1. Information we collect
When you book a meeting, we collect your name, email address, selected appointment time, and time zone. You can also provide your organization, job title, phone number, product interests, how you heard about us, and meeting goals or additional notes. Organization information may relate to a business, government department, public agency, or other organization.
Your phone number and additional meeting notes are optional. Please include only the details needed to prepare for the meeting, and avoid sharing sensitive personal information. If someone adds you as another guest, we receive your email address from that person.
We may also collect referral and campaign information, such as referral URLs and UTM parameters, along with basic technical information needed to operate and secure the service.
2. Invitations and other guests
We use your email address to send booking confirmations, reminders, rescheduling updates, and cancellation notices. Additional guests receive these meeting notifications too. Providing a phone number does not subscribe you to text-message notifications.
The primary guest and additional guests are included in calendar invitations and attached .ics files. Guest email addresses appear in meeting notifications and may be visible to the organizer and other attendees through those messages and calendar services.
Before adding someone else, make sure they have agreed to receive the invitation and to share their email address with the meeting participants. You do not need to connect your own calendar to make a booking.
3. How we use information
- Schedule your meeting and manage changes or cancellations.
- Send meeting invitations, reminders, and updates, and synchronize the organizer's calendar.
- Help the organizer prepare using the organization information, meeting goals, and notes you choose to provide.
- Respond to support requests and communicate service information.
- Prevent misuse, investigate errors, and maintain the security and reliability of the service.
- Understand lead sources and improve scheduling and business workflows.
4. How information is shared
Your booking information is available to the meeting organizer and authorized staff who help manage bookings. Attendee names and email addresses may be shared with other meeting participants as described above.
Necessary meeting information is also processed by providers that support hosting, email delivery, calendar invitations, and security. When the organizer uses Google Calendar, your email address may be included as an attendee in their calendar event. Adding an invitation to your own calendar or joining a meeting through services such as Google Meet, Zoom, or Teams involves those providers' privacy practices.
We do not sell personal information. We may disclose information when required by law, to protect legal rights, or during a business transaction subject to appropriate safeguards.
5. Cookies and session data
We use essential cookies and session data to protect booking forms and support the scheduling flow. Your selected time zone is used to display appointment times and is saved with your booking. Disabling essential cookies may prevent you from completing a booking.
6. Retention and security
We retain booking information as needed to manage meetings, respond to requests, and meet operational or legal requirements. Cancelling a meeting does not automatically delete its booking record or copies already sent by email or added to an attendee's calendar.
We use reasonable administrative, technical, and organizational safeguards. However, no internet transmission or storage system can be guaranteed to be completely secure.
7. Your choices and rights
You can use the change or cancellation links in your invitation to manage the booking. Those links can affect the meeting for all guests, so keep them private and coordinate changes with the organizer.
To correct your details, ask to be removed as an additional guest, or request access to or deletion of your booking information, contact the organizer or email us using the address below. Requests are subject to applicable requirements and any information we must retain. We may need to verify your identity before completing a request.
8. Third-party services
Links and integrations provided by Google, Zoom, email providers, or other services are governed by those providers' own privacy policies. We are not responsible for their independent privacy practices.
9. Children's privacy
The booking service is intended for professional meetings with businesses, public-sector organizations, and other organizations. It is not directed to children.
10. Policy changes
We may update this policy as the service or applicable requirements change. The revised version will be posted here with an updated effective date.
11. Contact us
For questions about your booking information or this policy, contact info@icansoft.ca. Include the meeting date and the email address used for the booking or invitation so we can locate the relevant record.