PRIVACY NOTICE
Last updated: 3 November 2026
This notice explains what personal data MB „Ainora“ processes when you visit or sign in to our voice and messaging AI platform (the Platform), and when a business connects its calendar, mailbox or messaging accounts to it. It applies whichever brand or web address the Platform shows. Businesses we invite to the Platform receive our full Privacy Policy in their account.
1. WHO WE ARE
The Platform is operated by:
Legal name: MB „Ainora“ Legal entity code: 307006350 Registered office: A. Smetonos g. 3-32, LT-01115 Vilnius, Lithuania Email: info@ainora.lt
We and us mean MB „Ainora“. The Platform may be presented under the brand of a partner that sells it. We still operate the Platform and process the data described in this notice. On the consent screens of Google and Microsoft, the Platform's calendar and mailbox connections appear under the name Booking Assistant, which is a name of this Platform.
2. OUR TWO ROLES
We act for ourselves. For visitors to the Platform, for people who hold an account on it, and for billing, support and security, we are the controller. Section 3 describes this data.
We act for the business. When a person calls or writes to a business that uses the Platform, or when a business connects its calendar, mailbox or messaging accounts, that business decides why and how the data is used. It is the controller, and we are its processor: we handle the data only on its instructions, under a data processing agreement.
If you called or wrote to a business and have a question about your data, please contact that business first. If you contact us instead, we pass your request on to it within 5 working days.
3. DATA WE CONTROL
| Data | Why we use it | Legal basis (GDPR Article 6(1)) |
|---|---|---|
| Account and sign-in data: name, work email, role, one-time codes, sign-in times | To create your account and sign you in | Performance of a contract (b); legitimate interest in running the service (f) |
| Company and billing data: company details, contact persons, invoices, payments | To provide the service, invoice it and keep accounting records | Performance of a contract (b); legal obligation (c) |
| Support correspondence: emails and requests you send us | To answer you and improve support | Performance of a contract (b); legitimate interest (f) |
| Security and technical logs: IP address, device and browser data, actions taken in the account | To keep the Platform secure, investigate faults and prevent misuse | Legitimate interest in security (f) |
We receive this data from you, from the business that holds the account, or from the partner that created it. Without it we cannot provide an account. We do not sell personal data and we do not use it for advertising.
4. HOW LONG WE KEEP IT
| Data | Kept for |
|---|---|
| Account and sign-in data | While the account exists and up to 30 days after it is closed |
| Support correspondence | While the account exists and up to 12 months after |
| Invoices and accounting records | For the period accounting and tax law requires, generally 10 years |
| Technical logs | No longer than 12 months |
| Backups | Deleted in the normal rotation cycle, no later than within 6 months; until then they remain encrypted and are not used |
5. WHO RECEIVES IT AND WHERE
The data is stored on servers in Germany and Finland, with our hosting provider Hetzner Online GmbH. Where needed, we also share it with our accountants, banks and professional advisers, and with authorities where the law requires. Where a service provider outside the European Economic Area receives personal data, the transfer relies on adequate protection under Chapter V of the GDPR, such as the EU-US Data Privacy Framework (DPF) or standard contractual clauses (SCC). To receive a copy of the safeguards, write to info@ainora.lt.
6. CALENDAR, MAILBOX AND MESSAGING CONNECTIONS
A business can connect its calendar so that its assistant can check availability and manage bookings during a conversation, its mailbox so that its assistant can answer the email its clients send, and its own WhatsApp Business account, Facebook page or Instagram account so that its assistant can answer the messages its clients send there. For this data the business is the controller and we are its processor. The calendar and mailbox connections are entirely separate: they use different applications and are connected and revoked separately. Connecting a calendar gives us no access to email, and connecting a mailbox gives us no access to the calendar. Neither gives us access to contacts, files or any other data.
Calendar: what we access and why
We request only the narrowest calendar scopes each provider offers, plus a basic sign-in scope so the dashboard can show which account is connected.
Google Calendar. Scopes requested: https://www.googleapis.com/auth/calendar.events (create, read, update and delete booking events) and https://www.googleapis.com/auth/calendar.freebusy (read free/busy availability only). Sign-in scopes: openid and email, used only to obtain the connected account's email address; they give no access to email messages.
Microsoft Outlook / Microsoft 365. Scope requested: Calendars.ReadWrite (delegated) plus offline_access. Sign-in scopes: openid, profile and email, used only to obtain the connected account's email address; they give no access to the mailbox.
Why. To read availability and to create, reschedule and cancel booking events on the connected business's behalf. During a conversation the assistant uses only free/busy availability to find open slots, plus the booking events it creates or changes; it never reads the contents of other events. When a business opens the calendar view in its own dashboard, we fetch the events' times, titles and locations from the connected calendar solely to display them back to that business; we do not store or analyse them.
Mailbox: what we access and why
This is a separate, optional connection. A business that never connects a mailbox is never asked for any mail permission.
When a new message arrives in the connected inbox, the provider notifies us. We then fetch that message only, its headers and body, remove the quoted history and signature, and pass the remaining text to the assistant, which composes a reply and sends it from the same mailbox in the same conversation thread.
- Only mail that arrives after connecting. We record a starting point when the mailbox is connected and read forward from it. We do not read, index, export or scan mail already in the mailbox.
- Only the inbox. Mail in Sent, Drafts and other folders is not delivered to us.
- No unsolicited mail. Every message we send is a reply, in thread, to a message that arrived in the connected mailbox. Automated messages and bounces are left unanswered.
- No attachments. Attachments are not downloaded in either direction.
Gmail. Scopes requested: https://www.googleapis.com/auth/gmail.readonly (read the message that just arrived, so the assistant can answer it) and https://www.googleapis.com/auth/gmail.send (send the reply). Sign-in scopes: openid and email, used only to read the mailbox's own address, to route mail to the right business account and show which mailbox is linked. A narrower scope is not enough: Google's metadata-only mail scope does not return the body of a message, and an assistant that cannot read the question cannot answer it. The send scope permits sending only.
Microsoft Outlook mail. Scopes requested: Mail.Read and Mail.Send (delegated), plus offline_access, for the same purpose.
What we store from mail. The text of the message that arrived and the reply the assistant sent are stored as a conversation in the business's dashboard for 12 months, unless another period is agreed with the business. We also store a position marker, so that the same message is never answered twice, and the mailbox address with an encrypted access credential. We do not store other mail, folder structure, contact lists or attachments.
WhatsApp, Instagram and Facebook Messenger
These are the business's own accounts, which it uses under its own terms with Meta. When a client writes to the business there, the assistant reads the message and replies in the same conversation. The messages are stored as conversations in the business's dashboard for 12 months, unless another period is agreed with the business. WhatsApp message traffic passes through our telephony provider, Telnyx LLC.
Who receives this data
Data received through these connections goes to the sub-processors needed to provide the feature: the AI language models (Anthropic, PBC and Google LLC) and our hosting provider (Hetzner Online GmbH). If a business authorises a partner to manage its account, that partner can see the stored conversations in the dashboard. What is said aloud in a call about an appointment also passes through the telephony, transcription and voice sub-processors as part of that call, and a notification about it may be sent by email through Resend (Plus Five Five, Inc.). The access tokens are never given to any sub-processor.
Google API Services – Limited Use
The use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy (https://developers.google.com/terms/api-services-user-data-policy), including its Limited Use requirements. This applies to all Google user data we receive, Google Calendar data and Gmail message content alike. We do not use it for advertising, we do not sell it, we do not transfer it to others except as needed to provide or improve this feature, to comply with law, or as part of a merger or acquisition, and we do not allow humans to read it except as needed for support with explicit consent, to comply with law, or for security. Google user data is never used to develop, improve or train generalized or foundational AI/ML models.
How connection tokens are protected
- The long-lived refresh token is encrypted before it is written to our database. Plaintext tokens are never stored.
- Access tokens are short-lived, created on demand and discarded after use.
- Each business's connection is stored under its own account and protected by database row-level security.
- Tokens are decrypted only on the server, in the part of the system that talks to Google, Microsoft or Meta. The voice and telephony layer never receives them.
How to disconnect
A business can disconnect any connection at any time, each one separately. Disconnecting immediately stops our use of that calendar, mailbox or account and permanently invalidates the stored token. Booking events already written to a calendar stay there. Mail stays in the mailbox, and we never remove or alter it.
- In the dashboard: open Integrations and click Disconnect on the connection.
- At the provider, for full revocation: remove access at myaccount.google.com/permissions (https://myaccount.google.com/permissions) for Google, at account.microsoft.com/consent/manage (https://account.microsoft.com/consent/manage) for Microsoft, and in the Meta Business settings for WhatsApp, Instagram and Facebook.
7. SECURITY
We apply technical and organisational measures appropriate to the risk, including encryption in transit (TLS 1.2 or later) and at rest (AES-256 or equivalent), separation of each customer's data, two-factor authentication for administrative accounts, least-privilege access, activity logs and encrypted backups. If a personal data breach affects a business's data, we tell that business without undue delay and no later than 24 hours after becoming aware of it.
8. YOUR RIGHTS
Subject to the conditions in the law, you have the right to access your personal data, to have it corrected or deleted, to restrict its processing, to object to it, and to receive it in a portable format. Where processing is based on consent, you may withdraw it at any time. You can object to processing based on legitimate interest.
For data we control, write to info@ainora.lt. For conversation data, contact the business you spoke or wrote to; we help it to answer you. We answer within one month.
You also have the right to lodge a complaint with a data protection authority, in particular in the country where you live or work. Our authority is the State Data Protection Inspectorate of the Republic of Lithuania (Valstybinė duomenų apsaugos inspekcija, vdai.lrv.lt).
The Platform is for businesses and is not directed at children.
9. HOW TO HAVE YOUR DATA DELETED
- Your account or other data we control: write to info@ainora.lt from the email address of your account. We delete the data, except what the law requires us to keep (such as invoices), and confirm in writing within one month.
- A conversation with a business: ask that business. It can delete the data or instruct us to, and we carry it out.
- A connected calendar, mailbox, WhatsApp, Instagram or Facebook account: the business disconnects it as described in section 6. The stored token is invalidated at once, and the stored conversations are deleted at the end of their retention period or earlier if the business asks us in writing.
10. COOKIES
The Platform uses only the cookies it needs to work: one that keeps you signed in, one that remembers your language, and one that remembers a view you chose. We use no advertising or analytics cookies, so we do not ask for cookie consent.
11. CHANGES TO THIS NOTICE
We may update this notice as the service or the law changes. The date at the top shows the latest version.
12. CONTACT
Questions about this notice or your data: info@ainora.lt, or MB „Ainora“, A. Smetonos g. 3-32, LT-01115 Vilnius, Lithuania.