How we handle AI & LLM data

This policy governs how data is managed, stored, and used when TEAMCAL AI's services interact with large language models (LLMs). It covers ADI (Augmented Decision Intelligence) and Zara AI — our two AI-powered scheduling assistants.

By using teamcal.ai and/or a TEAMCAL AI account, you agree to this LLM Data Policy and our Terms of Service. This policy was last updated April 2026.

You own the data fed into or generated by the LLM. Data is maintained by your organisation and can be requested at any time by emailing support@teamcalendar.ai.

TEAMCAL AI does not claim ownership of any content you submit, generate, or share via ADI or Zara AI.

Data entered via the ADI bot or Slack/Teams integration may be processed by the LLM to fulfil scheduling requests. This usage aligns with privacy regulations and ethical standards.

TEAMCAL AI does not:

• Use your calendar content or scheduling data to train external AI models
• Share LLM inference data with third-party model providers beyond what is needed to process your request
• Use Google Workspace APIs or Outlook Active Directory data for generalized AI or ML model training

If data is used internally to improve service quality, it is aggregated or de-identified unless contractually agreed otherwise.

Data from different customers and users is strictly isolated to prevent data leakage or cross-contamination. This is enforced at the infrastructure level — each tenant's data is logically separated within our AWS environment.

This means data entered by one organisation's users is never accessible by another organisation, even when sharing the same underlying LLM infrastructure.

Geographical location: All data is stored and processed in AWS US-East (North Virginia), United States.

No cross-border transfers: We do not transfer data outside the USA. If you are accessing the service from the EU or other regions, your data remains hosted in the US in accordance with our Data Processing Agreement. EU customers may request EU Standard Contractual Clauses (SCC) via legal@teamcalendar.ai.

Data segmentation: Data from different regions is logically segmented to comply with applicable residency requirements.

We actively pursue SOC 2 Type II compliance. Current status and audit controls are published at trust.teamcal.ai.

Our LLM data handling practices are designed to comply with GDPR, CCPA, and HIPAA requirements, depending on your jurisdiction and industry. Healthcare customers can request a Business Associate Agreement (BAA).

We regularly audit data residency compliance to ensure data stays within approved geographic boundaries.

When you sign up for TEAMCAL AI, you consent to data usage as described in this policy and our Privacy Policy. We clearly state that data may be processed by LLMs to deliver scheduling functionality.

TEAMCAL AI is committed to transparent data handling. We will promptly notify customers of any confirmed data incidents and work to resolve issues related to data misuse or breaches.

We may update this policy from time to time. If we make significant changes, we will notify you by posting an announcement on the website or sending an email. Changes may go into effect immediately to ensure service continuity.