Privacy Policy

1. Introduction

Welcome to TheMachine. We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your data, with particular focus on our use of Google Calendar API integration.

Developer: Machine Labs
Contact: support@themachine.vc

2. Information We Collect

2.1 Google Calendar Data

When you connect your Google Calendar to TheMachine, we access and collect the following information:

• Calendar Events: Event titles, descriptions, dates, start times, end times, and durations
• Meeting Information: Participant names and email addresses, meeting locations (physical or virtual)
• Video Conferencing Links: Google Meet links and other video conferencing URLs
• Calendar Metadata: Calendar names, time zones, and calendar settings
• Event Status: Whether events are confirmed, tentative, or cancelled

2.2 API Scopes We Use

TheMachine requests the following Google API scopes:

• https://www.googleapis.com/auth/calendar.readonly - Read-only access to your calendar events to display meetings and enable recording
• https://www.googleapis.com/auth/userinfo.email - Access to your email address for account identification

2.3 Other Information We Collect

• Account Information: Name, email address, profile information
• Usage Data: How you interact with our platform, features used, session duration
• Technical Data: IP address, browser type, device information, operating system

3. How We Use Your Information

3.1 Google Calendar Data Usage

We use your Google Calendar data exclusively for the following user-facing features:

• Meeting Recording Integration: Automatically join and record meetings through our Recall.ai integration
• Meeting Transcription: Generate transcripts and summaries of recorded meetings
• Calendar Synchronization: Display your upcoming meetings and schedule in our platform
• Meeting Notes: Create and organize notes linked to specific calendar events
• Event Management: Allow you to manage meeting recordings and related content

3.2 What We Do NOT Do With Your Data

In compliance with Google API Services User Data Policy, we do NOT:

• Use your Calendar data for serving advertisements
• Use your data for retargeting, personalized advertising, or interest-based advertising
• Use your data to train AI/ML models or generalized machine learning models
• Allow humans to read your Calendar data unless you explicitly provide consent for specific support requests
• Sell your data to third parties
• Create permanent copies of your data beyond what's necessary for the features described above

3.3 Google API Services Limited Use Disclosure

TheMachine's use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

4. How We Store and Protect Your Information

We employ industry-standard security measures to protect your data, including encryption in transit and at rest. Your data is stored securely in the United States.

5. Sharing, Transfer, and Disclosure of Google User Data

We take your privacy seriously and limit the sharing of your Google user data to only what is necessary to provide our services:

5.1 Third-Party Service Providers

We share Google Calendar data with the following trusted service providers who assist us in delivering our services:

• Recall.ai: We share meeting links and calendar event information to enable automated meeting recording and transcription services
• Cloud Infrastructure Providers: Your data is stored on secure cloud infrastructure (AWS) with appropriate data processing agreements in place

5.2 What We Do NOT Share

We do NOT share, sell, rent, or transfer your Google user data to:

• Advertisers or ad networks
• Data brokers or data resellers
• Any third party for their own marketing purposes
• Any party for purposes unrelated to providing TheMachine services

5.3 Legal Requirements

We may disclose your Google user data if required to do so by law or in response to valid legal requests by public authorities (e.g., a court order or government agency request). We will notify you of such requests where legally permitted.

6. Retention and Deletion of Google User Data

6.1 Data Retention Periods

We retain your Google user data only for as long as necessary to provide our services:

• Calendar Event Data: Retained while your account is active and for up to 30 days after account deletion to allow for account recovery
• Meeting Recordings and Transcripts: Retained until you delete them or close your account, after which they are permanently deleted within 30 days
• OAuth Tokens: Stored securely while your calendar connection is active; immediately revoked when you disconnect your Google Calendar

6.2 Your Deletion Rights

You have the right to request deletion of your Google user data at any time:

• Disconnect Calendar: You can disconnect your Google Calendar from TheMachine at any time through your account settings, which will stop all future data collection and revoke our access
• Delete Specific Data: You can delete individual meeting recordings, transcripts, and notes through the platform interface
• Delete Account: You can request complete deletion of your account and all associated data by contacting us at support@themachine.vc
• Google Account Controls: You can also revoke TheMachine's access to your Google account at any time through Google's security settings

6.3 Deletion Process

When you request deletion of your data or close your account:

• Your Google Calendar connection is immediately terminated and OAuth tokens are revoked
• All calendar event data, meeting recordings, and transcripts are permanently deleted within 30 days
• Backup copies are purged from our systems within 90 days in accordance with our backup retention schedule
• You will receive confirmation once the deletion process is complete

7. Contact Us

If you have questions regarding this Privacy Policy, please contact us: