Privacy Policy

This Privacy Policy explains how IonCity, Inc., a Delaware corporation with its principal place of business in California (“IonCity”, “we”, “us”, or “our”), collects, uses, shares, and protects information when you use the IonCity website at ioncityapp.com, the IonCity web application, and the related services we provide (together, the “Service”). The Service is currently offered as a closed beta.

By using the Service, you agree to this Privacy Policy. If you are in California, the European Economic Area (“EEA”), the United Kingdom (“UK”), or another region with specific privacy rights, please also see the region-specific sections below (Sections 12 and 13). If you do not agree with this Policy, do not use the Service.

Contents

1. The short version
2. Information We Collect
3. How We Use Information
4. AI and Automated Processing
5. How We Share Information
6. Google User Data — Limited Use
7. Cookies and Similar Technologies
8. Data Retention
9. Data Security
10. International Data Transfers
11. Children’s Privacy
12. Your California Privacy Rights (CCPA/CPRA)
13. Your Privacy Rights in the EEA and the UK (GDPR)
14. Changes to This Policy
15. Contact Us

1. The short version

This summary is for convenience only; the full Policy below controls.

• IonCity helps you manage scheduling decisions before they’re finalized. To do that, we process the messages you type, the “Intents” you create, your settings, and — with your permission — your Google Calendar data.
• We use third-party AI providers to interpret your input and generate questions and suggestions. We send them only what’s needed for that, under terms that prohibit them from using it to train their own models.
• We use service providers for hosting, database, authentication, email, and AI; they are listed in Section 5.
• We do not sell your personal information, and we do not “share” it for cross-context behavioral advertising. We don’t show you ads.
• You can disconnect your calendar, turn off notifications, and delete your account at any time. After a 30-day grace period, deletion is permanent.
• If you join our waitlist before launch, we use the email you give us only to tell you when IonCity is available — see Section 2.5.
• We’re based in the United States and process data there.

2. Information We Collect

2.1 Information you provide

• Account information. You sign in through a third-party identity provider (for example, Google) using Firebase Authentication. We receive basic account information from that provider and Firebase — such as your name, email address, a unique user identifier, and (if provided) a profile photo. Your email address and display name are held by the identity provider / Firebase Authentication; IonCity looks them up when needed (for example, to send you a notification email) rather than storing its own copy in our database.
• Content you submit (“Your Content”). This includes the natural-language messages you type to the assistant; the Intents you create and their details — such as titles, topics, the people involved (for example, meeting participants), locations, durations, time ranges, and constraints; any notes you add; your answers to the assistant’s questions; and your selections among proposed options. It also includes the conversation history between you and the assistant, which is stored so you can return to it.
• Decision records (“Decision Trace”). For each Intent, we keep a structured record of the decisions and changes associated with it — the questions asked and your answers, the candidate times offered and the one chosen, conflicts that were detected and how they were handled, status changes, and the final decision summary. This record is used internally to provide the Service (for example, to continue an unfinished decision and to learn your preferences).
• Settings. Your language, time zone, and notification preferences.
• Communications. If you contact us (for example, for support or to give feedback), we keep your messages and our responses.

2.2 Information from connected services

• Google Calendar data. When you connect your Google account, we access your Google Calendar through Google’s OAuth process using the https://www.googleapis.com/auth/calendar scope (read and write). This lets us read your calendars and events — including event titles, dates and times, attendees, and locations — to find available times, detect conflicts, and show you your calendar, and to create, update, or cancel events that you confirm. We store the OAuth access and refresh tokens for your connection (encrypted) and limited sync metadata. We do not keep a copy of your external Google Calendar events in our database, except for an event once it becomes connected to one of your Intents (for example, an event IonCity created, or an existing event you ask to reschedule).

2.3 Information we collect automatically

• Log and usage data. When you use the Service, our infrastructure and our service providers automatically record information such as your IP address, browser and device type, operating system, referring and exit pages, the pages and features you use, the actions you take, and timestamps. We use this to operate, secure, troubleshoot, and improve the Service.
• Cookies and similar technologies. We use a small number of essential cookies and similar storage to keep you signed in (for example, an authentication session cookie named __session) and to operate the Service. We do not use advertising or cross-site tracking cookies. See Section 7.

2.4 Information about other people

When you describe a schedule that involves other people (for example, the attendees of a meeting, or members of your family), that information becomes part of Your Content and we process it to provide the Service to you. We rely on you to have any authority or consent needed for us to do this. Please don’t include information about others that you don’t have the right to share, and include only what’s necessary.

