Privacy Policy

Red Flannel Solutions (“we”, “us”, “our”) operates the Red Flannel Intelligent Virtual Assistant (“RF IVA”, “the Service”). This Privacy Policy describes how we collect, use, store, and share information when you use the Service, including when you connect Google or Microsoft accounts.

Last updated: August 3, 2026

1. Who this applies to

This policy applies to business customers and their authorized users who configure or use RF IVA (for example, connecting a calendar or receiving calls handled by the assistant).

2. Information we collect

• Account and contact information you provide (name, email, business phone numbers, tenant/organization identifiers).
• Call and interaction data related to the Service (caller ID, called number, timestamps, call outcomes, transcripts or summaries generated to operate the assistant, and audit logs of transfers or bookings).
• Calendar data when you connect Google Calendar or Microsoft 365: free/busy information, calendar identifiers, and event details you authorize us to create or update (for example, appointment title, time, attendees, and optional online meeting links).
• Technical data such as IP addresses, basic server logs, and OAuth tokens needed to maintain your connected accounts.

3. How we use Google user data

If you connect a Google account, RF IVA accesses Google user data only to provide scheduling features you request, including:

• Reading calendar free/busy and calendar list information to offer available appointment times;
• Creating, updating, or canceling calendar events you ask the assistant to schedule;
• Maintaining offline access tokens so the Service can perform those actions when you are not actively signed in.

We use Google user data solely to operate RF IVA’s scheduling features. We do not sell Google user data. We do not use Google user data for advertising. We do not use Google user data to train generalized AI/ML models. Human access to Google user data is limited to securing, supporting, or improving the Service, or where required by law.

Our use of information received from Google APIs complies with the Google API Services User Data Policy, including the Limited Use requirements.

4. How we use Microsoft and other data

If you connect Microsoft 365, we use calendar and profile data for the same scheduling purposes described above. Call and telephony metadata are used to operate the virtual receptionist (greeting, routing intents, booking confirmations, and troubleshooting).

5. Voice and AI processing

Speech-to-text, text-to-speech, and language understanding may be processed by our systems and subprocessors (for example, Cartesia for voice synthesis/recognition and local or hosted language models for intent handling) solely to provide the call experience and related features.

6. Sharing

We share information only with:

• Service providers who process data on our instructions (hosting, telephony, voice, email);
• Your organization administrators, as needed to operate the tenant;
• Authorities when required by law.

We do not sell personal information.

7. Retention

We retain connected-account tokens until you disconnect the account or your organization closes the Service. Call activity logs and booking records are retained as needed for the Service, support, security, and legal obligations, then deleted or anonymized.

8. Security

We use administrative, technical, and organizational measures appropriate to the sensitivity of the data, including encrypted transport (HTTPS/TLS), restricted server access, and secrets stored outside application source code.

9. Your choices

• You may disconnect Google or Microsoft calendar access at any time (via the Service and/or your Google/Microsoft account permissions).
• Organization administrators may request deletion of tenant data by contacting us.

10. Children

The Service is intended for business use and is not directed to children under 13 (or the equivalent age in your jurisdiction).

11. Changes

We may update this policy from time to time. The “Last updated” date will change when we do. Material changes will be reflected on this page.

12. Contact

Red Flannel Solutions
Email: cliff.haas@redflannel.ai
Web: https://iva.redflanneltech.com/