Privacy Policy

Who this policy is for

Cortesy is a business-to-business service. Our customers are the businesses that use Cortesy. This policy covers three groups: (a) the business and its staff who connect their tools (including their Google Calendar), (b) the end customers who message the business and whose messages Cortesy processes on the business's behalf, and (c) the staff members who use the Cortesy employee mobile app.

Google user data we access

When a member of a business's staff chooses to connect their Google Calendar, we ask, through Google's standard consent screen, for the minimum access needed to schedule appointments:

• Google Calendar free/busy (calendar.freebusy): we read only busy/free time blocks to compute open appointment slots. We do not read the titles, descriptions, attendees, or any content of your existing events.
• Google Calendar events (calendar.events): we create calendar events for the appointments booked through Cortesy, including the invitee's name and contact details and an optional Google Meet link.

How we use Google user data

We use the access described above solely to provide the scheduling feature: showing real availability and creating the appointments you and your customers agree on. We do not use Google user data for advertising, we do not sell it, and we do not use it to train generalized artificial intelligence or machine-learning models.

Cortesy'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.

How we share Google user data

We do not sell, rent, or trade Google user data, and we do not share it for advertising. We disclose it only to the infrastructure sub-processor strictly necessary to operate the scheduling feature: Microsoft Azure, which hosts our service and stores the encrypted OAuth tokens and the appointments booked through Cortesy. We do not transfer the contents of your Google Calendar to any other third party.

The only Google-derived information that may leave our systems is the specific open time slots and the appointment details you and your customer agree on, which necessarily appear in the messaging conversation and in the calendar event we create on your behalf. Our other service providers (AI model provider, messaging delivery, transactional email) are not given access to your Google Calendar tokens or to the contents of your existing events.

What we store

To keep your calendar connected without asking you to sign in every time, we store the OAuth tokens Google issues (encrypted at rest), the identifier of the connected calendar, and the details of appointments booked through Cortesy. We do not store copies of your other calendar events.

Other information we process

On behalf of the business, Cortesy processes the messages exchanged with end customers to understand intent, qualify the lead, and reply. This may include the contact details a customer provides (such as name, phone, or email). This information belongs to the business and is used to provide the service to that business.

Cortesy employee mobile app

A business can invite its staff to the Cortesy employee app (published as "Cortesy Employees" on Google Play and the App Store), which shows each employee the appointments assigned to them. Accounts are created by the business: an employee cannot sign up on their own; they accept an invitation from their employer and choose a password. Through the app we process:

• Account data: the name, email address, and job title provided by the business, and the password, which we store only in hashed form.
• Device data: a random identifier that the app generates when it is installed, the platform (Android or iOS), and when the device was last used, so that each device's session can be managed and revoked. We also process the IP address of requests for security and abuse prevention.
• Appointment data: the business's appointments assigned to the employee, including the customer's name, email, and notes. The app keeps a minimal offline copy on the phone (time, appointment type, and customer name — never the customer's email or notes) and erases it when the employee signs out or their access is revoked.
• Biometric unlock (fingerprint, face, or the phone's PIN) is handled entirely by the phone's operating system. The app only receives a yes/no result: no biometric data ever reaches the app or our servers.
• The app has no ads and no third-party analytics or tracking, and we do not sell or share this data. It is used only to provide the app to the employee and the business.

Deleting your employee app account

The business can remove you or revoke your app access at any time from its Cortesy portal (My team); this ends your sessions on every device immediately.

To have your employee app account and its personal data deleted, email contact@appflowllc.com from the address you use to sign in, with the subject "Delete my Cortesy app account". We will confirm the request and delete or anonymize your account and device data within 30 days, except for records the business needs to keep (such as its appointment history) or that we must keep for legal or security reasons.

Service providers

We rely on a small set of processors strictly to run the service: cloud hosting (Microsoft Azure), the AI model provider (Anthropic) to generate replies, transactional email (Resend) to send the calendar-connection and employee app invitations, and messaging delivery (Twilio). These providers process data only as needed to provide their function to us.

Data retention and deletion

We keep calendar tokens for as long as the calendar remains connected. When a business disconnects a calendar, deletes the staff member, or closes the account, the associated tokens are deleted. You can also revoke Cortesy's access at any time from your Google Account's security settings (myaccount.google.com/permissions).

Security

We protect data in transit with encryption (HTTPS) and at rest (database encryption). Access to production data is limited to what is necessary to operate the service.

Children

Cortesy is a tool for businesses and is not directed to children.

Changes to this policy

We may update this policy as the service evolves. When we do, we will change the date shown at the top of this page.

Contact

Questions about this policy or your data: contact@appflowllc.com.