We do not knowingly collect information from anyone under 18. See Section 11.

2.5 Waitlist information

Before IonCity launches, our website lets you join a waitlist. If you do, we collect the email address you submit and use it only to notify you when IonCity becomes available and to send you an invitation to join. We do not use a waitlist email for any other marketing, and we do not sell it. You can ask us to remove your email from the waitlist at any time by emailing support@ioncityapp.com; see Section 8 for how long we keep it.

3. How We Use Information

We use the information described above to:

• Provide the core Service — interpret your input, recognize scheduling intent and extract details, create and “mature” Intents, ask clarifying questions, generate candidate times using your existing calendar, detect conflicts, summarize the state of an Intent, and — when you confirm — create the event and sync it to your Google Calendar; and handle changes, reschedules, and cancellations.
• Send you notifications about Intents that need a decision, by email, according to your notification settings (with a daily limit and quiet-hours restrictions), and to bring you back into a conversation you left unfinished. You can turn these off.
• Personalize the Service — learn your scheduling preferences from your confirmed events (for example, that team meetings tend to be in the morning) so the assistant can ask better questions and propose better times. You can override the assistant’s defaults at any time.
• Maintain, secure, and improve the Service — monitor performance and reliability, debug, prevent and address fraud, abuse, and security incidents, enforce our Terms, and develop new and improved features.
• Communicate with you — respond to your requests, send service and administrative messages (for example, about changes to the Service, the beta, or this Policy), and follow up on feedback.
• Comply with law — meet legal obligations, respond to lawful requests, and establish, exercise, or defend legal claims.
• With your consent — for any other purpose we describe to you and you agree to.

We may create aggregated or de-identified information (which can no longer reasonably be used to identify you) and use it for any purpose, such as understanding usage trends and improving the Service.

We do not use your information for advertising, and we do not sell it. We do not use Google user data, or your message and calendar content, to train generalized or foundation AI models. See Sections 4 and 6.

4. AI and Automated Processing

The Service relies on artificial intelligence and large-language-model technology to interpret what you type and to generate questions, candidate times, summaries, and other responses. To do this, we send relevant parts of Your Content — and, where relevant to the task, related information from your connected Google Calendar — to third-party AI providers that host these models. We currently use, or may use, Google LLC (Gemini API) and/or OpenAI, L.L.C. (OpenAI API) for this purpose.

These providers process the information only to perform the requested processing and return a result to us, under terms that prohibit them from using it to train or improve their own models and that require them to protect it. We send only the minimum needed for the feature, and we do not send your information to AI providers for any purpose unrelated to providing the Service to you.

The assistant supports your decisions; it does not make them for you. The Service does not finalize, change, or cancel any calendar event without your confirmation, and it does not make decisions about you that produce legal or similarly significant effects. You are responsible for reviewing the assistant’s questions and suggestions before acting on them. If you have questions about automated processing, contact us at support@ioncityapp.com.

5. How We Share Information

We share information only as described here. We do not sell your personal information, and we do not “share” it for cross-context behavioral advertising.

Service providers (sub-processors). We use trusted companies to run the Service on our behalf, and we give them only the information they need to do their job, under contracts that require them to protect it and use it only for us. They include:

We may add, change, or remove sub-processors as the Service evolves; we will update this Policy accordingly.

• Legal and safety. We may disclose information if we believe in good faith that it is reasonably necessary to: comply with a law, regulation, legal process, or governmental request; enforce our Terms; detect, prevent, or address fraud, security, or technical issues; or protect the rights, property, or safety of IonCity, our users, or the public. Where permitted, we will try to notify you of legal requests for your information.
• Business transfers. If IonCity is involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, information may be transferred as part of that transaction. We will require the recipient to honor this Policy, or we will notify you of any material change.
• With your consent or at your direction. For example, when you connect your Google Calendar, you direct us to exchange data with Google to provide the Service.
• Aggregated or de-identified information. We may share information that cannot reasonably be used to identify you.

