Privacy Policy

Last updated: November 4, 2026

1. Introduction

We at Earlybird value your privacy. This Privacy Policy describes how we collect, use, disclose, and protect your personal data when you use our Service.

2. Data we collect

a) Information you provide

  • Registration details: name, email, password.
  • Profile information: company, role, network details, photo.
  • Content you upload: your contacts, data imports (e.g., from LinkedIn, CRM), any other data you submit.
  • Payment information: billing details, payment method (handled via third-party payment processor).
  • Communications: messages you send through Earlybird, support requests.

b) Automatically collected data

  • Usage data: pages visited, features used, time spent, connection events.
  • Device & log data: IP address, browser or device type, operating system, the pages you view, links you click.
  • Cookies and tracking: we use cookies and similar technologies to collect info (see below).

c) Third-party sources

  • If you import contacts from LinkedIn, email, CRM: you may provide us data collected by or about you from those services (with your consent).
  • We may receive information from our service providers and partners.

3. How we use your data

We use your information to:

  • Provide, operate and maintain the Service.
  • Support your registration and authentication.
  • Process payments and manage subscriptions.
  • Enable features like network search, AI matching, recommendations.
  • Improve and customize the Service (analytics, product development).
  • Communicate with you (service updates, promotional offers, surveys).
  • Comply with legal obligations.

4. Legal bases for processing (EU)

To the extent required under EU-GDPR:

  • Performance of contract (to provide the Service you requested).
  • Legitimate interests (improving Service, preventing fraud, security).
  • Consent (where you give it specifically).
  • Compliance with legal obligations.

5. Sharing your data

We may share your personal data with:

  • Service providers and subcontractors (payment processors, email, hosting, analytics).
  • Affiliates and subsidiaries (if any).
  • Legal authorities or third parties when required by law or to protect rights.
  • In connection with a merger, acquisition, or sale of assets (you'll likely receive notice).
  • Other users: If you choose to share data (e.g., creating a circle, inviting contacts) those recipients will have access to the data you share.

We do not sell your personal data to third-parties.

6. International data transfers

Your data may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). When we do so, we'll ensure appropriate safeguards are in place (standard contractual clauses, etc.).

7. Data retention

We will retain your personal data only as long as necessary for the purposes set out in this policy (or as required by law). When no longer needed, we will securely delete or anonymize your data.

8. Your rights (EU)

Where applicable, you have the right to:

  • Access your personal data and receive a copy.
  • Rectify inaccurate or incomplete data.
  • Erase your personal data ("right to be forgotten").
  • Restrict processing.
  • Object to processing.
  • Data portability (receive your data in a structured, commonly used format).
  • Withdraw consent at any time (where processing is based on consent).
  • Lodge a complaint with a supervisory authority (e.g., your local Data Protection Authority).

9. Cookies & tracking technologies

We use cookies and similar technologies to recognise you, maintain your session, analyse usage, and personalise your experience. You can disable cookies via your browser settings, but this may affect the Service's functionality.

10. Security

We take appropriate technical and organisational measures to protect your personal data against accidental or unauthorised destruction, loss, alteration, access or disclosure. However, no internet transmission is completely secure and we cannot guarantee absolute security.

11. Children's privacy

Our Service is not directed to children under 16 (or other age as required by local law). We do not knowingly collect personal data from anyone under that age. If you become aware that a minor provided us with personal data, please contact us and we will delete it.

12. Changes to this Privacy Policy

We may modify this Privacy Policy from time to time. We'll post the updated version with a new "Last updated" date. Your continued use after changes means you accept them.

13. Connected apps: Gmail, Google Calendar and WhatsApp

Gmail, Google Calendar and WhatsApp are optional apps that you can connect on the Connectors page. We read your Gmail and Google Calendar only after you connect them yourself. WhatsApp works differently: to link it you first send a message to our WhatsApp number, and what we do with that message is described under WhatsApp below. You can disconnect any of these apps at any time. This section adds to the rest of this policy and applies first to data that comes from these apps. Gmail and Google Calendar are services of Google LLC. WhatsApp is a service of Meta Platforms, Inc. Earlybird is not affiliated with, sponsored or endorsed by Google, Meta or WhatsApp.

How the assistant uses these apps

  • The assistant reads your mail or calendar only when you ask it something that needs them. We do not scan your mailbox or calendar in the background.
  • To write an answer, the assistant sends the text it needs (for example the messages or events it looked up, and your question) to OpenAI, which provides the AI model. OpenAI's API terms say that data sent through its API is not used to train its models by default, and that it may be kept for a limited period (by default up to 30 days) to monitor abuse. See OpenAI's own policies for the current terms.
  • Creating a draft, sending an email, changing a message and creating or changing an event each need your approval in the chat, every time. None of these can be done from WhatsApp.
  • The assistant's replies are saved in your chat history and can quote details from your mail or calendar. They stay until you delete the chat or your account.
  • The assistant is an AI. It can be wrong or incomplete, so check anything important before you rely on it.
  • Our hosting and database providers store this data for us as our processors, and the recipients named for each app below receive it as described there.

Gmail

When you connect Gmail you choose which permissions to give: read mail, create drafts, send mail, and manage mail (archive, mark as read or unread, star, move to the trash). Earlybird asks Google only for the permissions you tick. Google's permissions for drafts and for managing mail also technically allow sending email from your account. Earlybird's assistant sends mail only if you also tick Send mail.

