Privacy notice

When a company connects its calendar to Taelo

A Taelo customer can connect its Google or Microsoft 365 calendar to Taelo. The controller for the data from that calendar is the company that connects it; Taelo processes it on that company’s behalf.

What is read. Taelo reads the meetings from 30 days back to 60 days ahead, and reads them again at an interval of 10 minutes by default. The calendar view reads your appointments directly from Google or Microsoft when you open it and does not store them. When someone books a meeting with you, Taelo reads your entries in that meeting’s time once more, directly from the provider, when it confirms the booking; if an entry overlaps, Taelo stores only its time, never its title, so that Today can show you the overlap.

What is stored. Only meetings in which a contact of the company takes part: the time, the title, the participants’ addresses and the meeting link, if there is one. Of every other meeting, Taelo stores only that the time is busy, without its title and without its participants. When an employee prepares for a meeting, Taelo keeps that preparation on the contact with its time and author; it can name the meeting’s time, never its title, and it is deleted with the contact.

A calendar invitation from a contact. When a contact sends a calendar invitation to the mailbox of an employee who has not connected a calendar, and the mailbox’s owner takes it into Taelo, Taelo stores that meeting with its time and title, the contact who sent it as an accepted participant, and an entry in that contact’s history.

What Taelo enters. A meeting someone booked with the employee through a booking page or a trade-fair invitation is entered into the connected calendar: its time and a title with the booking person’s name; in a Google calendar also that person’s name and address as a participant, without an email to them. Never a description. A cancellation removes the entry.

When an employee asks it to, Taelo also enters a meeting into that employee’s calendar, moves it or cancels it. If a contact is added as a participant, Google or Microsoft sends that contact the invitation, the change or the cancellation. When an employee entered a meeting with an invitation from a contact’s reply, the employee’s mailbox sends that contact a reminder 24 hours before, unless the company has switched it off. When an employee without a connected calendar creates a meeting in Taelo, Taelo stores its time, title, place and contact. Either way, only meetings with a contact taking part are stored.

When the connection is removed. Taelo deletes the stored access, empties the busy times and deletes the future synced meetings of that connection. Past meetings stay in the company’s workspace.

To have your data shown or deleted, write to the company, or to us at hello@taelo.net and we will pass it on.

Google user data

This section describes what Taelo does with the data it receives from Google when a Taelo user connects a Google calendar (“Google user data”). It adds to the section above. Taelo asks Google for three permissions: openid and email (the address of the Google account) and https://www.googleapis.com/auth/calendar.events (the events of the calendar).

What Taelo accesses. The address of the connected Google account, and from its primary calendar the events in the window named above: their time, title, status, whether they block time, the video link, the location, the link to the event in Google Calendar, and the email addresses and replies of the organizer and the participants. Taelo never asks for the description, the attachments or the notes of an event, and reads no other calendar of the account.

How Taelo uses it. Only for features the user sees in Taelo: the calendar view, the free times on the user’s booking pages and in meeting suggestions, the meetings with the company’s contacts in the CRM, the preparation for such a meeting, and entering meetings booked through Taelo into the calendar. Taelo does not use Google user data to develop, improve or train generalized AI or machine-learning models, and passes it to no one for that purpose. Taelo creates no aggregated or anonymized data from Google user data for any other purpose: the only figures derived from it are counts shown inside the same workspace, such as how many meetings a trade fair led to.

