Privacy Policy

1. Who we are

SeekCal is a scheduling, calendar synchronization, appointment, and communications coordination service operated by S.E.E.K. Arizona, LLC (“S.E.E.K. Arizona,” “SeekCal,” “we,” “us,” or “our”).

2. Scope

This Privacy Policy applies to app.seekcal.org, SeekCal booking links and embeds, SeekCal accounts, the SeekCal API and MCP server, and integrations configured through SeekCal. It does not replace any notice that applies to clinical services or protected health information.

When you connect or use a third-party service such as Google, Zoom, or HighLevel, that provider’s own privacy terms also apply to its processing.

3. Information we collect

Account and workspace information

We collect information such as name, email address, phone number, username, password authentication records, time zone, role, account status, organization membership, availability, and scheduling preferences. Authentication credentials are handled by our authentication provider; we do not store your readable password.

Calendar, appointment, and booking information

We process calendar names and identifiers, event titles and descriptions, dates and times, recurrence rules, availability and busy periods, locations, meeting links, hosts, attendees, appointment status, event type, assignment and distribution information, and notes submitted during booking.

Contact and communications information

For guests, clients, and other appointment contacts, we may process name, email address, phone number, time zone, tags, company, CRM identifiers, appointment history, message content, notification preferences, and email or text-message delivery status.

Connected-service information

When an authorized user connects Google Calendar, Zoom, or HighLevel, we receive authorization tokens, account and calendar identifiers, configuration choices, synchronization status, and the data needed to perform the requested connection. Integration credentials are stored in encrypted form.

API, automation, and technical information

We process API-key identifiers and permissions, webhook events, configured automation requests, audit and synchronization records, error and delivery logs, IP address, browser and device information, access times, and security signals. We use cookies and similar storage needed to authenticate users, preserve sessions, and protect the service.

4. Google user data

SeekCal requests only the Google permissions needed to connect a user’s Google Calendar. Depending on the features you authorize, SeekCal may access:

• Your Google account email address and identity, to identify the connected account.
• Your list of Google calendars, so you can select which calendars to synchronize.
• Free/busy information, to show availability and help prevent double bookings.
• Calendar event information, including titles, descriptions, attendees, timing, recurrence, locations, and conferencing details.
• Permission to create, update, or cancel events and generate Google Meet links when you choose those features.

How Google data is used and stored

We use Google user data to provide the calendar features the user requests: displaying connected calendars, synchronizing selected events, checking availability, avoiding booking conflicts, writing SeekCal appointments to a selected calendar, and creating Google Meet conferencing. We may store encrypted OAuth tokens, selected-calendar settings, synchronization metadata, and synchronized copies of event information needed to provide and reconcile these features.

How Google data is shared

Google user data is available only to the connected user, authorized members and administrators of that user’s SeekCal workspace as their roles permit, and service providers or organization-authorized automation needed to operate requested scheduling features. An organization may configure an administrative agent such as Hermes to perform calendar and notification actions on its behalf through access-controlled APIs. We do not sell Google user data, use it for targeted advertising, or use it to train general-purpose artificial-intelligence models.

Disconnecting Google

You may disconnect Google Calendar from SeekCal’s Integrations page. SeekCal will revoke the connection, remove the stored credentials, and remove calendars and imported events associated with that connection from SeekCal. You may also revoke access from your Google Account connections. Events previously written to Google may remain in Google Calendar unless you delete them there. See our Google Data Controls page for step-by-step access, selection, disconnection, and deletion instructions.

5. How we use information

We use information to:

• Authenticate users and administer accounts, organizations, roles, and access.
• Provide calendars, availability, booking links, embeds, event types, recurring appointments, team assignment, and scheduling distribution.
• Synchronize authorized users, contacts, calendars, appointments, and meeting information with connected services.
• Create Google Meet or Zoom meetings selected by users.
• Send or coordinate transactional appointment emails and text messages through an authorized HighLevel account.
• Operate organization-authorized APIs, webhooks, and automation.
• Detect conflicts, failed synchronization, delivery errors, abuse, and security incidents; reconcile records; and preserve service reliability.
• Respond to support requests, comply with law, and enforce our agreements.

6. How we share information

We do not sell personal information. We disclose information only as needed for the following purposes:

• Within a workspace: calendar owners, team members, administrators, and organization owners may see information based on their role and the calendars they manage.
• With appointment participants: hosts and guests receive the scheduling, location, conferencing, and contact information needed for the appointment.
• With connected services: Google, Zoom, and HighLevel receive data and instructions required for features a user or organization enables.
• With service providers: providers supporting authentication, database hosting, application hosting, security, monitoring, email, and messaging process information for us under appropriate obligations.
• For legal and safety reasons: we may disclose information when reasonably necessary to comply with law, protect rights and safety, prevent fraud or abuse, or respond to lawful process.
• Business changes: information may transfer as part of a merger, financing, acquisition, reorganization, or sale of assets, subject to applicable law and continued protection.

7. Health and appointment information

Appointment details may reveal sensitive or health-related information. SeekCal is designed for scheduling and coordination, not for clinical documentation. Users should avoid placing diagnoses, treatment notes, or other unnecessary sensitive details in public event titles, booking links, or notification text.

When information is protected by HIPAA or another health-privacy law, S.E.E.K. Arizona’s applicable Notice of Privacy Practices governs that information in addition to this policy. SeekCal is not an emergency service.

8. Retention and deletion

We retain information for as long as reasonably needed to provide the service, maintain accurate appointments and audit records, meet legal and contractual obligations, resolve disputes, and protect the service. Retention varies by record type and by instructions from the organization responsible for the workspace.

Disconnecting an integration removes or disables its stored credentials. Some synchronized records, delivery logs, security records, backups, and records required by law may remain for a limited period. If a connected service is the system of record, deleting information in SeekCal may not delete the provider’s copy, and vice versa.

9. Security

We use reasonable administrative, technical, and organizational safeguards, including encrypted connections, encrypted integration credentials, role-based access, authentication controls, logging, and database access policies. No internet service or storage method can be guaranteed completely secure. Users must protect passwords, API keys, and devices and promptly report suspected unauthorized access.

10. Your choices and rights

Depending on your relationship with SeekCal and applicable law, you may request access to, correction of, deletion of, or a copy of personal information. Workspace users can update some profile and calendar settings in the app. Guests and contacts should contact the organization that scheduled the appointment or contact us below.

You may disconnect integrations at any time. You can opt out of text messages by replying STOP where supported; doing so does not cancel an appointment. You may also contact the appointment provider for communication assistance.

We may need to verify your identity and authority before completing a request. An organization may be the party responsible for responding when it controls the workspace and submitted the information to SeekCal.

11. Children’s privacy

SeekCal accounts are not intended for independent use by children under 13. A parent, legal guardian, or authorized professional may submit a minor’s appointment information when permitted by law and the organization’s policies. If you believe a child provided information without appropriate authorization, contact us so we can review it.

12. Data location

SeekCal and its service providers may process information in the United States and other locations where they operate. Those locations may have different data-protection rules from your jurisdiction. Where required, we use appropriate measures for cross-border processing.

13. Changes to this policy

We may update this Privacy Policy as SeekCal changes. We will post the revised policy here and change the effective date. If a material change affects how we use previously collected Google user data or other sensitive information, we will provide additional notice and obtain consent when required.

14. Contact us

Questions, privacy requests, and security concerns may be sent to: