Privacy Policy

Effective September 24, 2026

CalaBreak is made by Outer Sunset Studios LLC, a small software studio in San Francisco. This policy covers calabreak.com, the CalaBreak web app at app.calabreak.com, and the CalaBreak API. It says what we collect, why, who else sees it, and how to have it deleted. The short version: we collect what it takes to run your team’s break schedules and bill your company, we run no analytics or advertising, and we never sell data.

Two kinds of people, two kinds of data

Users are the people who sign in to CalaBreak: the admins, editors and commentators of a company’s account. Staff are the people whose shifts and breaks a company schedules. Staff usually never sign in; their names and shifts are entered by their employer.

For staff data, CalaBreak works on behalf of the company that entered it. The company (our customer) decides what goes in and is responsible for having the right to put it there. We process it only to provide CalaBreak to that company, and under the California Consumer Privacy Act we act as the company’s service provider. If you are a staff member and want to see, correct or delete your information, ask your employer; we will help them do it.

What we never collect

• We use no analytics services, advertising networks, tracking pixels or tracking cookies. We do not sell data, share it for advertising, or build profiles.
• We never see or store full payment card numbers. Stripe handles them (see below).

What we collect about users

• Account: your email address, your first and last name if you give them, and your password, stored only as a salted bcrypt hash. Used to sign you in, to show your name to your teammates, and to email you about your account.
• Team membership: which company accounts you belong to and your role in each (admin, editor or commentator), which invitation you joined through, and which schedules you were added to as a commentator.
• Sessions: when you sign in, the server issues a short-lived access token (15 minutes) and a refresh token that lasts 30 days. The browser keeps the access token in its local storage and the refresh token in a single sign-in cookie (calabreak_refresh, readable only by our server); the server keeps only a hash of the refresh token, with its dates. That cookie is strictly necessary to keep you signed in; we set no other cookies.
• Activity history: CalaBreak records who created, changed, deleted or restored each schedule, with the time and, where a change can be undone, a snapshot of what it replaced. Admins see this history so they can review and undo changes.
• Server logs: our servers record the request path, time and IP address of each request, as any web server does, to keep the service running, apply rate limits and investigate abuse. Logs are kept for a short time and then discarded.

What your company puts into CalaBreak

• Schedules: the event name, date and venue address, map pins for work areas, hot times, position priorities, internal notes and public notes.
• Staff: each person’s name, position, area, shift start and end, hours, whether they are a floater, and an optional accommodation note.
• Imported files: when you import staff from a CSV file, we keep the file’s name and contents with the schedule so it can be re-mapped later, and we remember how your company’s columns were mapped.

Please keep accommodation notes practical (“no stairs”, “break by 1 pm”). Do not enter medical diagnoses, health information or other sensitive personal details about staff; CalaBreak does not need them to schedule breaks.

Share links

An editor can create a read-only link to a schedule. Anyone who has that link can see, without signing in, the company name, the schedule’s name, date, address, map pins and public notes, its hot times, and the computed break schedule, including staff names and their break times. Internal notes are never shown. Turning sharing off, or moving the schedule to the trash, makes the link stop working. Share links only with people who should see the schedule.

Billing

Subscriptions are billed by Stripe. When your company starts a trial or subscribes, you enter card details on Stripe’s checkout page, not ours. We store only Stripe’s customer and subscription identifiers for your company, the subscription status, and the trial and billing-period dates. Stripe processes payment information under its own privacy policy (stripe.com/privacy).

One free trial per company. To keep the 14-day trial from being claimed again and again, we keep a record of each trial start: Stripe’s fingerprint of the card (an identifier Stripe derives from the card number; we never see the number itself), one-way hashes of the admin’s email address, its domain and the company name, a one-way hash of the network address the trial was started from, and the date. A card, email address or company that has already had a trial gets no second one; a matching hash or a staff list that largely matches another company’s may be flagged for us to look at. This record is kept after the account or company is deleted (see below), because that is the moment it is needed.

Maps

When you pick a venue or pin a work area on a map, the web app loads Google Maps in your browser. Google receives your IP address and what you search for or click on the map, under Google’s privacy policy (policies.google.com/privacy). We store only the address, link and coordinates you choose to save. Pages that do not show a map do not load Google Maps.

Email

We send account email only: password resets you ask for, and messages about your account and your company’s trial and billing. Team invitations are links your admin shares; we do not email them. Mail is sent through Amazon SES. When we send, SES reports back what became of the message (delivered, bounced, marked as spam), and we keep those reports so we stop sending to an address that bounces permanently or complains. There is no newsletter, and we do not share your address.

Mail you send to hello@calabreak.com is received by Amazon SES, stored in our Amazon S3 storage, and forwarded to our company inbox so we can answer it.

Who else sees your data

We do not sell data and we do not share it with advertisers. These services process some of it so CalaBreak can work:

• Amazon Web Services (United States, us-east-1): hosts the website and web app, the API server, the database (encrypted, with daily backups kept for seven days) and the stored mail, and sends our email.
• Stripe: subscriptions and payments.
• Google: maps, only when you use a map.

We may also disclose information when the law requires it, or to protect the rights and safety of our users and the service.

How long we keep it

• Schedules stay until your company deletes them. A deleted schedule goes to the trash, where an admin can restore it or delete it permanently. The activity history records that a schedule was deleted and survives the permanent deletion.
• A user’s account stays until it is deleted. An admin can remove a member from the company account at any time.
• Deleting your account (Account › Delete account) locks it and signs it out everywhere at once. For 30 days you can restore it by logging in; after that it is deleted permanently. The company’s change history keeps a record of what was done but replaces your name with “Former member”. A company’s admin must transfer ownership or delete the company first.
• Deleting a company (Account › Companies you run) locks it for everyone at once and stops its share links and invite links. Its subscription is set to end with the current billing period, so a trial is never charged. For 30 days the admin can restore it; after that the company, its schedules, staff information, imported files, history, and the user accounts the company created are deleted permanently.
• You can also ask us to delete an account by emailing hello@calabreak.com from its email address. Deleted data can remain in the database backups for up to seven more days after permanent deletion, until they are overwritten.
• The trial-start record described under Billing is kept indefinitely, including after the account and company it belongs to are deleted. It contains no name, email address, card number or network address in the clear, only one-way hashes and Stripe’s card fingerprint.
• Stripe keeps billing records for as long as financial law requires.

Your choices and rights

• Delete your account or your company in the app, as described above, at any time.
• Ask us for a copy of your data, to correct it, or to delete it, at hello@calabreak.com. We answer within 30 days and will not treat you differently for asking.
• California residents have the rights of the California Consumer Privacy Act: to know what personal information we collect and how we use it, to delete it, to correct it, and to not be discriminated against for using these rights. We do not sell or share personal information as the CCPA defines those terms, so there is nothing to opt out of.
• Staff members: see “Two kinds of people” above. Your employer controls your schedule data; ask them, and we will help them.

Children

CalaBreak is a business tool and is not directed at children under 16. We do not knowingly collect personal information from them. If you believe a child’s information was entered, email us and we will remove it.

Security

All traffic uses HTTPS. Passwords are stored only as salted bcrypt hashes. The database is encrypted at rest and is not reachable from the internet. Sign-in tokens are short-lived and refresh tokens can be revoked. No system is perfectly secure; if we learn of a breach affecting your data, we will tell affected customers promptly and as the law requires.

Changes

When we change this policy, the date at the top changes. For significant changes we will tell account admins by email before they take effect.

Contact

Questions or requests: hello@calabreak.com. Outer Sunset Studios LLC, San Francisco, California.