  • What we access: the messages the assistant looks up for you: sender, recipients, Reply-To address, subject, date, the text of the message (long messages are cut off) and the names of attachments. We do not read the attachments themselves.
  • What we use it for: only to answer your requests in the chat or on WhatsApp, and to draft, send or update mail after you approve. We use it for nothing else.
  • What we keep: your Google account email address, the permissions you gave, and the access tokens Google issues, which are stored encrypted. In your chat history we keep the sender, recipients, subject, date and id of the messages the assistant looked at, and its replies. We remove the text, snippets and attachment names of messages before saving. The text of a draft or an email waiting for your approval is held for up to about 11 minutes so you can approve it, and is then discarded.
  • Who receives it: Google (to run your mailbox); OpenAI (the text the assistant reads, to write the answer); and, if you use WhatsApp, Meta (an answer that quotes your mail passes through WhatsApp). We do not sell your Gmail data and do not use it for advertising.
  • People who read it: Earlybird staff do not read your Gmail data, except with your permission, to investigate abuse or a security problem, or when the law requires it.
  • AI training: we do not use your Gmail data to develop, improve or train AI or machine learning models.
  • People who email you are not our users. We handle their messages only to do what you asked, and only as described here.

Earlybird's use of information received from Google Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements.

Your choices: disconnect Gmail on the Connectors page at any time. We then delete the stored access tokens and ask Google to revoke our access. You can also remove Earlybird's access at myaccount.google.com/permissions. You can delete chats from your chat history, and you can ask us to delete your data using the contact details below.

Google Calendar

When you connect Google Calendar you choose between Read only and Read & edit.

  • What we access: the events the assistant looks up on your primary calendar: title, start and end time, location, description and attendees. With Read & edit it can also create and change events after you approve.
  • What we use it for: only to answer your requests in the chat or on WhatsApp, and to create or change events after you approve. We use it for nothing else.
  • What we keep: your Google account email address, the access level you gave, and the access tokens Google issues, which are stored encrypted. The events the assistant looks up are saved in your chat history together with its replies, which can quote event details.
  • Who receives it: Google; OpenAI (the event details the assistant reads, to write the answer); and, if you use WhatsApp, Meta (an answer that quotes your events passes through WhatsApp). We do not sell your calendar data and do not use it for advertising.
  • People who read it: Earlybird staff do not read your calendar data, except with your permission, to investigate abuse or a security problem, or when the law requires it.
  • AI training: we do not use your calendar data to develop, improve or train AI or machine learning models.
  • Attendees of your events are not our users. We handle their details only to do what you asked, and only as described here.

Earlybird's use of information received from Google Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements.

Your choices: disconnect Google Calendar on the Connectors page at any time, or change between Read only and Read & edit. Disconnecting deletes the stored access tokens and asks Google to revoke our access. You can also remove access at myaccount.google.com/permissions. You can delete chats from your chat history, and you can ask us to delete your data using the contact details below.

WhatsApp

WhatsApp lets you chat with the assistant from your phone. You link your own number on the Connectors page: you send a message to Earlybird's WhatsApp number, we reply with a code, and you enter the code on the Connectors page. Your first message is your opt-in. We reply only to messages you send us, and you can stop at any time by sending "unlink" or by disconnecting on the Connectors page.

  • What we access: your WhatsApp number as Meta reports it, and the messages you send us.
  • What we use it for: to answer you with the assistant. Over WhatsApp the assistant can look things up and make changes, including creating drafts or sending email, only after your explicit approval for each action.
  • Before you finish linking: when you send a message to our number, including the first message that starts linking, we receive your WhatsApp number and the text of the message, even if you never finish linking. We use them only to reply: with a code if the message is a link request, or otherwise with a short reply asking you to link your account on the Connectors page. A message from a number that is not linked is not saved in any chat history and is not sent to OpenAI. For a link request we keep your number, a one-way hash of the code and the link attempt against your account. The attempt stops working after 10 minutes and is removed when we next clear expired attempts. We also keep short-lived technical records: the id of each message for up to 24 hours, so that we do not answer it twice, and a counter that lasts a minute to limit how fast one number can message us.
  • What we keep: the link between your number and your account, until you unlink. Your messages and the assistant's replies are saved in your chat history here, like any other chat, until you delete the chat or your account.
  • Who receives it: Meta processes your messages to deliver them, under its own terms and privacy policy, which apply to your use of WhatsApp. Your messages are also sent to OpenAI to write the answers. If you have connected Gmail or Google Calendar, an answer can include details from them. Those details then pass through Meta's service and are saved in your chat history.
  • What not to send: do not send payment card numbers, bank account numbers, ID numbers or health information over WhatsApp. WhatsApp's rules restrict this kind of information, and you should not ask the assistant for it by WhatsApp either.
  • Your number only: link only a number that you own and use. We act on your instructions, and you are responsible for what you ask for.

Your choices: send "unlink" in WhatsApp or disconnect on the Connectors page, and we delete the link to your number. Send "new chat" to start a fresh conversation. You can delete chats from your chat history, and you can ask us to delete your data using the contact details below.

Your agreement

Before you connect an app, we show you a summary of this section and ask you to tick a box to confirm that you have read it, together with the matching part of our Terms. We keep a record of when you did this and which version of the text you agreed to, so that we can show it later. When we change this section in a way that matters, we ask you to agree again before your next connection.

14. Contact us

If you have questions about these policies or our data practices, contact us at:

Contact support
Keizersgracht 452
1016 GD, Amsterdam
Netherlands