1. Who we are
My AI PA provides AI-powered phone answering, call intake, caller follow-up, appointment coordination, and business notification tools for trades and service businesses. “My AI PA,” “we,” “us,” and “our” refer to the operator of the My AI PA website and services.
2. Information we process
We may process account and business information, including names, business names, email addresses, phone numbers, billing details, service preferences, greetings, FAQs, operating hours, staff assignments, and scheduling rules.
When handling calls and messages, we may process caller names, phone numbers, call audio where permitted, transcripts, summaries, requested services, job details, addresses, preferred times, and message content. We may also process ordinary security and usage information such as IP address, browser type, device information, timestamps, and pages viewed.
3. Connected Google and Microsoft calendar data
If a business owner or authorized staff member chooses to connect a calendar, My AI PA requests permission to identify the connected account, check whether a requested period is free or busy, and create, update, or cancel appointment events. The service may process the connected account email, access and refresh credentials, calendar identifier, free/busy results, event identifiers, event times, customer contact details included in an authorized appointment, service description, location, and provider synchronization status.
We use connected-calendar data only to provide the scheduling features the user enabled: preventing conflicts, adding confirmed work, updating accepted changes, cancelling appointments, showing connection status, and maintaining authorization. We do not copy or build a separate history of unrelated calendar events. Availability checks are used to determine whether a requested period is occupied.
My AI PA’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
4. How we use information
We use information to provide, secure, support, and improve the service; configure AI phone agents; answer and summarize calls; send owner alerts and customer confirmations; coordinate appointments; process payments; prevent abuse; and troubleshoot issues. We do not use connected-calendar or caller information for unrelated advertising, and we do not sell it.
5. Sharing and service providers
We disclose information only as needed to operate the requested service, including to hosting, database, telephony, AI processing, transcription, messaging, email, payment, security, Google Calendar, and Microsoft Graph providers. Calendar information is sent to Google or Microsoft only to perform the calendar action authorized by the connected user. We may also disclose information when legally required or necessary to protect users, the service, or others.
6. Storage, protection, and retention
OAuth access and refresh credentials are encrypted before database storage. We use signed authorization state, restricted server-side access, and reasonable administrative and technical safeguards. No system can be guaranteed completely secure.
Calendar credentials and connection records are retained while the connection is active and as reasonably necessary for security, dispute resolution, and legal obligations. Disconnecting removes usable stored credentials. A verified user may also request deletion of the remaining connection record. Event identifiers may be retained where required to maintain, cancel, audit, or troubleshoot appointments.
7. Your controls and deletion choices
- Choose email/text-only scheduling and never connect a provider.
- Disconnect Google or Microsoft from the owner dashboard.
- Revoke My AI PA from the provider’s account-security permissions.
- Request access, correction, export, or deletion by emailing hello@myaipa.com.
We may verify identity and authority before fulfilling a request. Detailed instructions are available on our Calendar Data & Deletion page.
8. Calls, AI processing, and customer responsibility
The service may record, transcribe, summarize, analyze, and route calls where configured and permitted. Customers are responsible for their own call-recording notices, consent, privacy, consumer-protection, and communications-law obligations. AI outputs can be inaccurate and should be reviewed before important scheduling, quoting, safety, legal, medical, billing, or emergency decisions.
9. Payments, communications, and cross-border processing
Payment providers process payment information under their own policies; we do not intend to store full card numbers. Service and commercial messages are sent as permitted by law, with opt-out controls where applicable. Providers may process information outside a user’s province or country, where it may be subject to local law.
10. Children and policy changes
The service is intended for businesses and is not directed to children. We may update this policy and will post a revised effective date. Material changes to connected-calendar practices will be disclosed before they take effect where required.