Privacy Policy

Last Updated: April 5, 2026

1. Introduction

Schedulix (owned and operated by Riley AI) is committed to protecting your privacy and ensuring you have a positive experience on our platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website, mobile applications, and services (collectively, the "Service").

Please read this Privacy Policy carefully. If you do not agree with our policies and practices, please do not use our Service. By accessing and using Schedulix, you acknowledge that you have read, understood, and agree to be bound by all the terms of this Privacy Policy.

Contact Information

Company: Schedulix / Riley AI

Email: support@schedulix.com

If you have any questions about this Privacy Policy or our privacy practices, please contact us at the email address above.

2. Information We Collect

2.1 Account Registration Information

When you create an account, we collect the following information:

Full name and email address
Phone number
Business name and profession
Business address and location
Password (hashed and secured)

2.2 Business and Service Information

To provide scheduling services, we collect and store:

Business hours and availability
Services offered and pricing information
Service duration and descriptions
Business photos and branding materials

2.3 Appointment and Client Data

We collect information about appointments and your clients:

Client names, phone numbers, and email addresses
Appointment dates, times, and service types
Appointment status and notes
Client preferences and service history

2.4 Communication Data

We collect and store communication data including:

SMS messages sent and received through our platform (via Twilio)
Voice call transcripts and recordings (via Twilio/VAPI)
AI Assistant (Riley) interaction logs and conversation history
Email communications through our Service

2.5 Payment Information

For payment processing, we collect:

Billing address and contact information
Payment method (processed securely via Stripe or PayPal)
Transaction history and invoice records

Note: We do not store credit card numbers or full payment card data. All payment processing is handled securely by Stripe and PayPal.

2.6 Usage and Analytics Data

We automatically collect information about your interactions with our Service:

Pages and features accessed
Time spent on each feature
Clicks and navigation patterns
Search queries and filters used
Error messages encountered

2.7 Device and Technical Information

We collect technical information from your devices:

Device type and model (for mobile applications)
Operating system and version
IP address and location data
Browser type and version
Device identifiers for push notifications

2.8 Calendar Integration Data

If you connect your Google Calendar, we access and sync:

Calendar events and availability
Event titles, times, and descriptions
Calendar settings and preferences

3. How We Use Your Information

We use the information we collect for various purposes:

Service Provision: To provide, maintain, and improve the Schedulix platform and services
AI Assistant: To power Riley, our AI assistant that answers calls and texts, books appointments, and manages communications
Appointment Management: To schedule, confirm, remind, and manage appointments for you and your clients
Payment Processing: To process payments, generate invoices, and manage subscription plans
Communications: To send transactional emails, SMS notifications, and service updates
Analytics and Reporting: To generate performance reports, usage analytics, and business insights
Calendar Synchronization: To sync appointments with your Google Calendar and other integrated calendars
Customer Support: To respond to support requests and resolve technical issues
Compliance: To comply with legal obligations and enforce our Terms of Service
Marketing (with consent): To send promotional emails and announcements about new features
Research and Development: To improve our AI models and develop new features
Fraud Prevention: To detect, prevent, and address fraud, abuse, and security incidents

4. Sharing Your Information

4.1 With Service Providers

We share information with third-party service providers who assist us in operating our platform:

Third-Party Service Providers:

Supabase: Database and authentication services
Stripe: Payment processing and subscription management
PayPal: Alternative payment processing
Twilio: SMS and voice communication services
VAPI.ai: AI-powered voice call handling
OpenAI: AI features and language processing
Google: Calendar sync and Maps API services
Vercel: Application hosting and deployment

These service providers are contractually obligated to use your information only as necessary to provide services to us and to maintain the confidentiality and security of your information.

4.2 Client Appointments

Your clients may see limited information about your business (name, address, services, availability) when they book appointments through our Service. This is necessary for the booking functionality to work.

4.3 Legal Requirements

We may disclose your information when required by law, such as in response to subpoenas, court orders, or other legal processes, or when necessary to protect the rights, privacy, safety, or property of Schedulix, our users, or the public.

4.4 Business Transfers

If Schedulix is involved in a merger, acquisition, bankruptcy, or other business transaction, your information may be part of the transferred assets. We will provide notice before your information becomes subject to a different privacy policy.

