Privacy Policy

Last updated: June 2026

Vaars AI provides an AI front desk automation system for businesses. This Privacy Policy explains how Vaars AI collects, accesses, uses, stores, protects, and shares information, including Google Calendar data, customer booking data, and business contact information.

Google user data notice: Vaars AI uses Google Calendar data only for appointment scheduling, availability checking, booking management, reminders, and booking-related notifications. Vaars AI does not sell Google user data and does not use Google user data for advertising.

1. Information We Collect

Vaars AI may collect and process the following information when providing services:

Business information, including business name, location, operating hours, services, staff contact details, and booking instructions.
Customer information provided during calls or booking workflows, including names, phone numbers, email addresses, requested services, preferred locations, preferred dates and times, new or returning customer status, urgency level, and call summaries.
Google Calendar information after a business owner explicitly connects their Google Calendar through Google's OAuth authorization process.
Technical information required to operate the service, such as webhook payloads, logs, timestamps, and integration status information.

2. Google Calendar Data We Access

Vaars AI accesses Google Calendar data only after a business owner connects their Google Calendar and grants permission through Google's OAuth flow. Vaars AI currently requests the following Google Calendar scopes:

https://www.googleapis.com/auth/calendar — this scope may allow broad access to calendars the connected Google account can access, including viewing, editing, sharing, and deleting calendars. Vaars AI uses this access only for appointment scheduling functions such as checking availability, reading free/busy schedule information, and supporting booking management.
https://www.googleapis.com/auth/calendar.events — this scope is used to view, create, and edit appointment events related to customer bookings.

Vaars AI may access or use Google Calendar data to:

Check whether a requested appointment date and time is available or busy.
Create appointment events after a customer requests a booking.
Update appointment events when a booking changes.
Store booking details in the event description, such as customer name, phone number, email address, service interest, preferred date/time, location, and relevant notes.
Send staff notifications, customer confirmations, and appointment reminders related to bookings.

Vaars AI does not use Google Calendar data to advertise to users, profile users for advertising, sell data, or train unrelated models.

3. How We Use Information

Vaars AI uses collected information to:

Answer calls and assist with customer inquiries.
Check calendar availability before confirming appointment times.
Create and manage appointment bookings in Google Calendar.
Send SMS and email notifications to business staff.
Send customer confirmations, reminders, and follow-ups.
Improve reliability, troubleshoot errors, and maintain service security.
Comply with legal, security, and operational obligations.

4. Data Protection and Security Mechanisms

Vaars AI uses technical and organizational safeguards to protect sensitive data, Google user data, customer information, OAuth credentials, and booking records. These safeguards include:

HTTPS encryption in transit: communications between users, Vaars AI, Google APIs, webhooks, and backend services are transmitted over secure HTTPS connections where supported.
OAuth-based authorization: Google Calendar access is granted through Google's OAuth authorization process. Users can review permissions before granting access.
Server-side credential storage: Google OAuth tokens, API keys, and integration secrets are stored on protected server-side environments and are not exposed in public website code.
Environment-protected secrets: sensitive credentials are stored using environment variables or protected hosting configuration, not hardcoded into public pages.
Access controls: access to systems that process Google Calendar data is limited to authorized systems and personnel who need access to operate or support the service.
Limited-purpose processing: Google Calendar data is accessed only for appointment scheduling, availability checking, event creation/editing, reminders, and booking-related notifications.
Secure cloud hosting: backend services are hosted using managed cloud infrastructure with standard platform security controls.
Logging and troubleshooting controls: logs are used to maintain service reliability and troubleshoot errors. We avoid intentionally publishing sensitive Google user data in public locations.
Revocation support: users may revoke Google Calendar access at any time through their Google Account permissions page.

Although Vaars AI uses reasonable safeguards, no internet-based system can be guaranteed to be completely secure.

5. How We Share Information

Vaars AI does not sell personal information or Google user data. Vaars AI does not use Google user data for advertising. Vaars AI may share limited information only when necessary to provide the service, including with:

The business that authorized Vaars AI, such as staff receiving booking notifications or appointment summaries.
Service providers required to operate Vaars AI, such as hosting providers, SMS providers, email providers, AI voice providers, and Google Calendar APIs.
Legal or security parties when required to comply with law, protect rights, investigate abuse, or prevent harm.

Third-party service providers are used only to operate the requested service and are not authorized by Vaars AI to use Google user data for advertising.

6. Data Storage and Retention

Vaars AI may store business configuration data, customer booking details, call summaries, reminders, integration status, and Google OAuth tokens as needed to provide the service. Google OAuth tokens may be retained while the business keeps the integration connected. Booking records and reminder data may be retained for operational, support, legal, and troubleshooting purposes unless deletion is requested or no longer required.

7. User Control and Revoking Access

Businesses can revoke Vaars AI's access to Google Calendar at any time through their Google Account permissions page. After revocation, Vaars AI will no longer be able to access or manage that Google Calendar unless the business reconnects the integration.

Users may also contact us to request support with access, deletion, or privacy questions.

8. Children's Privacy

Vaars AI is intended for business use and is not directed to children. We do not knowingly collect personal information from children through our website.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Updated versions will be posted on this page with a revised date. If we materially change how we use Google user data, we will update this policy accordingly.

10. Contact

If you have questions about this Privacy Policy or how Vaars AI handles Google user data, contact us at:
business@vaarsai.com

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