With whom we share Google user data. Only with the following, and only as far as the feature in question needs it:

• Within the user’s own workspace. The calendar view and the connected account are visible only to the user who connected the calendar; administrators cannot open them either. A stored meeting with a contact is visible to the colleagues in the same Taelo workspace whose role includes meetings: its time, its video link and the contact, the contact only to those who may see that contact. The title is visible only to the user whose calendar it is and to the workspace’s administrators.
• People the user offers a meeting to. Visitors of the user’s booking pages see free times worked out from the calendar, and the user can put suggested free times into an email. Both show free times only, never an event, its title or its participants.
• Our service providers, who process data on our instructions under data-processing agreements. Our hosting provider stores the data and its encrypted backups on servers in Germany. Our AI provider (an AI gateway and the model providers it routes to, which may be located outside the European Union) receives Google user data only when a user uses an AI feature, and then only times: the time of a meeting, in the preparation for it and wherever the AI reads a contact’s history, and free times, when it drafts a reply with meeting suggestions. It never receives titles, participants’ addresses or video links. A workspace administrator can switch AI off completely; then nothing is sent to the AI provider. Our providers are listed on the sub-processors page.
• Google, when Taelo enters a meeting booked through Taelo into the connected calendar, as described above.
• Authorities and courts, where the law obliges us to disclose data, and only to that extent. If Taelo is merged, acquired or sold, Google user data passes to the new owner only after we have told you beforehand and you have agreed.

Beyond that, we pass Google user data to no one. We do not sell Google user data, do not pass it to data brokers or information resellers, and do not use it for advertising, for assessing creditworthiness or for lending.

How we protect it.

• Taelo is served only over encrypted connections (HTTPS), and talks to Google only over HTTPS.
• The lasting access Google grants (the refresh token) is stored encrypted with AES-256-GCM, under a key of its own for each workspace, which in turn is encrypted with a key that is not kept in the database. The short-lived access tokens are only held in memory and never stored.
• The database itself keeps workspaces apart (row-level security), so the users of one company cannot read the data of another. Within a workspace, roles decide who sees what, as described above.
• Backups are encrypted before they leave the server.
• Taelo reads only what its features need: the primary calendar only, never descriptions or attachments. A participant’s address is stored only if it belongs to an existing contact of the company; of every other event, Taelo stores only that the time is busy.
• Our staff do not read Google user data, unless you ask us to (for example in a support case), it is needed to investigate abuse or a security incident, or the law requires it.
• Connecting and disconnecting a calendar is recorded in the workspace’s audit log, without the account’s address. Users can protect their sign-in with a second factor.

How long we keep it, and how to have it deleted. The calendar view keeps nothing. The busy times are replaced at every sync. A stored meeting stays in the company’s workspace for as long as the company keeps it; if the company erases the contact, Taelo deletes the meeting, or removes its title if other contacts take part. As soon as a user disconnects the calendar under Settings → Calendar, deletes their Taelo account or is removed from the workspace by an administrator, Taelo deletes the stored access, the busy times and the future synced meetings of that calendar. You can also withdraw Taelo’s access at any time in your Google Account, at myaccount.google.com/permissions; Taelo can then no longer read the calendar. Data deleted from the database disappears from the backups as they rotate out. To have Google user data deleted, write to hello@taelo.net.

Limited Use. Taelo’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, and to the Google Workspace API User Data and Developer Policy. The use of raw or derived user data received from Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements.

When you request materials at a trade-fair stand (Art. 13 GDPR)

Some of our customers offer a materials code at their trade-fair stand: a QR code that leads to a page (an address ending in /materials/…) where you request materials by email. The controller for your request is the company named in the footer of that page; its privacy notice is linked there. Taelo processes your details on that company’s behalf.

What is processed. Your email address, your name if you give it, the product groups you want materials for (at most 8), whether you agreed to marketing, the language of the page, the time of the request and (against abuse) a salted hash of the network range it came from, never the IP address itself. Before the request is accepted we check that the address can receive email at all (its format and its domain’s mail server) without sending it to a verification service.

What for. To send you the materials you asked for. There is one request per trade fair and address: a second request from the same address creates nothing and sends nothing. The request creates no new contact; if your address is already a contact in the company’s CRM, the request is attached to that contact.

Who the email goes to. Only to the address you enter, from the mailbox of the company’s trade-fair lead. The email is a fixed template with the links to the materials; nothing you typed appears in it.

