Company information

Privacy policy

Last updated: 10 August 2026

This privacy policy explains how emSentia (“we”, “us” or “our”) collects, uses, discloses and safeguards personal information in connection with the emSentia website and applications, including the emSentia scheduling application at meet.emsentia.com (together, the “Services”). We handle personal information as a business subject to Canadian privacy law, including the Personal Information Protection and Electronic Documents Act (PIPEDA). By creating an account or otherwise using the Services, you consent to the collection, use and disclosure of your information as described in this policy.

Information we collect

We collect the following categories of personal information:

• Account and contact information you provide when you create an account or communicate with us — such as your name, email address and the credentials used to sign in.
• Content you submit — the information, requests and messages you choose to provide when you use features of the Services or contact us for support.
• Usage and analytics information — the features you use, the actions you take and other interactions with the Services, which help us understand and improve how they perform.
• Device and diagnostic information — collected automatically when you use the app, such as device model, operating-system and app version, language settings, approximate location inferred from your IP address, and crash or error logs.
• Calendar connection information — if you choose to connect Google Calendar, the authorisation that lets us check your availability and add booked meetings to your calendar. See Google Calendar data below.

How we use your information

We use personal information to create and administer your account and authenticate you; to provide, maintain and operate the Services and the features you request; to monitor, analyse and improve the performance, reliability and security of the Services; to diagnose technical problems and prevent fraud, abuse and unauthorised access; to respond to your enquiries and provide support; and to comply with our legal obligations. We do not sell your personal information, and we do not use it to serve third-party advertising.

How your information is shared

We share personal information only in limited circumstances:

• Service providers. We rely on trusted third parties to operate the Services — including cloud and backend hosting providers that store and process data on our behalf, and analytics and crash-reporting tools that help us understand usage and fix errors. These providers may use your information only to provide services to us and are bound by obligations to protect it.
• Legal and safety. We may disclose information where required by law, regulation or valid legal process, or where reasonably necessary to protect the rights, property or safety of emSentia, our users or the public.
• Business transfers. If we are involved in a merger, acquisition or sale of assets, personal information may be transferred as part of that transaction, subject to this policy.

Some of our service providers may store or process information outside your province or country, in jurisdictions whose laws may differ from your own. Wherever information is transferred, we take steps intended to keep it protected in accordance with this policy.

Google Calendar data

Connecting Google Calendar is optional, and the scheduling features work without it. If you choose to connect your Google account, we request the narrowest access needed:

• Free/busy availability (the calendar.freebusy scope of the Google Calendar API) — used only to shade the times you are already busy while you choose candidate slots. This tells us whether you are busy or free; it does not reveal the titles, attendees or other details of your existing events.
• Calendar events (the calendar.events scope) — used only to create, update or cancel the calendar event for a meeting you book through the Services and to invite its participants. We do not use this access to read or analyse your other calendar events.

We store only what is needed to keep the connection working — a Google access token and a refresh token — with the refresh token encrypted at rest. Each user’s connection is isolated, so you only ever see your own availability. We do not sell Google user data, we do not use it for advertising, and we do not use it to develop, improve or train generalised machine-learning or artificial-intelligence models.

emSentia’s use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

You can disconnect Google Calendar at any time from within the app, or revoke emSentia’s access from your Google Account at myaccount.google.com/permissions. When you disconnect, we delete the stored tokens for that connection.

Data retention

We retain personal information only for as long as necessary to provide the Services, maintain your account, comply with our legal obligations, resolve disputes and enforce our agreements. When information is no longer required, we take reasonable steps to delete or de-identify it.

Your choices and rights

You can access, review and update the information associated with your account at any time from within the app. Subject to applicable law, you may also request access to, correction of, or deletion of your personal information. You may delete your account and request deletion of the associated personal information at any time — from the account settings within the app, or by contacting us using the details below. We action verified deletion requests as required by applicable law, except where we are permitted or required to retain certain information.

Security

We use administrative, technical and physical safeguards designed to protect personal information against loss, theft and unauthorised access, use or disclosure. No method of transmission or storage is completely secure, however, and we cannot guarantee absolute security.

Children’s privacy

The Services are not directed to children, and we do not knowingly collect personal information from children under the age of 13 (or the minimum age required in your jurisdiction). If you believe a child has provided us with personal information, please contact us and we will take steps to delete it.

