Privacy Policy

1. Information We Collect

MYAI, LLC ("we," "our," or "us"), which operates myAI Studio, collects information you provide directly to us, information we collect automatically when you use our services, and information from third parties.

Information You Provide

• Account information (name, email address, password)
• Business information (company name, industry, team member details)
• Contact data (customer names, emails, phone numbers, notes)
• Communication data (emails, SMS messages, call recordings)
• Payment information (processed securely through Stripe)
• Support communications and feedback

Information We Collect Automatically

• Usage data (features used, time spent, click patterns)
• Technical data (IP address, browser type, device information)
• Performance data (API response times, error rates)
• Log data (timestamps, user actions, system events)

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Process transactions and send transaction notices
• Send technical notices, updates, and security alerts
• Respond to your comments, questions, and customer service requests
• Monitor usage patterns to prevent abuse and ensure security
• Generate anonymized analytics to improve our product
• Comply with legal obligations and enforce our terms

3. Data Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

Service Providers

We work with third-party service providers who help us operate our business:

• Stripe: Payment processing (subject to Stripe's privacy policy)
• Supabase: Database and authentication services
• Mailgun: Email delivery services
• Twilio: SMS and voice communication services
• Sentry: Error monitoring and debugging
• OpenAI and Google (Gemini): Processing the requests you make to AI features
• Google: Google Calendar and Google Meet, and Google Drive and Sheets, only if you connect your Google account (see Google User Data below)

AI Apps You Connect

A workspace administrator can connect an AI app they use, such as ChatGPT or Claude, under Settings → Connected AI. Nothing is shared until that administrator signs in to myAI Studio, chooses one workspace and ticks what the app may read:

• Contacts: contact details, tags, recent notes and up to 10 custom fields (fields that look sensitive, such as tax IDs or passwords, are never shared)
• Inbox conversations: up to 50 recent messages per conversation, as text of up to 2,000 characters each
• Calendar and appointments: calendars and appointments, without internal appointment notes
• Tasks: task titles, descriptions, due dates, projects and labels
• Voice assistant: voice agent settings and phone numbers, and, only if separately allowed, suggested changes that the administrator approves in myAI Studio

The connection is read-only for these records: the AI app cannot create, change or delete them, send messages or place calls. It never receives prices, costs, payment details, passwords or other workspaces. When the AI app asks, we send the requested records to that AI app's provider, which handles them under its own terms and privacy policy. We keep a log of each request (which tool ran, how many records and when, never the content) for 90 days, shown in Settings → Connected AI. A connection lasts up to 90 days and ends at once when it is disconnected or the administrator loses access.

Legal Requirements

We may disclose your information if required by law or in good faith belief that such action is necessary to comply with legal obligations, protect our rights, or ensure user safety.

Business Transfers

If MYAI, LLC is involved in a merger, acquisition, or sale, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or control.

4. Google User Data

You can choose to connect your Google account under Settings → Google Calendar & Meet so the appointments you book in myAI Studio appear on your Google Calendar. When you connect, we ask Google for permission to manage the calendar events myAI Studio creates on calendars you own (the calendar.events.owned permission), plus your Google account email address and account identifier (openid and email).

Separately, you can connect Google Drive under Settings → Google Drive & Sheets so your AI teammate can read spreadsheets you choose. That connection asks Google only for permission to open the files you pick with Google's file picker (the drive.file permission), plus your email address and account identifier. It is separate from the Calendar connection, and each can be connected or disconnected on its own.

What we access

• Your Google account email address and account identifier, to show which account is connected
• Only the events myAI Studio creates for your appointments on your primary calendar: their title, time, location, status, Google Meet link, and the guest you choose to invite and that guest's response

We do not read, list, or change any other events or calendars in your Google account.

For Google Drive, we access only the spreadsheets you pick with Google's file picker: each file's name and, when you open its preview or ask your AI teammate about it, its cell values. We cannot see, list, or open any other file in your Google Drive through this connection, and we never change, share, or delete your files.

Shared folders: if you share a Google Drive folder with myAI Studio's reader address (shown under Settings → Google Drive & Sheets) as a Viewer and choose that folder there, myAI Studio reads that folder, its subfolders and files added to it later through its own read-only Google service account. That account has Google's drive.readonly and spreadsheets.readonly permissions for its own access only: it gains no access to your Google account and can open only what has been shared with it. myAI Studio reads the Google Docs and Sheets in the folder on demand to answer you when you ask your AI teammate, and stores only the names and structure of the folder (file and folder names, types, locations, modified times and Google links), never their contents. You can stop sharing the folder at any time in Google Drive, or remove it from your list in Settings; either stops myAI Studio from reading it.