Marketing is voluntary and separate. Consent to the company sending you marketing beyond that is a separate box that is not pre-ticked. Without it you get the materials just the same. You can withdraw it at any time with the company.

Against abuse. The page counts requests per IP address, per network range (the range stored only as a salted hash) and per page, each in a window of one hour. A counter is deleted 30 days after its window has ended. The request needs no cookie; like every public page, the page sets at most the preference cookie taelo_tz, your time zone, which is listed with the others on the /cookies page.

How long. Your request stays in the company’s workspace for as long as the company keeps it. For access or erasure, contact the company, or us at hello@taelo.net. We will pass it on.

When you work at a trade-fair stand with a booth pass

A Taelo customer can give people at its trade-fair stand, such as temporary staff, a booth pass: a link that lets them capture contacts without an account of their own, and nothing else. The controller is the company that issues the pass; Taelo processes the data on its behalf.

What a pass stores. A label the company gives it (such as “Temp staff hall 3”), the trade fair, the period it is valid for, the daily limit and how many contacts were captured through it. The link itself is stored only as a hash, together with its first characters so the company can find it in its list. A pass stores no name, email address or user account of the person who uses it.

How long it is valid. By default from the first day of the trade fair to the end of the day after its last day. The company can revoke it at any time; every further request is then refused. A pass can capture at most 150 contacts per trade-fair day (default).

The cookie. When the link is opened, the page swaps it for a strictly necessary cookie, taelo_booth, which is read only for the booth pass under /booth and stays until the pass is no longer valid. It is listed with the others on the /cookies page.

Against abuse. Opening a link and every refused pass are counted per IP address and per network range (the range only as a salted hash), each in a window of one hour. A counter is deleted 30 days after its window has ended. A capture with a valid pass is not counted.

What the stand sees. Through a booth pass, all one sees of a captured person is whether they are already in the company’s CRM or an existing customer, and the first name of their account owner, no amounts, no notes, no history.

A log without a person. What happens through a booth pass is recorded in the company’s log with the pass (its first characters), not with a person. What is captured at the stand (photos of business cards and badges included) lands in the company’s CRM like any other capture.

For access or erasure, contact the company, or us at hello@taelo.net. We will pass it on.

When you leave your details on a digital business card (Art. 13 GDPR)

Employees of some of our customers show a digital business card, at a trade-fair stand or elsewhere: a page (an address ending in /card/…) that opens from a QR code or an NFC tag. On it you can save the person’s contact details, book a meeting, open the documents of a trade fair, or leave your own details. The controller is the company named in the footer of that page; its privacy notice is linked there. Taelo processes your details on that company’s behalf.

Opening the page and saving the contact store nothing about you. The contact file you download holds the employee’s details, not yours.

What is processed when you leave your details. Your name and email address, and if you give them your company, your phone number and your message; whether you agreed to be contacted by email and, if you did, the moment and the version of the sentence you agreed to; the time. Before the details are accepted we check that the address can receive email at all (its format and its domain’s mail server) without sending it to a verification service.

What for. So that the employee can get back to you. Your details arrive in the company’s CRM as a proposal that a person reviews; no contact is created until someone takes the proposal over. This page sends you no email.

Consent is voluntary and separate. The box for being contacted by email is not pre-ticked. Without it the employee still receives your details. If you tick it, the moment and the version of the sentence are stored with your details, so that it can be shown later what you agreed to. You can withdraw it at any time with the company.

Against abuse. The form counts submissions per IP address and per network range (the range stored only as a salted hash), each in a window of one hour. A counter is deleted 30 days after its window has ended. The form needs no cookie; like every public page, the page sets at most the preference cookie taelo_tz, your time zone, which is listed with the others on the /cookies page.

How long. A proposal nobody takes over is deleted after 30 days. Once it is taken over, your details and your consent stay with the contact for as long as the company keeps the contact. For access or erasure, contact the company, or us at hello@taelo.net. We will pass it on.