Changes to this policy

We may update this privacy policy from time to time. When we make material changes, we will revise the “last updated” date above and, where appropriate, provide additional notice within the Services. Your continued use of the Services after an update takes effect constitutes acceptance of the revised policy.

Contact us

If you have questions about this privacy policy or how we handle your personal information, or if you wish to exercise your privacy rights, you can reach us through the contact form at emsentia.com.

Terms of service

Last updated: 10 August 2026

These terms of service (the “Terms”) govern your access to and use of the emSentia websites, applications and services, including the emSentia scheduling application at meet.emsentia.com (together, the “Services”). By accessing or using the Services, you agree to be bound by these Terms. If you do not agree, please do not use the Services.

The Service

emSentia provides tools for proposing meeting times, collecting availability from participants, and confirming and sending calendar invitations. We may add, change or remove features from time to time, and we may offer the Services under free and paid plans. Where a paid plan applies, the applicable fees and terms will be presented to you before you purchase.

Your account and responsibilities

You are responsible for the information you provide, for maintaining the security of any sign-in method associated with your account, and for the activity that occurs under it. You agree to provide accurate information and to keep it current. You must be at least the age of majority in your jurisdiction, or have the consent of a parent or guardian, to use the Services.

Acceptable use

You agree not to misuse the Services. In particular, you will not use them to break the law; to send spam or unsolicited messages; to infringe the rights of others; to upload malicious code; to attempt to gain unauthorised access to the Services or to other users’ accounts; or to interfere with or disrupt the integrity or performance of the Services. We may suspend or terminate access that we reasonably believe violates these Terms or harms other users.

Connecting third-party accounts

The Services let you optionally connect a third-party account, such as Google Calendar, so that we can show your availability and add booked meetings to your calendar. When you connect such an account you authorise us to access it for those purposes, and your use of the connected service remains subject to that provider’s own terms. You can disconnect at any time. Our handling of information obtained through a connected account is described in our privacy policy.

Content you submit

You retain ownership of the information you submit through the Services, such as poll options, availability and participant details. You grant us a limited licence to host, process and transmit that information as necessary to operate and provide the Services to you and your participants. You are responsible for ensuring you have any consent needed to provide information about other people, including participant names and email addresses.

Availability and changes

We aim to keep the Services available and reliable, but we do not guarantee that they will be uninterrupted, error-free or secure. We may modify, suspend or discontinue all or part of the Services at any time, and we may set limits on certain features or restrict access, without notice or liability.

Disclaimer

The Services are provided “as is” and “as available”, without warranties of any kind, whether express or implied, including any implied warranties of merchantability, fitness for a particular purpose and non-infringement. We do not warrant that the Services will meet your requirements or that any scheduling, reminder or calendar operation will be delivered without delay or error.

Limitation of liability

To the fullest extent permitted by law, emSentia will not be liable for any indirect, incidental, special, consequential or punitive damages, or for any loss of profits, data, goodwill or other intangible losses, arising out of or relating to your use of, or inability to use, the Services. To the fullest extent permitted by law, our total liability for any claim relating to the Services will not exceed the greater of the amount you paid us for the Services in the twelve months before the claim, or one hundred Canadian dollars (CAD $100).

Indemnity

You agree to indemnify and hold harmless emSentia from any claims, losses, liabilities and expenses (including reasonable legal fees) arising out of your use of the Services, the content you submit, or your breach of these Terms.

Termination

You may stop using the Services at any time. We may suspend or terminate your access if you breach these Terms, or where we reasonably consider it necessary to protect the Services or other users. Provisions that by their nature should survive termination — including ownership, disclaimers, limitation of liability and governing law — will survive.

Governing law

These Terms are governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein, without regard to conflict-of-laws principles. The courts located in Ontario will have exclusive jurisdiction over any dispute arising out of or relating to these Terms or the Services, subject to any non-waivable rights you may have as a consumer.

Changes to these terms

We may update these Terms from time to time. When we make material changes, we will revise the “last updated” date above and, where appropriate, provide additional notice within the Services. Your continued use of the Services after an update takes effect constitutes acceptance of the revised Terms.

Contact us

If you have questions about these Terms, you can reach us through the contact form at emsentia.com.