal information, contact us at admin@calendarforce.com with the details. We will acknowledge your complaint within 5 business days and aim to resolve it within 30 days, and we will tell you the outcome and our reasons in writing.

If you are not satisfied with our response, you may refer the complaint to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or by calling 1300 363 992.

If you are in the United States and are not satisfied with our response or with the outcome of an appeal, you may contact your state Attorney General's office or, for California residents, the California Privacy Protection Agency at cppa.ca.gov. We will tell you how to do so when we respond to your appeal.

Data Breaches

We maintain a data breach response process. If a breach occurs that is likely to result in serious harm to any affected individual, we will notify those individuals and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme under Part IIIC of the Privacy Act 1988 (Cth). Where the breach involves personal information of United States residents, we will notify the affected individuals and, where the law requires, the relevant state Attorneys General and regulators within the time each state's breach notification law sets, and we will notify any business whose data we process as a service provider without undue delay so that it can meet its own obligations.

Cookies and Analytics

We use minimal, session-based cookies only for authentication and maintaining your session. We do not use tracking cookies or third-party advertising cookies. Our website uses Vercel Analytics, which collects aggregate page-view statistics without cookies and without building a profile of you across sites.

Security

We implement appropriate technical and organizational measures to protect your data, including encryption in transit and at rest, row-level access controls so each account can reach only its own data, and regular security reviews.

Two things are worth being specific about, because “encrypted” means different things in different places. Your banking details are individually encrypted with AES-256-GCM before they are stored, and can only be read by our servers at the moment a document is generated — the stored value is unreadable on its own. The tokens that let us act on your Google account are encrypted the same way, since September 2026, with a key held only by our servers. They are also held in a database that is encrypted at rest and locked down so that no browser, signed-in user or public key can reach the table — only our server can — and you can revoke them at any time from your Google Account, which immediately ends our access regardless of what we hold.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by email or through the service.

Contact Us

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

admin@calendarforce.com

Calendar Force Pty Ltd — ABN 58 695 616 794