Privacy Policy

Chronodesk ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our services.

1. Information We Collect

We collect the following types of data:

• Contact details: Users manually enter contact information into our CRM system.
• Service Desk Data: Emails sent to a client's service desk email address are stored in an isolated database for that client.

2. How We Collect Data

• Manual Entry: All data in Chronodesk is entered by users, except for Service Desk data.
• Service Desk Emails: Emails sent to a client's designated support email address are automatically stored and used for ticketing purposes.

3. Data Storage and Security

• All client data is stored on our secure servers.
• Each client's data is isolated from other clients to ensure privacy and security.
• We implement strict security measures to prevent unauthorised access, modification, or loss of data.

4. Data Sharing

We do not sell user data, and we do not share it with third parties for marketing, advertising or their own purposes. We use a small number of service providers that process data only on our behalf, to run the features you use; those used by Chronodesk Loop are listed in section 8.

5. User Rights

Users have the right to request the deletion of their data. To do so, they must email support@rysis.co.za with the details of the data to be deleted.

• Data deletion requests will be processed within 48 hours of confirmation.

6. Cookies and Tracking

We use cookies and tracking technologies to improve your experience and analyze website usage. Specifically:

• Google Analytics: We use Google Analytics (Measurement ID: G-THM4RCTJVF) to understand how visitors interact with our website. With your consent (Analytics cookies) it uses cookies to collect information such as page views, time spent on pages, and user demographics, which helps us improve our website. If you do not consent, no analytics cookies are set; Google's Consent Mode then sends Google only cookieless signals (for example that a page was viewed), with no identifier stored on your device, which Google uses for aggregated measurement.
• Advertising measurement (Meta Pixel, LinkedIn Insight Tag): These tags measure the results of our adverts on Meta (Facebook, Instagram) and LinkedIn. They load, and set their cookies, only with your consent (Advertisement cookies).
• Embedded videos: Our videos are embedded from YouTube in its privacy-enhanced mode (youtube-nocookie.com), which does not set YouTube's tracking cookies for showing the player.
• CookieYes: We use CookieYes to ask for, record and apply your cookie choices. It stores your choice in a cookie (cookieyes-consent) so that we do not ask again on every page.
• Attribution cookies (cd_click, cd_attr): Two cookies set by chronodesk.io itself, used only to tell us which advert, search engine or website brought you to us when you later book a demo or send us a form; their contents are sent with that form and stored with your enquiry. cd_click holds the Google Ads click identifier when you arrive from a Google ad, and lasts 90 days. cd_attr holds the campaign labels of the link you arrived by (utm source, medium and campaign), the Meta click identifier, the address of the page that referred you and the path of the page you landed on, and lasts 30 days. When you arrive from a search engine or another website rather than an advert, cd_attr is set only with your consent (Analytics cookies).

You can control cookie preferences through the cookie consent banner that appears when you first visit our site. You can also change your preferences at any time by clicking the cookie icon in the bottom corner of the page.

For more information about how Google uses data, visit Google's Privacy Policy.

7. Data Breach Policy

In the event of a data breach:

• We will notify affected users within 24 hours.
• We will provide details on the nature of the breach and any actions required.

8. Chronodesk Loop

Chronodesk Loop (loop.chronodesk.io) is our business chat, calling and meetings product. This section explains what Loop holds and why. The rest of this policy also applies to Loop.

What Loop stores

• Your account: your name, email address, profile picture and time zone. Loop has no passwords; you sign in by an emailed link or from Chronodesk.
• What you share in Loop: messages, files, voice notes, reactions, polls, canvases and notes, visible only to the people in the room you share them in.
• Calls and meetings: who joined and when. A call is recorded only when someone presses Record and accepts the recording notice, or when a meeting's creator has switched on automatic recording; recordings, their transcripts and any AI notes are kept with the call.
• Meeting guests: the name, email address and company a guest gives when they ask to join a meeting.

Service providers Loop uses

• Microsoft Azure: hosting, the database and file storage.
• Deepgram: transcribes voice notes and recorded calls.
• Anthropic: writes AI notes (a summary, decisions and actions) from a recorded call's transcript. Calendar data is never sent to it.
• Twilio SendGrid: sends Loop's emails, such as sign-in links, meeting invitations and notifications.
• Cloudflare Turnstile: checks that a booking made on a public booking page comes from a person.

Google user data (Google Calendar)

You can choose to connect a Google account to Loop so that Loop knows when you are busy and can put the meetings people book with you in your calendar. Connecting is optional, and nothing is read until you press Connect Google Calendar and approve access on Google's own consent screen.

What Loop accesses

• Your Google account's email address, to show which account is connected.
• Your list of calendars (calendar.calendarlist.readonly), so you can choose which calendars count as busy and which one receives your bookings.
• The events in the calendars you choose (calendar.events.readonly): for each event, its start and end, whether it shows you as busy, its title, location and video link, and your own response. Loop does not store event descriptions, attendee lists or attachments.
• Events that Loop creates (calendar.events.owned): when someone books a meeting with you, Loop adds one private event for it to the calendar you chose, and updates or removes that event if the booking moves or is cancelled. Loop does not change or delete any other event.

How Loop uses it

• To work out the times you are free, so that your booking page offers only those times and no one can book over an existing commitment.
• To recognise the events Loop itself added, so that a booking never blocks its own time.
• People who book with you see only free times, never your event titles, locations or links.
• To add, update and remove the calendar events for meetings booked with you.

How it is stored and protected

• Loop keeps a copy only of events from about a week ago to about six months ahead, refreshed as your calendar changes, in Loop's database on Microsoft Azure.
• The tokens Google issues for your account are encrypted (AES-256-GCM) before they are stored, and are never written to logs.
• Google user data is not sold, not shared with or transferred to anyone else, not used for advertising, and not used to train or improve AI or machine-learning models. Our staff do not read it unless you ask us to for support, it is needed for security or abuse investigations, or the law requires it.

Disconnecting and deletion

• You can disconnect at any time from Loop's calendar settings. Loop then immediately deletes the connection, its calendars and every copied event, and revokes its access at Google once no Loop connection to that Google account remains.
• You can also remove Loop's access from your Google account at myaccount.google.com/connections. Loop then stops reading your calendar and asks you to reconnect.
• Events Loop added for bookings stay in your calendar after you disconnect, as they are yours; you can delete them in Google Calendar.
• To ask us to delete any other data, email support@rysis.co.za.

Chronodesk Loop'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.

9. Contact Information

For any privacy-related inquiries, users can contact us at support@rysis.co.za.