Privacy Policy

1. Who we are and what this policy covers

OpenAgents SpA operates OpenAgents, a software-as-a-service platform that helps organizations configure AI agents, manage conversations and contacts, coordinate agendas and appointments, automate actions and review operational information.

OpenAgents SpA is located at Padre Mariano 391, Of 701, Providencia, Chile. This policy covers the public website at openagents.io and the OpenAgents application, including its integrations and related support services.

Organizations that use OpenAgents may determine what information their agents and users process. In those cases, the organization may also act as the data controller and OpenAgents acts as a service provider or processor according to the applicable agreement.

2. Information we collect

• Account and authentication data: name, email address, profile information, authentication provider, organization membership, roles and account status.
• Workspace and configuration data: organization settings, AI agent instructions, knowledge documents, files, configuration, prompts, permissions and generated embeddings where enabled.
• Operational data: conversations, messages, contacts, channel data, appointment information, agenda blocks, reservations, actions, logs and usage metrics entered or generated through the service.
• Technical and security data: IP address, browser and device information, timestamps, diagnostic data, audit events and information used to detect abuse, maintain availability and secure the service.
• Support and commercial data: information included in support requests, subscription and billing status, and communications with OpenAgents.

3. Google Calendar and Google user data

When you choose to connect Google Calendar, OpenAgents requests your authorization through Google OAuth. The current connection uses your basic Google identity scopes (openid and email) and these Calendar scopes: https://www.googleapis.com/auth/calendar.readonly and https://www.googleapis.com/auth/calendar.app.created.

Depending on the operation, Google may provide the connected account email, calendar and event identifiers, event titles, start and end times, recurrence information, status, availability information and the OAuth credentials required to maintain the connection. OpenAgents only requests this information after you authorize the connection.

How we use Google data

• To show availability and prevent double booking in the OpenAgents agenda.
• To import Google Calendar events as external availability blocks.
• To detect changes through Google Calendar synchronization and update the OpenAgents agenda.
• To create or update appointments in the application-created calendar when that functionality is enabled.
• To authenticate the connected account, maintain the watch and report synchronization errors.

The application-created calendar is used for OpenAgents-created appointments. OpenAgents does not use this integration to modify or delete your pre-existing personal Google Calendar events. Disconnecting the integration stops synchronization; depending on your choice, imported local blocks may be preserved or removed from OpenAgents. Removing local imported blocks does not delete events in Google Calendar.

Sharing and Limited Use

Google Calendar data is processed by the OpenAgents application and its authorized infrastructure providers only to provide the calendar features described above. It is not sold, used for advertising or disclosed to data brokers. OpenAgents does not use Google Calendar data to train generalized artificial intelligence models.

The use of raw or derived information received from Google Workspace APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements.

Google data is shared only with the parties necessary to provide the requested function: Google as the API and authorized-account provider; MongoDB/Atlas for persistence; Redis for sessions and caches; Google Cloud Storage for files and exports; Pub/Sub for internal events; Google Cloud Logging and observability tools for operational monitoring; and OpenAgents internal services, including the BFF and real-time synchronization services. Authentication, communications and other integration providers receive data only when the organization enables the corresponding feature. These providers may access only the information needed for their service and are bound by confidentiality and security obligations. Google Calendar data is not shared with advertisers, data brokers, resellers or credit providers.

4. How we use information

• To provide, operate, maintain and improve OpenAgents.
• To configure AI agents and execute the actions enabled by the organization.
• To manage accounts, permissions, workspaces, subscriptions and support.
• To synchronize calendars, appointments and availability at the user's request.
• To monitor performance, troubleshoot incidents, prevent fraud and protect the service.
• To comply with legal obligations and enforce our agreements.

5. AI processing and providers

OpenAgents can use the AI provider selected and configured by the organization. Depending on the enabled functionality, this may include the OpenAI API, Google Gemini API, Anthropic API and models operated in OpenAgents-controlled infrastructure. These providers process prompts, responses and relevant context to generate the requested agent response or action.

Organization administrators are responsible for configuring agents and deciding what information they make available to them. Google Calendar data is used for the scheduling functions described in section 3 and is not used to train generalized models.

6. Service providers, disclosure and international transfers

We may disclose information to providers that help us operate OpenAgents, including cloud hosting and storage providers, database and cache providers, authentication providers, Google APIs and Pub/Sub, monitoring and logging providers, communications providers and the AI providers configured by the organization. We may also disclose information when required by law, to protect rights and safety, or as part of a corporate transaction.

These providers may process information in countries other than the country where you live. We use contractual, technical and organizational safeguards appropriate to the nature of the information and the applicable law. OpenAgents does not sell personal information or Google user data.

7. Retention and deletion

We retain information for as long as necessary to provide the service, maintain an active account, resolve disputes, comply with legal obligations, enforce agreements and protect the service. Retention periods vary by data type and customer configuration.

• Google OAuth credentials are retained only while the connection is active or as needed to complete a requested disconnection and are removed from active operational storage when the connection is revoked or disconnected, subject to security, legal and backup requirements.
• Calendar event metadata and imported external blocks are retained while synchronization is active. On disconnect, the user can preserve them locally or request their deletion from OpenAgents; requested active data is removed and residual backup copies are overwritten according to the backup lifecycle.
• Account and workspace data is retained until the account or organization requests deletion, subject to contractual, legal, security and backup requirements.
• Security and operational logs are retained for the period needed for monitoring, investigations and compliance, after which they are deleted or anonymized according to our internal lifecycle.

To request access, correction, export or deletion of personal information, or to revoke an integration, contact info@openagents.io. You can also revoke OpenAgents' access from your Google Account security settings.

8. Cookies and analytics

We use essential cookies and similar technologies to keep the website and application secure, maintain sessions and remember consent or functionality preferences. If enabled and permitted by your choice, the public website may use Google Analytics to understand visits and improve the website. Analytics is optional and is not required to use the service.

More information about cookie categories, providers and choices is available in our Cookie Policy. You can manage cookies through the consent controls and your browser settings.

9. Security and your rights

We apply technical and organizational measures intended to protect information, including access controls, encryption in transit, service monitoring and auditability. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

Depending on your location and applicable law, you may have rights to access, correct, delete, restrict or object to processing, request portability, withdraw consent and lodge a complaint with a supervisory authority. Requests can be sent to info@openagents.io.

10. Children and changes to this policy

OpenAgents is not directed to children under 18, and we do not knowingly collect personal information from children under 18 without appropriate authorization.

We may update this policy when our services, integrations or legal obligations change. We will publish the new version on this page and update the date above. Material changes may also be communicated through the service or by email when appropriate.

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