Privacy Policy

Thank you for choosing to be part of our community at Apiroc. We are committed to protecting your personal information and your right to privacy. If you have any questions or concerns about our policy, or our practices with regards to your personal information, please contact us at contact@utclabs.com.

When you visit our Site or use our Service, you trust us with your personal information. We take your privacy very seriously. In this privacy notice, we describe our privacy policy. We seek to explain to you in the clearest way possible what information we collect, how we use it and what rights you have in relation to it. We hope you take some time to read through it carefully, as it is important. If there are any terms in this privacy policy that you do not agree with, please discontinue use of our Site and the Service.

Unless stated otherwise, this Privacy Policy applies to personal data for which UTC Labs acts as a controller, such as when you visit our Site or create an account for the Service.

Please read this privacy policy carefully as it will help you make informed decisions about sharing your personal information with us.

Who Is the Data Controller?

In Short: UTC Labs is the controller of personal data we process about you for our own purposes (such as your account, billing, and product analytics). For personal data processed through your Applications (such as your End Users' calendar credentials and calendar data), you are the controller and UTC Labs acts as your processor.

UTC Labs ("we", "us", "our") is a company established in Albania, with its registered office at Durana Tech Park, Rruga Ahmet Zogu, nr. pasurisë 336, ZK 3852, njësia administrative Xhafzotaj, Bashkia Shijak, kodi postar 2013, Albania. UTC Labs acts as the data controller for personal data we process about you in connection with our Site and the Service (for example, your account data, billing data, support communications, and product analytics). Our processing of that data is described throughout this policy.

When we act as your processor

For personal data of third parties that is processed through your use of the Service — above all your End Users' calendar credentials and calendar data — you act as the controller under the GDPR and UTC Labs acts as your processor. Our standard Data Processing Addendum, including the European Commission's Standard Contractual Clauses for international transfers, applies to that processing. End Users who want to exercise data-protection rights over data processed through your Application should contact you in the first instance; we will support reasonable requests forwarded to us by the controller.

Organizations

If your access to the Service is provided through an Organization, the Organization (acting through its Admins) is the controller of your account configuration and any data you process through the Service in connection with your work for that Organization. UTC Labs acts as the processor for that Organization. The Admins may have visibility into, and control over, your access within the Organization.

For any matter relating to this privacy policy or to exercise the rights described below, you can contact us at contact@utclabs.com.

What We Will Not Do With Your Data

In Short: We do not sell your personal data, we do not analyse the content of your data in bulk, and we do not use it to train AI or machine-learning models.

No sale of personal data. Apiroc is funded entirely by paid subscriptions. We do not sell, rent, or trade your personal data, your End Users' calendar data, or any other personal data processed through the Service to third parties for any purpose, including advertising. Sharing with sub-processors who act on our behalf to deliver the Service is described in "Will Your Information Be Shared With Anyone?" below.

No bulk content analysis. We do not run bulk content analysis on the content processed through the Service (such as the contents of calendar events) for advertising, profiling, lead generation, or any other purpose unrelated to operating the features you use. Automated systems read calendar data only on a per-operation basis as needed to serve the API requests your Application makes.

No AI training on your content. We do not use the content of your data, including the content of events on connected calendars, to train artificial intelligence or machine-learning models, and we will not do so without your express prior permission. The same applies to our providers. This commitment covers data we obtain through the Google Workspace APIs and the Microsoft Graph APIs, which we do not use to develop, improve, or train any AI or machine-learning model.

Staff access is the exception, not the rule. Our personnel access individual records only when strictly necessary to investigate a specific support request, respond to a security incident, or comply with a legal obligation, subject to the safeguards described under "How Do We Keep Your Information Safe?" below.

What Information Do We Collect?

Personal information you disclose to us

In Short: We collect personal information that you provide to us such as your name and contact information, together with the calendar connection data needed to operate the Service.

We collect personal information that you voluntarily provide to us when registering at the Site or for the Service, expressing an interest in obtaining information about us or our Service, or otherwise contacting us. The personal information that we collect depends on the context of your interactions with us, the Site, and the Service, the choices you make and the features you use. The personal information we collect may include the following:

• Name and Contact Data. We collect your name and email address.
• Authentication Data. You sign in with an email address and password. Passwords are stored only in securely hashed form; we never store them in plaintext. Email verification and certain sign-ins use one-time codes sent to your email address.
• Payment Data. We do not collect or store payment information such as credit card numbers or security codes. Payments are processed entirely by our third-party payment processor (acting as Merchant of Record), and any payment data you provide is collected and handled directly by them under their own privacy policy. We share your name and email address with the payment processor to create your billing profile, and we receive only the billing metadata necessary for accounting and tax purposes, such as transaction confirmations and plan details.
• Calendar Connection Data. When a calendar account (such as Google, Microsoft, or Apple) is connected through your Application, we store the credentials required to access it on the End User's behalf: for Google and Microsoft, the OAuth access and refresh tokens issued by the provider, together with their expiry; for Apple, an app-specific password that we additionally encrypt at the application layer before storing. We also store the email address of the connected account, the provider's account identifier, any external identifier your Application assigns to the End User, the scopes granted, and the connection status. Your Application can retrieve these credentials through the API in order to act on the End User's behalf. We use these credentials only to perform the operations your Application requests, and they can be revoked at any time by disconnecting the account through the Service or by revoking access from the provider's own security settings.
• Calendar Metadata. We do not store metadata about your End Users' calendars. Details such as a calendar's name, time zone, or access role are fetched from the calendar provider on each request and are not retained. The only calendar identifier we persist is the provider's calendar ID recorded against a change-notification subscription your Application creates.
• Event content. We do not persistently store the content of events on connected calendars (such as event titles, descriptions, locations, or attendees). When your Application calls the API, we read from or write to the calendar provider on a per-operation basis, without retaining a long-lived copy of that event content on our systems. Outbound webhook notifications contain only identifiers and event types, never calendar event content; webhook messages and their delivery attempts are retained by our webhook delivery service so that deliveries can be retried and inspected. Fragments of event content may appear transiently in technical error logs, which are subject to the log-retention periods described below.

All personal information that you provide to us must be true, complete and accurate, and you must notify us of any changes to such personal information.

Information automatically collected

In Short: When you visit our Site or use our Service, limited technical data (such as IP address and user-agent) is automatically logged for security and operational purposes, and we collect product analytics about how the Site and the Service are used.

We record standard server access logs (including IP address, browser and device type, operating system, language preferences, and referring URLs) to keep the Site and the Service secure, prevent abuse, and diagnose technical issues. These logs are retained only for as long as necessary for those purposes. We also record the IP address and user agent associated with each signed-in session. We also use PostHog, a product-analytics tool, on our Site, the dashboard, and our documentation to understand how they are used.

We use a small set of cookies and similar technologies needed for the Site and the Service to function, together with analytics technologies. Your browser settings let you block or delete cookies; doing so may affect how parts of the Site or the Service function.

What Are Our Purposes and Legal Bases for Processing?

In Short: We process your personal data for specific purposes, each justified by a legal basis under Article 6 of the GDPR.

Under the GDPR, we must inform you of the purposes for which we process your personal data and the legal basis for each purpose. We rely on the following bases:

• Service delivery: account creation, authentication, serving API requests, managing Applications and End User calendar connections, outbound webhooks, and operating any other features of the Service that you use. Legal basis: performance of a contract (Art. 6(1)(b)).
• Billing, subscription management, and tax and accounting record-keeping. Legal basis: performance of a contract (Art. 6(1)(b)) and legal obligation (Art. 6(1)(c)).
• Transactional and security email such as verification codes, password resets, and account or security notifications. Legal basis: performance of a contract (Art. 6(1)(b)) and our legitimate interest in keeping accounts secure (Art. 6(1)(f)).
• Customer support handling via email and our contact form. Legal basis: performance of a contract (Art. 6(1)(b)) for customers, and our legitimate interest in responding to inquiries (Art. 6(1)(f)) for prospects.
• Security, fraud and abuse prevention: login attempt records, rate limiting, banned-user list, and one-way hashed identifiers retained after account deletion. Legal basis: our legitimate interest in protecting the service and its users (Art. 6(1)(f)).
• Product analytics and session diagnostics. Legal basis: our legitimate interest in understanding product usage (Art. 6(1)(f)).
• Marketing and lifecycle email. Legal basis: your consent (Art. 6(1)(a)) where required, or our legitimate interest in soft opt-in to existing customers (Art. 6(1)(f)).

Will Your Information Be Shared With Anyone?

In Short: We only share information with your consent, to comply with laws, to provide you with services, to protect your rights, or to fulfill business obligations.

