Privacy Policy

Privacy Policy – ThePod.fm

Effective Date: 6th Oct 2025

At ThePod.fm (“we”, “our”, “us”), we take your privacy and data security seriously. This Privacy Policy explains how we collect, use, and protect personal information in connection with our podcast management and growth services.

1. Who We Work With

ThePod.fm is a private, B2B service. We only work with contracted business clients who engage us to manage and grow their podcasts. Our integrations, including Google Calendar, are only available to authorized clients under a service agreement. We do not offer a public-facing or consumer app.

2. Information We Collect

When you connect your Google account, we may access:

• Calendar event metadata (event titles, times, attendees, meeting links)

• User profile information (name, email address)

If you schedule a call through our booking tool (Cal.com), we may also collect:

• Your name, email, and meeting preferences

• Consent to contact you regarding our services

We do not collect or process any unrelated data from your Google account.

3. How We Use Data

We use your data only to:

• Schedule and manage podcast introduction calls

• Automatically manage meeting bots for transcription and production

• Facilitate guest management and communication

• Provide updates about booked calls and contracted services

We do not use your Google data for advertising, profiling, or resale.

4. Data Protection and Security

We implement strict technical and organizational measures to protect your data, including:

• Encryption: OAuth tokens and calendar data are stored securely using industry-standard encryption (AES-256 at rest, HTTPS/TLS in transit).

• Access Control: Access to client data is restricted to authorized team members on a least-privilege basis.

• Token Handling: OAuth tokens are stored securely and used only for the duration of the integration. Tokens are never exposed to clients or shared externally.

• Secure Infrastructure: All data is hosted on reputable cloud infrastructure (e.g., Google Cloud, Vercel) with continuous monitoring and security best practices.

• Audit and Monitoring: We routinely review data handling practices to ensure compliance with Google’s API Services User Data Policy and relevant privacy regulations (including GDPR where applicable).

5. SMS Communications

If you provide your phone number through our booking page (Cal.com) and tick the SMS consent checkbox, we may send you automated transactional SMS messages strictly related to the call you have booked.

These messages are limited to booking confirmation, meeting reminders, and scheduling, rescheduling, or cancellation notices for your booked call.

Providing your phone number and consenting to SMS is optional and is not required in order to book a call with us.

If you become a contracted client of ThePod.fm under a service agreement, we may also send you transactional coordination messages relating to podcast production scheduling. These messages are governed by your service agreement and are not sent on the basis of the booking-call SMS opt-in.

Message frequency varies based on your engagement with our services. Standard text and data rates may apply.

You may opt out of SMS communications at any time by replying STOP to any message. You can also reply HELP for assistance or contact us at [email protected].

Opting out of SMS will not affect the delivery of our contracted services or your ability to attend your booked call.

We do not send marketing, advertising, or promotional SMS messages through this opt-in. We do not send SMS messages to leads or prospects who have not opted in through our forms. Your phone number is never sold, rented, or shared with third parties for their own marketing purposes.

5. Sharing Data

We may share limited information only as necessary to deliver our services:

• With service providers: For example, Recall.ai (for meeting transcription/recording).

• With consent: Data is only shared when required to perform the agreed service.

• Never sold: We do not sell, rent, or trade your Google data.

6. Data Retention & Revocation

• OAuth tokens and calendar data are retained only for the duration of the client relationship.

• Clients can revoke access at any time via Google Account Permissions.

• Upon termination or revocation, all OAuth tokens and associated data are permanently deleted within 30 days.

7. Your Rights

You may:

• Request access to or correction of your data.

• Revoke consent at any time.

• Request deletion of all stored information.

All requests can be made by emailing [email protected].

8. Contact

If you have any questions about this policy or our data practices, contact us at:

📧 [email protected]

9. Compliance

ThePod.fm complies with Google’s User Data Policy for the OAuth API Verification process and ensures that all data access, usage, and storage are transparent, limited, and secure.