Privacy Policy

This Privacy Policy explains what personal information Aashapura, LLC ("Warden", "we", "us") collects when you use the Warden scheduling service, why we collect it, and the choices you have. We collect the minimum we need to book and run meetings — nothing we don't use.

We collect information in a few ways:

• When you book — your name, email address, and LinkedIn (required so a host knows who they're meeting), the time and meeting type you choose, and anything you write in notes or a message.
• When you answer intake questions — the answers you give to the AI intake questionnaire, plus any context a referring link passes along (such as which page or conversation sent you).
• When you chat with the concierge — the messages you send to the chat widget, which may be stored as a transcript to help prepare for and follow up on your booking.
• When you connect a calendar — if you (as a host) connect Google or Apple/CalDAV, we store the access tokens and the free/busy and event data needed to check availability and create events.
• Automatically — basic technical logs such as IP address and browser type, used to keep the Service secure and to prevent abuse.

We use your information only to run the scheduling service:

• create your calendar event and add a video meeting link where available;
• send confirmation emails and a calendar invite to you and the host, and reminders before the meeting;
• check availability and prevent double-booking;
• run intake questions and route your booking to the right host;
• prepare for and follow up on your meeting, including handing the booking to the host's CRM;
• secure the Service, detect and prevent abuse, and meet legal obligations.

We do not use your information for advertising, and we do not sell it.

When a host connects Google Calendar, Warden requests permission to view and edit events on calendars you own (calendar.events.owned — used only on your primary calendar, to create, update, or cancel booked meetings), to see free/busy availability (calendar.events.freebusy — to offer only open times), and to read the primary calendar's basic properties (calendar.calendars.readonly — to confirm which calendar was connected). It does not request access to calendars that are shared with you. It does not request access to calendar sharing settings or to manage your calendars. The optional booker calendar check requests free/busy availability only (busy times, never event titles or guests) and runs in the browser. Warden does not request Gmail permission to send email on your behalf; meeting-related emails use our configured email service. Warden's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Warden does not use Google user data, including data obtained through Google Workspace APIs, to develop, improve, or train generalized artificial-intelligence or machine-learning models, and does not transfer it to anyone for that purpose. Calendar data is never sent to Warden's AI intake questionnaire or chat features. Warden does not transfer Google user data to others except as the Limited Use requirements allow: as needed to provide or improve the scheduling features you use, for security purposes, to comply with applicable law, or as part of a merger, acquisition, or sale of assets with your consent.

In particular: we use Google user data only to provide and improve the scheduling features you asked for; we do not use it for advertising; we do not sell it; and no human reads it except with your consent, where needed for security or to resolve a support issue you raise, to comply with the law, or where the data is aggregated or anonymised for internal operations. You can disconnect Warden at any time from your Google Account's security settings, and you can request deletion of the data we hold by emailing us.

Warden keeps a light footprint in your browser and uses no third-party advertising or cross-site tracking cookies:

• A session cookie — set only when you (as a host or admin) sign in, to keep you logged in.
• warden-theme (local storage) — remembers your light or dark theme choice.
• ark_teaser_state_calendar (local storage) — remembers whether the chat concierge card is expanded or minimised.
• The chat concierge may keep its own state to manage the widget; it loads from chat.chakrakali.com, a service we run.

Booking records and host calendar connection credentials are stored on our servers and transmitted over encrypted (HTTPS/TLS) connections. Host Google access and refresh tokens are held server-side to support the connected calendar. If a booker chooses the optional Google calendar availability check, its short-lived access token stays in browser memory and is sent directly to Google for that check; Warden does not receive or persist that token or the returned busy intervals on its servers. No system is perfectly secure, but we apply reasonable safeguards and keep the Service self-hosted rather than spread across third-party analytics or ad networks. We describe our security honestly and don't claim certifications we don't hold.

We share your information only where it's needed to run the Service:

• with the calendar and meeting providers you or the host connect (Google, Apple, Google Meet, and on some plans Slack or Microsoft Teams);
• with the host you booked with, and their CRM, so they can prepare for your meeting;
• with infrastructure providers strictly needed to operate the Service, for example to send email;
• where required by law, or to protect the Service and its users from abuse or harm.

We never sell your personal information, and we don't share it for advertising.

We keep booking records for as long as needed to provide the Service and to meet legal or accounting obligations, then delete or anonymise them. Chat transcripts and intake answers are kept to support your booking and follow-up. You can ask us to delete your booking data, or to disconnect a calendar, at any time by emailing us — and you can revoke a connected Google or Apple account directly in that provider's settings.

Google Calendar data: Warden reads your calendar's events and free/busy times live from Google when they are needed and does not keep a copy of them. The only Google data Warden stores is the OAuth access and refresh tokens for your connection, the connected account's email address and calendar id, and, on each booking Warden itself created, the id and Meet link of that booking's event and the id of the calendar it was written to, kept with the booking record. When a host disconnects Google Calendar in Warden's settings, Warden immediately deletes the stored access and refresh tokens, the connected account's email, and the connection record. When a host emails us to delete their account, we delete that data, and their booking records except where the legal or accounting obligations above require us to keep them. If you revoke Warden's access from your Google Account instead, the stored tokens stop working at once; disconnect in Warden or email us and we delete them too.

Depending on where you live, you may have the right to access, correct, export, or delete your personal information, to object to or restrict certain processing, and to withdraw consent. To exercise any of these, email us and we'll respond within a reasonable time. You can also complain to your local data-protection authority if you're not satisfied with our response.

Warden is a business scheduling tool and isn't directed to children. We don't knowingly collect personal information from anyone under 13 (or the minimum age of digital consent where you live). If you believe a child has given us their information, contact us and we'll remove it.

We may update this Privacy Policy as the Service evolves; we'll revise the "Last updated" date above and, for material changes, take reasonable steps to let you know. Questions, requests, or concerns about your privacy? Email us at [email protected].