More specifically, we may need to process your data or share your personal information in the following situations:

• Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
• Vendors, Consultants and Other Third-Party Service Providers. We may share your data with third party vendors, service providers, contractors or agents who perform services for us or on our behalf and require access to such information to do that work. Examples include: payment processing, data analysis, email delivery, hosting services, observability and customer support. We do not sell, rent, or trade your personal data to third parties; see "What We Will Not Do With Your Data" above.
• Affiliates. We may share your information with our affiliates, in which case we will require those affiliates to honor this privacy policy. Affiliates include our parent company and any subsidiaries, joint venture partners or other companies that we control or that are under common control with us.

For the current list of sub-processors that handle personal data on our behalf (including infrastructure, payments, email delivery, analytics, and observability providers), see our Sub-processors page.

Do We Use Cookies and Other Tracking Technologies?

In Short: We use a small set of cookies and similar technologies to operate the Site and the Service and to understand how they are used.

Our Site and the Service use a small set of strictly necessary technologies to function (for example, keeping you signed in), together with analytics technologies that help us understand how the Site and the Service are used. Your browser settings let you block or delete cookies directly; doing so may affect how parts of the Site or the Service function.

Is Your Information Transferred Internationally?

In Short: We may transfer, store, and process your information in countries other than your own.

Our servers are located in the US. If you are accessing our Site or using our Service from outside the United States, please be aware that your information may be transferred to, stored, and processed by us in our facilities and by those third parties with whom we may share your personal information (see "Will Your Information Be Shared With Anyone?" above), in the United States and other countries.

If you are a resident in the European Economic Area, your personal data may be transferred outside the EEA to UTC Labs and to our sub-processors, wherever they maintain operations. We rely on the European Commission's Standard Contractual Clauses (SCCs) as the safeguard required under Article 46 of the GDPR. A copy of the safeguards in place for any specific transfer is available on request at contact@utclabs.com.

What Is Our Stance on Third-Party Websites?

In Short: We are not responsible for the privacy or security of any third-party websites or services that may be linked to from our Site or the Service.

Our Site and the Service may contain links to third-party websites, online services, or applications that are not operated by us, for example links to integration partners, sub-processor documentation, our social media profiles, or external references in our blog. We do not run advertising on the Site or in the Service. We do not control these third parties and are not responsible for their content, privacy practices, or security. Any data you share with them is governed by their own privacy policies, which we recommend you review.

How Long Do We Keep Your Information?

In Short: We keep your information for as long as necessary to fulfill the purposes outlined in this privacy policy unless otherwise required by law.

We retain personal data for the periods set out below, drawn from our internal Records of Processing Activities. Where a longer period is required or permitted by law (such as tax or accounting obligations), we retain the data for that period instead.

Specific retention periods by category:

• Account and profile data: retained until you delete your account.
• Authenticated dashboard sessions: expire automatically after 7 days of inactivity; active sessions are extended while you keep using the dashboard, and signing out ends a session immediately.
• Application logs: retained for a limited period by our observability providers (currently up to 30 days).
• Outbound email: we do not ourselves store copies of sent emails or of delivery and bounce events; our email providers (Amazon SES and Brevo) retain their own delivery, bounce, and suppression records under their retention policies.
• End User calendar connection credentials and metadata: no longer used once the connection is removed, and permanently erased when the Application or Organization is deleted.
• Webhook messages and delivery attempts (containing identifiers and event types only, never calendar event content): retained by our webhook delivery service so that your Application can inspect and retry deliveries.
• Product analytics events (PostHog): 30 days.
• Marketing-platform contact records (Brevo): deleted when you delete your Apiroc account.
• Tax and invoicing records of record are held by our merchant of record (Paddle) per their statutory retention periods.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize it, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

How Do We Keep Your Information Safe?

In Short: We follow industry security best practices to protect your personal information, including encryption in transit and at rest, isolated production databases, strict access controls, regular backups, and periodic reviews of our sub-processors.

We have implemented appropriate technical and organisational measures designed to protect the personal information we process against unauthorised access, disclosure, alteration, and loss. Our security practices include:

• Encryption in transit (TLS) for all traffic between you and our Site or the Service, and encryption at rest for production databases and backups.
• Application-layer encryption of End User calendar credentials, in addition to encryption at rest.
• Production databases isolated from the public internet, accessible only through authenticated, restricted network paths.
• Role-based access controls and least-privilege principles for personnel accessing production systems, protected by strong authentication.
• Automated, encrypted database backups to support disaster recovery.
• Periodic security reviews of our sub-processors and contractual safeguards covering the personal data we entrust to them.
• Standard physical and operational security measures for staff devices and workspaces.

In the unlikely event of a personal data breach, we will comply with our notification obligations under Articles 33 and 34 of the GDPR, informing the competent supervisory authority and, where required, affected users without undue delay.

