Privacy Policy
Last updated: 22.10.2026
1. Who we are and what this policy covers
Calen AI is a customer communication platform operated by Irakli Beselidze LLC ("we", "us", "our"), 2476 Autumn Chase Ln, Henderson, NV 89052, USA. Businesses use Calen AI App to connect their WhatsApp Business, Facebook Messenger and Instagram accounts and website chat, answer customer messages and comments on their posts with automated flows and human agents in one inbox, book appointments, receive leads from Meta Lead Ads, and see analytics on their conversations.
This policy explains what personal data we process, why, and what rights people have. It covers two groups:
- Customers: the businesses that sign up for Calen AI, and their team members who use it. For their account, billing and usage data, we are the data controller.
- End users: the people who message our customers through WhatsApp, Messenger, Instagram or website chat, or who submit a customer's Lead Ads form. For this data, our customer is the data controller and we act as their data processor. We process it only on the customer's instructions and under our Terms of Service and Data Processing Agreement (DPA). End users should read the privacy policy of the business they are messaging, and send privacy requests to that business first.
Contact for privacy questions: support@calen.ai
2. Information we collect
| Who | Data | Source |
|---|---|---|
| Customers and their team members | Name, email, phone number, company name, role, login credentials, workspace settings | Entered at sign-up and in the app |
| Customers | Subscription plan, billing contact, invoices, payment status (card details are handled by our payment provider; we do not store full card numbers) | Sign-up and our payment provider |
| Customers | Support requests and other messages you send us | You |
| End users | Name, profile picture, platform user ID (e.g. WhatsApp phone number, Messenger PSID, Instagram-scoped ID), locale and timezone where the platform provides them | The messaging platform, when the end user messages our customer |
| End users | Message content: text, images, audio, video, files, locations, button clicks, reactions, read and delivery status, timestamps | The messaging platform or website chat |
| End users | Comments on the customer's Facebook Page posts and Instagram posts: comment text, commenter name and ID, the post commented on, time | Meta, when someone comments on the customer's Page or Instagram account |
| End users | Information shared in a conversation or form, such as appointment details, email, phone number or answers to a customer's questions | The end user |
| End users | Ad referral data (the ad or post that started the chat, including the ad, campaign and creative names and IDs, and the ad text) and Lead Ads form answers | Meta, for the customer's own ads |
| End users | Notes, tags, assigned agent and conversation history added by the customer's team | Our customer |
| People who contact us through our website | Name, position, work email, phone number and business details entered in our contact form; details entered in our data deletion request form | You |
| Everyone using our website or app | IP address, browser and device type, pages visited, log data, cookies and similar technologies | Collected automatically |
We do not ask for, and customers must not collect through Calen AI, full payment card numbers, financial account numbers or government ID numbers in chats.
3. Data we receive from Meta platforms
When a customer connects their accounts through Facebook Login for Business or WhatsApp Embedded Signup, they grant our Meta app, shown as "OmniInbox" on the Meta connection screen, specific permissions. We use each one only to run the features below for that customer, and the customer can remove access at any time in the app or in their Meta Business settings.