6. Google User Data — Limited Use

IonCity’s access to, use of, and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

• Scopes. We request the https://www.googleapis.com/auth/calendar scope (read and write access to your calendars and events). We use it only to provide and improve the IonCity scheduling features described in this Policy — finding available times, detecting conflicts, displaying your calendar, and creating, updating, or cancelling events that you confirm.
• No advertising. We do not use Google user data for advertising, and we do not allow our service providers to do so.
• No sale. We do not sell Google user data.
• No model training. We do not use Google user data to develop, improve, or train generalized or non-personalized AI/ML models. Where calendar information is sent to an AI provider as part of a feature you are using, it is used only to perform that task for you and not to train the provider’s models.
• Limited transfers. We transfer Google user data only as necessary to provide or improve the user-facing features it was obtained for, to comply with applicable law, or as part of a merger, acquisition, or sale of assets with notice to you — and only to service providers bound to equivalent restrictions.
• Limited human access. Humans do not read your Google user data except: with your consent (for example, to help with a support issue you raise); to comply with applicable law; for security purposes (such as investigating abuse); or where the data has been aggregated and de-identified for internal operations.

You can review and revoke IonCity’s access to your Google account at any time at https://myaccount.google.com/permissions, or by disconnecting your calendar within the Service. Revoking access will disable the features that depend on it.

7. Cookies and Similar Technologies

We use only essential cookies and similar local storage — for example, an authentication session cookie (__session) and storage used by our sign-in provider — to keep you signed in and to operate the Service. These are necessary for the Service to function. We do not use cookies for advertising or cross-site tracking, and we do not currently use third-party advertising or social-media tracking technologies. Your browser settings let you block or delete cookies, but the Service may not work properly without the essential ones.

Because we do not engage in tracking-based advertising, we do not treat browser “Do Not Track” signals differently — we simply do not do that kind of tracking. For California “Do Not Sell or Share” / opt-out preference signals, see Section 12.

8. Data Retention

We keep your information for as long as your account is active and as needed to provide the Service, and after that as needed to comply with our legal obligations, resolve disputes, and enforce our agreements.

• Account deletion. You can request deletion of your account and associated data through the Service. When you do, we begin a 30-day grace period during which you can cancel the request. After the grace period, we permanently delete the data we hold about you, including: your Intents (in any state); your Decision Trace history; your conversation history; the calendar-event records we store; your calendar connection (including OAuth tokens and sync metadata); your settings; your learned preferences; your profile information; and your account record with our authentication provider. This is irreversible.
• Events synced to your calendar. Calendar events that IonCity previously created and synced to your Google Calendar remain in your Google Calendar — deleting your IonCity account removes our copy and our connection, not events that already live in Google’s systems. You can delete those events in Google Calendar yourself.
• Cancelled events. When an event is cancelled, we delete it from your Google Calendar and stop showing it in the Service, but we may retain a record of it (including the time it was cancelled) until you delete your account.
• Backups and logs. Residual copies of deleted data may persist in encrypted backups for a limited period before they are overwritten or expire. Operational and security logs that may contain limited information (such as IP addresses) are retained for a limited period for security, debugging, and abuse-prevention purposes.
• Waitlist email. If you join the waitlist, we keep the email address you submitted only until we have notified you about the IonCity launch; if you create an account, your information is then retained as described above for account holders. You can ask us to remove your waitlist email at any time at support@ioncityapp.com.
• Voice input (future). If we add voice input in the future, we will not store the original audio — it will be converted to text and then discarded — and we will update this Policy before launching that feature.

9. Data Security

We take reasonable technical and organizational measures designed to protect your information, including:

• Encryption in transit — all traffic between your browser and the Service uses HTTPS (TLS 1.2 or higher).
• Encryption at rest — our database is encrypted at rest (AES-256), and your Google Calendar OAuth tokens are additionally encrypted at the application level (AES-256-GCM) before storage.
• Access controls — authentication via a trusted identity provider, session-cookie verification on requests, and authorization checks so you can access only your own data; secrets stored as protected configuration; and limits to mitigate abuse.
• Operational practices — we log security-relevant events, avoid writing message contents to debugging logs, and use established frameworks and libraries with built-in protections against common web vulnerabilities.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security. Because the Service is in closed beta, you should not rely on it as your only record of important information (see our Terms of Service). If we become aware of a security incident affecting your personal information, we will notify you and the relevant authorities as required by applicable law.

10. International Data Transfers

IonCity is based in the United States, and we and our service providers store and process information in the United States and in other countries where our providers operate. Privacy laws in those countries may differ from those in your country.

If you are in the EEA, the UK, or another region with data-transfer restrictions, when we transfer your personal information out of that region we rely on appropriate safeguards — such as the European Commission’s Standard Contractual Clauses (and the UK Addendum or International Data Transfer Agreement, where applicable) — or another lawful transfer mechanism. You can contact us at support@ioncityapp.com for more information about these safeguards.