How we use it

• Create a calendar event, with a Google Meet link and an invitation if you ask for them, after you review and confirm it
• When you turn on “Add my appointments to my Google Calendar automatically”, create events in your calendar for the appointments you host, and update or cancel them when those appointments change. These events carry only the title, time, location and status: no guests, notes or contact details, and Google sends no invitations
• Show that event's Meet link, status, and guest responses in myAI Studio
• Update or cancel that event when you reschedule or cancel the appointment and confirm the change
• Mark the appointment cancelled in myAI Studio if you cancel the event in Google Calendar
• Answer you when you ask the AI teammate about a meeting or about adding appointments automatically. It can read the same status details and, after you confirm, turn automatic adding on or off for you, but it cannot create or change Google events itself
• Read a spreadsheet you picked when you preview it or ask your AI teammate about it (for example, which rows have a date this month), and answer you. Each read is for your request only
• Search and read the Google Docs and Sheets in a folder you shared with the reader address and chose, when you ask your AI teammate something they may answer, and keep that folder's list of names up to date. Each read is for your request only

How we store and protect it

The access Google grants (a refresh token) is encrypted with AES-256-GCM and used only for the calendar actions above. We store your Google account email and identifier with the connection, and each event's Google ID and Meet link with its appointment. For events added automatically, we store the event's Google ID and version so each change updates the same event.

Spreadsheet contents are read from Google when needed and are not stored by myAI Studio, except when you set up reminders from a sheet: the tasks they create for you keep the matching rows' values in their notes, like any task you write. For each spreadsheet you pick, we keep its Google file ID and name, when you picked it, and when it was last read. The Drive refresh token is encrypted the same way, under its own key context.

For each shared folder you choose, we keep its Google folder ID and name, and an index of the names, types, locations, modified times and Google links of the Docs, Sheets, text files and subfolders inside it (up to 1,000 items), refreshed when it is used. The contents of those files are read from Google when needed and are not stored by myAI Studio.

Sharing

We do not sell Google user data or use it for advertising. We do not use it to train AI or machine learning models. We share it only with service providers that run these features for you (our database host, Supabase, and, when you ask the AI teammate about a meeting, a spreadsheet or a shared folder's files, the AI provider handling that request), when required by law, or with your consent. Our staff do not read it unless you ask us to for support, or when needed for security or to comply with the law.

Disconnecting and deletion

You can disconnect at any time under Settings → Google Calendar & Meet. myAI Studio stops using the connection immediately; events already on your calendar stay there. Turning off automatic adding also stops changes and leaves those events in place. You can also remove myAI Studio's access in your Google account permissions, which makes the stored token unusable. Google Drive is disconnected separately under Settings → Google Drive & Sheets, where you can also remove a single spreadsheet or shared folder from your list; your files in Google Drive stay as they are. A shared folder is also no longer read once you stop sharing it with the reader address. To have the stored connection record deleted, email privacy@myai.studio.

myAI Studio's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

5. Data Security

We implement appropriate technical and organizational measures to protect your information:

• All data is encrypted in transit using TLS 1.2 or higher
• Sensitive data is encrypted at rest using AES-256 encryption
• Multi-tenant data isolation prevents cross-organization access
• Regular security audits and penetration testing
• Employee access controls and security training
• Incident response procedures for security breaches

6. Data Retention

We retain your information for as long as your account is active or as needed to provide services. Specific retention periods:

• Account data: Until account deletion + 30 days
• Contact data: Until deletion request or account closure
• Usage logs: 90 days for performance, 2 years for security logs
• Connected AI app activity: 90 days (which tool ran, how many records and when, never the content)
• Financial records: 7 years as required by law
• Support communications: 2 years for quality improvement

7. Your Rights (GDPR)

If you are in the European Economic Area, you have the following rights:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate or incomplete data
• Erasure: Request deletion of your personal data
• Portability: Receive your data in a machine-readable format
• Restriction: Limit how we process your data
• Objection: Object to processing for legitimate interests or direct marketing
• Withdraw consent: Where processing is based on consent

To exercise these rights, contact us at privacy@myai.studio. We will respond within 30 days.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place, including:

• Standard contractual clauses approved by the European Commission
• Adequacy decisions for data transfers to approved countries
• Certification schemes and codes of conduct

9. Cookies and Tracking

We use cookies and similar technologies to provide and improve our services. You can control cookie settings in your browser. For detailed information, see our Cookie Policy.

10. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children under 18.

11. Changes to This Policy

We may update this privacy policy periodically. We will notify you of material changes by email and by posting a notice in the application. Your continued use of our services constitutes acceptance of the updated policy.

12. Contact Information

For questions about this privacy policy or our data practices, contact us at: