Privacy Policy

Effective September 25, 2026 · ARENNA Inc.

ARENNA Inc. operates ARENNA, a service for instructors, clubs and participants to manage schedules, bookings and related communications. This policy describes how we handle information through our websites and app. Contact info@arenna.co with privacy questions or requests.

Information we handle

• Account and profile information: name, email address, phone number, profile images and information you or your service provider supply. Google sign-in provides account identifiers, email and basic profile information.
• Scheduling and transactions: availability, lesson and club details, bookings, participants, attendance, payment status, cancellations and related records.
• Communications and uploads: messages, contact information, support requests, feedback, images and audio you submit. Instructors and clubs may provide client details to coordinate their services.
• Technical information: device and browser information, IP addresses, usage events, cookies or browser storage used for sign-in, preferences, analytics and service operation.

How information is used and shared

We use information to operate accounts, coordinate bookings, show availability, process service-related transactions, deliver communications, provide support, improve reliability and protect the service. Relevant booking and contact details are shared with the instructor, club or participants involved in the service. Information you publish on a public profile can be viewed publicly.

Service providers process information to support hosting, storage, payments, analytics, messaging and features you choose to use. AI-assisted features may process the messages, instructions and scheduling context needed to respond or prepare suggestions. Review suggestions before relying on them. Information may also be disclosed where necessary to meet legal obligations or protect rights and safety. Processing may take place outside your country.

Optional Google Calendar access

Google sign-in and connecting Calendar are separate actions. ARENNA requests Calendar access when you choose to connect it or add a booking to your calendar.

• Calendar events: calendar.events.owned lets ARENNA create, update and delete events for ARENNA bookings on calendars you own. Event times may be read during rescheduling to distinguish an existing booking from other commitments.
• Calendar list: calendar.calendarlist.readonly lists the calendars you own so ARENNA knows which ones to check for availability.
• Free/busy: calendar.freebusy reads occupied time intervals to check your availability so bookings don’t collide. The ordinary availability lookup does not need event titles or descriptions.

The instructor web flow and the separate connection-link flow request exactly these three scopes. The separate visitor “add to calendar” feature requests only calendar.events.owned to add the chosen booking. Confirmed bookings can be synchronized to an instructor’s connected calendar; a pending request alone does not create a booking event.

Google API Services — Limited Use

ARENNA is operated by ARENNA Inc. Arenna'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.

• Google Calendar data is used only to provide the calendar features you enable: checking your availability and creating, updating and deleting booking events on your calendar. Google sign-in information is used only to create and secure your ARENNA account.
• To provide booking features — the ARENNA club voice agent and the Lobby booking assistant — ARENNA may send open time slots (availability windows computed from Google Calendar free/busy information) to our AI service providers, OpenAI and Anthropic, through their business APIs. Event titles, descriptions, and attendees from Google Calendar are never sent to any AI provider.
• Google user data is never used by ARENNA to develop, improve, or train generalized AI/ML models. Under their API terms, these providers do not use data sent through their APIs to train their models; they may retain it for a limited period for safety and abuse monitoring under those terms.
• We do not sell Google user data, use it for advertising, or allow humans to read it except with your explicit consent, for security purposes, to comply with law, or when aggregated and anonymized for internal operations.
• You can disconnect Google Calendar at any time in ARENNA’s Calendar settings or in your Google Account connections, and contact info@arenna.co to request deletion of your data.

Storage, retention and security

For an instructor Calendar connection, we store the connected Google email, granted permissions and encrypted OAuth credentials on our backend. Booking records can retain Google event identifiers to synchronize changes. Refresh tokens are kept on the backend rather than included in the web app. We use access controls and encryption to protect this information.

We retain information as needed to provide the service and for security, accounting, dispute resolution and legal obligations. Retention depends on the record and purpose; disconnecting Calendar is separate from deleting your ARENNA account or booking history. Backup copies may remain until the applicable backup cycle expires.

Your choices and requests

Disconnect Google Calendar in ARENNA’s Calendar settings to remove the stored connection and stop future access through it. Disconnecting does not remove events already created in Google Calendar. You can separately revoke ARENNA’s access in your Google Account connections.

You can update your profile, manage communication preferences and contact info@arenna.co to request access, correction or deletion of your information. We may need to verify your identity and retain records required for legal or legitimate operational purposes. Depending on your location, you may have additional privacy rights, including objection, restriction, portability or a complaint to your local privacy authority.

Changes and contact

We will update this page when our practices change and revise the effective date. For questions about this policy or how ARENNA Inc. handles your information, email info@arenna.co.