| Permission | What we access | Why |
|---|---|---|
| whatsapp_business_messaging | Messages sent to and from the customer's WhatsApp Business number; message status | Show WhatsApp chats in the inbox; send bot and agent replies |
| whatsapp_business_management | The customer's WhatsApp Business Account, phone numbers and message templates | Connect the number, manage templates, receive account notifications |
| business_management | The customer's business portfolio and the assets they choose to connect | Complete account connection |
| pages_show_list, pages_read_engagement | Pages the customer manages; Page name and picture; names and IDs of people who message the Page | Let the customer pick a Page; show who is writing |
| pages_messaging | Messenger conversations with the customer's Page | Show chats in the inbox; send bot and agent replies, including the Human Agent tag for replies written by agents |
| pages_manage_metadata | Webhook subscriptions and conversation routing settings for the Page | Receive new messages in real time |
| instagram_basic, instagram_manage_messages | The customer's Instagram professional account; Instagram Direct conversations | Show Instagram chats in the inbox and reply to them |
| instagram_manage_comments | Comments on the customer's Instagram posts | Show Instagram comments in the inbox; reply publicly and send private replies |
| pages_read_user_content, pages_manage_engagement | Comments and replies on the customer's Facebook Page posts, including the commenter's name and ID | Show Page comments in the inbox; let agents and automations reply publicly and send private replies |
| ads_read, ads_management | Details of ads in the customer's ad accounts: ad, ad set, campaign and creative names, IDs, thumbnails and ad text | Show which ad started a conversation or lead, and give automated replies context about the ad (its name and text). Read only: we do not create, edit or run ads for the customer |
| leads_retrieval, pages_manage_ads | Lead Ads form submissions for the customer's Page | Deliver new leads to the customer's inbox |
We do not use data from Meta platforms ("Platform Data") for advertising, profiling, building audiences or any purpose other than providing Calen AI to the customer who connected the account. We do not sell it. We follow the Meta Platform Terms and Developer Policies when handling it.
4. How we use information and our legal bases
| Purpose | Data used | Legal basis (GDPR and similar laws) |
|---|---|---|
| Create and run customer accounts; provide the inbox, automation, appointment booking and lead features | Customer account data; end-user data on the customer's behalf | Contract with the customer; for end-user data, the customer's instructions as controller |
| Deliver and receive messages and comments through WhatsApp, Messenger, Instagram and website chat | Message content, platform IDs, status data, comment content | Contract; customer's instructions |
| Show customers which ad or campaign a conversation or lead came from, and give automated replies context about the ad | Ad referral data; ad, campaign and creative names and IDs; ad text | Contract; customer's instructions |
| Billing and accounting | Billing and subscription data | Contract; legal obligation |
| Customer support | Support messages, account data, and conversation data the customer asks us to look at | Contract |
| Answer enquiries and data deletion requests sent through our website | Contact form and data deletion form details | Legitimate interest in answering you; legal obligation for deletion requests |
| Security, fraud and abuse prevention, debugging | Log data, IP addresses, account activity | Legitimate interest in keeping the service safe |
| Product analytics and improvement, using aggregated or de-identified usage data | Usage data | Legitimate interest |
| Service and product emails to customers | Customer contact data | Contract; legitimate interest. Marketing emails only with consent where the law requires it, and you can unsubscribe anytime |
| Complying with law and responding to lawful requests | Any relevant data | Legal obligation |
We do not use end-user conversations to train general-purpose AI models. Automated replies in Calen AI are configured by each customer for their own business. Calen AI uses AI models from Anthropic, OpenAI and Google (Gemini) to generate automated replies. This processing runs on the providers' servers in the EU.
5. Sharing and sub-processors
We share personal data only in these cases:
- Messaging platforms, to deliver messages: Meta Platforms (WhatsApp Cloud API, Messenger, Instagram). Messages a customer sends through WhatsApp are hosted and delivered by Meta under Meta's own terms.
- Sub-processors that host or help run Calen AI, under contracts that limit their use of the data to providing services to us.
- Integrations the customer turns on, such as a calendar, CRM or webhook. Data goes there only on the customer's instruction.
- Legal reasons: to comply with law or a valid legal request, enforce our terms, or protect the rights and safety of people or of Calen AI.
- Business transfers: in a merger, acquisition or sale of assets, under this policy's protections.
