Privacy Policy

Last updated: July 2026

This Privacy Policy explains what information Pencilled ("we," "us," "our"), a product of CloudSageAI, collects, how we use it, and the choices you have. Pencilled is a scheduling tool that lets organizers share a booking link and lets guests book available time with them.

Information we collect

From organizers who create a Pencilled account, we collect:

• Email address, used for sign-in via a one-time link (we do not use passwords).
• Display name, shown to guests on your booking page and in calendar invites.
• Weekly availability, timezone, and meeting-link preferences that you configure.
• If you connect Zoom, an access token and refresh token issued by Zoom, and your Zoom account email, used solely to create, update, and cancel Zoom meetings on your behalf when guests book time with you.

From guests who book a meeting through a Pencilled link, we collect the name, email address, and any notes provided at the time of booking. Guests do not create an account.

How we use this information

• To operate the scheduling service: showing your availability, processing bookings, cancellations, and reschedules.
• To send calendar invites and notification emails to organizers and guests for confirmed, cancelled, or rescheduled bookings.
• To create, update, or delete a Zoom meeting on an organizer's behalf, only when that organizer has explicitly connected their Zoom account.

We do not sell personal information, and we do not use booking or guest data for advertising.

How information is stored and shared

Data is stored using Amazon Web Services (AWS) infrastructure, including encryption at rest provided by AWS. Zoom OAuth tokens are stored only for as long as an organizer keeps Zoom connected, and are deleted when an organizer disconnects Zoom from their account settings. We share information with the following service providers strictly to operate Pencilled: Amazon Web Services (hosting and data storage), Amazon Simple Email Service (sending calendar invites and notifications), and Zoom (creating meetings, only for organizers who connect their Zoom account). We do not share information with any other third party.

Data retention

Booking records, including past, cancelled, and rescheduled bookings, are retained to provide organizers with a booking history. Zoom tokens are retained only while Zoom remains connected. You may request deletion of your account and associated data at any time using the contact information below.

Your rights

Depending on where you live, you may have rights to access, correct, export, or delete your personal information, and to object to or restrict certain processing. To exercise any of these rights, contact us using the details below, and we will respond within a reasonable time.

Cookies and local storage

Pencilled does not use tracking cookies. The organizer dashboard uses browser local storage to keep you signed in between visits; this stays on your device and is not accessible to other websites.

Children's privacy

Pencilled is not directed at children, and we do not knowingly collect personal information from children.

Changes to this policy

We may update this policy from time to time. Material changes will be reflected by an updated "Last updated" date above.

Contact us

Questions about this policy or your data can be sent to support@cloudsageai.com.

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