However, please remember that no method of transmission over the internet or method of electronic storage is 100% secure. While we use commercially reasonable means to protect your personal information, we cannot guarantee absolute security. You should keep your account credentials and API keys confidential and access the Service only within a secure environment.

Do We Collect Information From Minors?

In Short: We do not knowingly collect data from or market to children. We require all users to be at least 18 years old, or at least 16 years old if they reside in the European Economic Area.

We do not knowingly solicit data from or market to children. By using the Site or the Service, you represent that you are at least 18 years old (or at least 16 years old, if you reside in the European Economic Area), or that you are the parent or guardian of such a minor and consent to that minor's use of the Site or the Service. If we learn that personal information from a user below the applicable minimum age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from a child below the applicable minimum age, please contact us at contact@utclabs.com.

What Are Your Privacy Rights?

In Short: In some regions, such as the European Economic Area, you have rights that allow you greater access to and control over your personal information. You may review, change, or terminate your account at any time.

In some regions (like the European Economic Area), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; and (iv) if applicable, to data portability. In certain circumstances, you may also have the right to object to the processing of your personal information. To make such a request, please use the contact details provided below. We will consider and act upon any request in accordance with applicable data protection laws.

If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time. Please note however that this will not affect the lawfulness of the processing before its withdrawal.

Account Information

You can review and update your account information at any time from your account settings.

You can permanently delete your account at any time. When you do, we delete your personal data from our active production systems, including your profile information, your Applications, and the calendar connection credentials of your End Users. A small set of records may be retained beyond deletion as described in the "How Long Do We Keep Your Information?" section above, together with financial records held by our Merchant of Record under their statutory retention obligations.

Opting out of email marketing: You can unsubscribe from our marketing email list at any time by clicking the unsubscribe link in any marketing email we send, or by contacting us at contact@utclabs.com. You will then be removed from the marketing email list. However, we will still need to send you service-related emails that are necessary for the administration and use of your account.

Right to lodge a complaint

If you are in the European Economic Area, you have the right to lodge a complaint with your local data protection supervisory authority if you believe our processing of your personal data infringes the GDPR. You can find the list of EEA supervisory authorities on the European Data Protection Board's website at https://edpb.europa.eu/about-edpb/about-edpb/members_en. You can also contact us directly at contact@utclabs.com to try to resolve the matter first.

Automated decision-making

We do not engage in automated decision-making, including profiling, that produces legal effects concerning you or similarly significantly affects you within the meaning of Article 22 of the GDPR.

Do California Residents Have Specific Privacy Rights?

In Short: Yes, if you are a resident of California, you are granted specific rights regarding access to your personal information.

California Civil Code Section 1798.83, also known as the "Shine The Light" law, permits our users who are California residents to request and obtain from us, once a year and free of charge, information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes and the names and addresses of all third parties with which we shared personal information in the immediately preceding calendar year. If you are a California resident and would like to make such a request, please submit your request in writing to us using the contact information provided below.

If you are under 18 years of age, reside in California, and have a registered account with the Service, you have the right to request removal of unwanted data that you publicly post through the Service. To request removal of such data, please contact us using the contact information provided below, and include the email address associated with your account and a statement that you reside in California. We will make sure the data is not publicly displayed through the Service, but please be aware that the data may not be completely or comprehensively removed from all our systems.

Google API Disclosure

Apiroc's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the "Limited Use" requirements.

If you have any questions or wish to contact us about this Disclosure, please contact us at contact@utclabs.com with the subject "Google API Disclosure".

Do We Make Updates to This Policy?

In Short: Yes, we will update this policy as necessary to stay compliant with relevant laws.

We may update this privacy policy from time to time. The updated version will be indicated by an updated "Last updated" date and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy policy, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy policy frequently to be informed of how we are protecting your information.

How Can You Contact Us About This Policy?

If you have questions or comments about this policy, or wish to exercise any of your data protection rights, you may email us. The data controller is:

UTC Labs Durana Tech Park, Rruga Ahmet Zogu, nr. pasurisë 336, ZK 3852, njësia administrative Xhafzotaj, Bashkia Shijak, kodi postar 2013 contact@utclabs.com

How Can You Review, Update, or Delete the Data We Collect From You?

Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, change that information, or delete it in some circumstances. To request to review, update, or delete your personal information, please contact us at contact@utclabs.com, including the email address associated with your account and the type of request (for example: access, rectification, or deletion).

We will respond to your request within 30 days.