We do not sell personal data, and we do not share it for cross-context behavioral advertising.
| Sub-processor | Purpose | Location |
|---|---|---|
| Meta Platforms, Inc. / Meta Platforms Ireland Ltd | WhatsApp Cloud API hosting; Messenger and Instagram message delivery | USA / Ireland |
| Google Cloud Platform (Google LLC) | Application hosting and database | United Kingdom (London) |
| Google Workspace (Google LLC) | Transactional and service emails | USA |
| Stripe, Inc. | Subscription billing | USA |
| Anthropic | AI model processing for automated replies | EU (Frankfurt) |
| OpenAI | AI model processing for automated replies | EU (Frankfurt) |
| Google Gemini (Google LLC) | AI model processing for automated replies | EU (Frankfurt, Belgium), UK (London) |
| Google Analytics (Google LLC) | Website usage measurement, only with cookie consent | USA |
| Netlify, Inc. | Hosting of our website and its contact and data deletion forms | USA |
6. International transfers, retention and security
International transfers. We and our sub-processors may process data outside the country where it was collected, including in the United States, the United Kingdom and the EU. Where the law requires it, we use safeguards such as the European Commission's Standard Contractual Clauses.
Retention.
| Data | How long we keep it |
|---|---|
| Customer account and workspace data | While the account is active, then deleted within 30 days of closure |
| Conversations, contacts and Platform Data | While the customer keeps them and the channel is connected. Deleted within 30 days after the customer deletes them, disconnects the channel or closes the account |
| Lead Ads submissions | Same as conversations |
| Billing records | As long as tax and accounting law requires, up to 7 years |
| Server and security logs | 90 days |
| Backups | Overwritten within 30 days |
We may keep data longer only where the law requires it or to resolve a dispute.
Security. We use HTTPS encryption for data in transit, encryption of stored data and backups, access controls with least-privilege access for our staff, logging and monitoring, and regular backups. No system is perfectly secure. If a breach affects personal data, we will notify affected customers and authorities as the law requires.
7. How to delete your data
Customers can delete their data in three ways:
1. Delete individual conversations or contacts in the Calen AI inbox.
2. Disconnect a channel in Settings → Channels. You can also remove OmniInbox in Facebook Settings → Business Integrations, or in Meta Business Settings → Integrations. We then delete that channel's Platform Data within 30 days.
3. Close your account in Settings → Account, or email support@calen.ai. We delete your workspace within 30 days, except billing records we must keep by law.
End users (people who messaged a business that uses Calen AI):
1. Ask the business you messaged to delete your conversation. That business controls your data and can delete it in Calen AI.
2. Or email support@calen.ai with the business name, the channel (WhatsApp, Messenger or Instagram) and your phone number or profile name. We will forward the request to the business and help them complete it, normally within 30 days.
3. If you remove OmniInbox from your Facebook account, Meta sends us a data deletion request and we delete the data we received through that login. You can check the status at the confirmation link we provide.
These instructions are also published at https://calen.ai/data-deletion/, the Data Deletion Instructions URL for our Meta app.
8. Your rights
Depending on where you live (for example under the GDPR, UK GDPR, the California Consumer Privacy Act, Brazil's LGPD or Georgia's Law on Personal Data Protection), you may have the right to:
- access your personal data and get a copy
- correct inaccurate data
- delete your data
- restrict or object to processing, including direct marketing at any time
- receive your data in a portable format
- withdraw consent where we rely on it, without affecting earlier processing
- not be discriminated against for using these rights
- complain to your data protection authority
Send requests to support@calen.ai. We may need to verify your identity. We answer within one month (45 days for California requests), and requests are free unless they are clearly unfounded or excessive. If you are an end user, we will pass your request to the business you messaged, since it controls that data.
9. Cookies
Our website and app use cookies and similar technologies to keep you signed in, remember settings and keep the service secure. We do not use advertising or retargeting cookies. On our website, we use Google Analytics to measure usage only if you accept analytics cookies. You can control cookies in your browser settings. We do not respond to "Do Not Track" signals.
10. Children
Calen AI is a business service for people aged 18 and over. We do not knowingly collect data from children for our own purposes. Customers must not use Calen AI to target children in breach of applicable law. If you believe a child has given us personal data, contact us and we will delete it.
11. Changes to this policy
We may update this policy. We will post the new version here with a new "Last updated" date, and for material changes we will notify customers by email or in the app before the changes take effect.
12. Contact
Irakli Beselidze LLC · 2476 Autumn Chase Ln, Henderson, NV 89052, USA · support@calen.ai