4.5 Aggregated Data

We may share aggregated, non-personally identifiable information with partners and the public. This data cannot identify you individually.

5. Data Security

We implement comprehensive security measures to protect your information:

SSL/TLS encryption for data in transit
Encryption at rest for sensitive data in our databases
Secure password hashing using industry-standard algorithms
Regular security audits and penetration testing
Access controls and authentication mechanisms
Employee training on data privacy and security
Incident response procedures for potential data breaches

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security. You assume all responsibility and risk for your use of our Service.

6. Data Retention

We retain your information for as long as necessary to provide our services and fulfill the purposes outlined in this Privacy Policy. Specifically:

Account Information: Retained while your account is active and for 12 months after account deletion
Appointment Data: Retained for the duration of the appointment history and 2 years after completion for business records
Payment Records: Retained for 7 years to comply with tax and financial regulations
Communication Logs: Retained for 90 days for customer support purposes, then securely deleted
Analytics Data: Retained for 12 months then aggregated and anonymized

You may request deletion of your data at any time, subject to legal and contractual obligations.

7. Your Privacy Rights and Choices

7.1 GDPR Rights (EU Residents)

If you are located in the European Union, you have the following rights under the General Data Protection Regulation (GDPR):

Right to Access: You can request access to the personal data we hold about you
Right to Rectification: You can request correction of inaccurate or incomplete data
Right to Erasure: You can request deletion of your data (right to be forgotten)
Right to Restrict Processing: You can request limitation of how we use your data
Right to Data Portability: You can request your data in a portable format
Right to Object: You can object to processing of your data for marketing or other purposes
Right to Appeal: You can lodge a complaint with your local data protection authority

To exercise any of these rights, please contact us at support@schedulix.com with your request.

7.2 CCPA Rights (California Residents)

If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA):

Right to Know: You can request what personal data we collect, use, and share
Right to Delete: You can request deletion of personal data we collected
Right to Opt-Out: You can opt-out of the sale of your personal data
Right to Correct: You can request correction of inaccurate personal data
Right to Non-Discrimination: We cannot discriminate against you for exercising your rights

To submit a CCPA request, please contact us at support@schedulix.com and identify which right you wish to exercise.

7.3 Email Preferences

You can manage your email preferences at any time by clicking the "Unsubscribe" link in our marketing emails or by updating your notification preferences in your account settings.

7.4 Cookies and Tracking

Most browsers allow you to refuse cookies or alert you when cookies are being sent. You can also disable cookies through your browser settings. However, disabling cookies may affect the functionality of our Service.

8. Children's Privacy

Schedulix is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware that a child under 13 has provided us with personal information, we will take steps to delete such information and terminate the child's account. If you believe we have collected information from a child under 13, please contact us immediately at support@schedulix.com.

9. International Data Transfers

Our Service is hosted in the United States. If you are accessing our Service from outside the United States, your information may be transferred to, stored in, and processed in the United States and other countries. These countries may not provide the same level of data protection as your home country.

By using Schedulix, you consent to the transfer of your information to countries outside your country of residence, which may have different data protection rules. We implement appropriate safeguards, such as Standard Contractual Clauses, to protect your information during international transfers.

10. Third-Party Links and Services

Our Service may contain links to third-party websites and services that are not operated by Schedulix, including:

Google Calendar and Google Maps
Stripe and PayPal payment platforms
Social media platforms
Email and communication services

We are not responsible for the privacy practices of these third-party services. We encourage you to review the privacy policies of any third-party services before providing your information or using their services.

11. California Privacy Rights Notice

Under California's "Shine the Light" law (California Civil Code § 1798.83), if you are a California resident and we have shared your personal information with third parties for their direct marketing purposes, you have the right to request information about the disclosures we have made.

To submit a request, please contact us at support@schedulix.com with "California Privacy Rights" in the subject line. We will respond within 30 days with information about the categories of personal information shared and the names of third parties who received your information.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, and other factors. When we make material changes, we will notify you by email or by posting a prominent notice on our Service.

Your continued use of Schedulix after we post changes constitutes your acceptance of the updated Privacy Policy. We encourage you to review this policy periodically to stay informed about how we protect your information.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

Email: support@schedulix.com

Company: Schedulix / Riley AI

Response Time: We will respond to all privacy requests within 30 business days.

Schedulix Privacy Policy - Last Updated: April 5, 2026