Appointment booking privacy policy

Who we are

Kinfolk Studio operates and is responsible for the Kinfolk Studio Appointment Booking application. Privacy questions, access requests and deletion requests can be sent to [email protected].

Information we collect

Information provided by people booking a meeting

• Name, email address and telephone number.
• Business or organisation name, when supplied.
• Selected meeting type, date, time and timezone.
• Project interests, estimated quantity or project size, desired timescale and any additional notes supplied.

Google Calendar information

An authorised Kinfolk Studio team member can connect a business Google account. The service receives the connected account’s email address, reads free/busy information for the selected calendar, and creates or removes calendar events for confirmed, cancelled or rescheduled appointments. It also requests Google Meet conference details for new appointments.

The application does not request access to the calendars of people booking meetings. It accesses only the calendar deliberately connected by an authorised Kinfolk Studio team member.

Google OAuth permissions requested

• OpenID and email: identifies the Google account that the authorised Kinfolk Studio team member has chosen to connect.
• Google Calendar events (calendar.events): creates appointment events, adds Google Meet conference details, and removes events when an appointment is cancelled or rescheduled.
• Google Calendar free/busy (calendar.freebusy): checks whether the connected Kinfolk Studio calendar is busy so conflicting appointment times are not offered.

The application does not request access to Google Drive, Gmail, contacts, calendar event descriptions, or unrelated Google account content.

How Google user data is accessed and stored

• Free/busy results are requested when calculating availability. They are used to exclude unavailable periods and are not copied into appointment records.
• The connected Google account email and calendar identifier are stored so administrators can identify which business calendar is connected.
• OAuth access and refresh tokens are encrypted before being stored in the application database. They are used only by the server to maintain the authorised Calendar connection.
• The Google event identifier and Google Meet URL are stored with the relevant appointment so it can be managed and the joining information can be shown to the attendee.

How we use information

• To show appointment times that do not conflict with the connected Kinfolk Studio calendar.
• To arrange, confirm, reschedule and cancel appointments.
• To create calendar events and Google Meet joining details.
• To send booking and service-related messages.
• To prepare for a requested discussion and maintain appropriate business records.
• To protect the service, diagnose problems and prevent misuse.

Google API data

Information received from Google APIs is used only to provide the visible appointment scheduling and calendar synchronisation features described above. Kinfolk Studio’s use and transfer of Google user data complies with the Google API Services User Data Policy, including its Limited Use requirements.

Google user data is not sold, used for targeted advertising, or used to train general-purpose artificial intelligence or machine-learning models. Human access is limited to security, support or legal purposes where it is necessary and permitted.

How and with whom information is shared

Appointment details are sent to Google Calendar and Google Meet to create the requested event and joining link. The attendee receives the event and Google Meet joining information by email. Website hosting, database and email-delivery providers process the minimum information required to operate the service on Kinfolk Studio’s behalf.

Calendar free/busy results and OAuth tokens are not shared with appointment attendees, advertisers or data brokers. Google user data is not sold. Information may otherwise be disclosed only where required by law, to protect legal rights, or as part of a business transfer subject to appropriate confidentiality protections.

Retention and security

Appointment information, Google event identifiers and Meet links are retained for as long as reasonably needed to manage the appointment and business relationship and to meet legal or accounting obligations. Free/busy results are used during the availability request and are not retained as calendar data.

The connected account email, calendar identifier and OAuth tokens are retained while the Kinfolk Studio calendar integration remains active. They are deleted or rendered unusable when the integration is disconnected, Google access is revoked, or the connected account holder asks Kinfolk Studio to delete them, except where limited information must be retained by law.

We use appropriate technical and organisational safeguards. Google OAuth tokens are encrypted in storage and access to the administration system is restricted to authorised team members.

Your choices, deletion and revocation

You may ask us to provide, correct or delete personal information, or object to or restrict certain processing, subject to applicable law. Contact [email protected] to request deletion of appointment information or information associated with the connected Google account.

The connected Google account holder can revoke the application’s access at any time from their Google Account connections. Revoking access stops future Calendar synchronisation until the account is connected again.

Contact

For questions about this notice or the appointment service, email [email protected].

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