11. Children’s Privacy

The Service is intended for people 18 and older. It is not directed to children, and we do not knowingly collect personal information from anyone under 18. If you believe a person under 18 has provided us with personal information, contact us at support@ioncityapp.com and we will delete it.

12. Your California Privacy Rights (CCPA/CPRA)

If you are a California resident, the California Consumer Privacy Act, as amended by the California Privacy Rights Act (“CCPA”), gives you the rights described below.

Categories of personal information we collect. In the past 12 months, we have collected the following categories of personal information (as defined by the CCPA):

We do not collect biometric information or information about protected classifications, and we do not use the “education information” category.

Sources. We collect this information from you; from your device and browser automatically; and from services you connect (for example, your sign-in provider and Google Calendar).

Purposes. We use it for the business and commercial purposes described in Section 3 (providing, securing, improving, and personalizing the Service; notifications; communications; legal compliance).

Disclosures for a business purpose. In the past 12 months, we have disclosed identifiers, internet activity, the contents of Your Content and calendar data, and inferences to our service providers (Section 5) for the business purposes described above.

No sale or sharing. We have not sold personal information and have not “shared” personal information for cross-context behavioral advertising in the past 12 months, and we do not do so. We also do not sell or share the personal information of minors.

Your rights. Subject to certain exceptions, you have the right to:

• Know / Access — request the categories and specific pieces of personal information we have collected about you, the categories of sources, the purposes, and the categories of recipients.
• Delete — request that we delete personal information we collected from you.
• Correct — request that we correct inaccurate personal information.
• Opt out of sale/sharing — we do not sell or share personal information, so there is nothing to opt out of; we honor recognized opt-out preference signals (such as the Global Privacy Control) as applicable.
• Limit use of sensitive personal information — we do not use sensitive personal information for purposes that would trigger this right.
• Non-discrimination — we will not discriminate against you for exercising your rights.

How to exercise your rights. Email us at support@ioncityapp.com (or use the in-Service account-deletion feature for deletion requests). We will verify your request using information associated with your account. You may use an authorized agent to submit a request on your behalf, with proof of authorization. If we deny your request, you may appeal by replying to our response or contacting us at support@ioncityapp.com.

“Shine the Light.” We do not disclose personal information to third parties for their own direct-marketing purposes.

13. Your Privacy Rights in the EEA and the UK (GDPR)

If you are in the EEA or the UK, the General Data Protection Regulation (or the UK GDPR) applies to our processing of your personal data, and IonCity, Inc. is the “controller” of that data.

Legal bases. We process your personal data on the following legal bases:

• Performance of a contract — to provide the Service you have asked for (creating and maturing Intents, generating suggestions, syncing your calendar, and sending the notifications that are part of the Service).
• Legitimate interests — to secure, maintain, debug, and improve the Service, prevent abuse and fraud, and communicate with you about the Service, where these interests are not overridden by your rights and freedoms.
• Consent — where required (for example, to connect your Google Calendar, to join our waitlist, or for any optional processing we ask you to agree to). You can withdraw consent at any time, without affecting processing already carried out.
• Legal obligation — where we need to process data to comply with the law.

Your rights. Subject to the conditions and exceptions in applicable law, you have the right to: access your personal data; have it corrected; have it erased; restrict or object to its processing; receive it in a portable format; and withdraw consent. You also have the right not to be subject to a decision based solely on automated processing that produces legal or similarly significant effects — and, as noted in Section 4, the Service does not make such decisions, since you confirm scheduling actions yourself. To exercise your rights, contact us at support@ioncityapp.com. You also have the right to lodge a complaint with your local data-protection supervisory authority (in the UK, the Information Commissioner’s Office).

International transfers. As described in Section 10, we transfer EEA/UK personal data to the United States and other countries using appropriate safeguards such as the Standard Contractual Clauses (with the UK Addendum where applicable).

Retention. We keep your personal data as described in Section 8.

14. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will provide reasonable notice — for example, by posting the updated Policy at ioncityapp.com with a new “Last updated” date, by email, or through the Service — before the changes take effect, where required by law. Your continued use of the Service after the changes take effect means you accept the updated Policy.

15. Contact Us

If you have questions, requests, or complaints about this Policy or your personal information, contact us at:

IonCity, Inc.

Email: support@ioncityapp.com

If you contact us with a privacy request, we may need to verify your identity using information associated with your account before we act on it.