---
title: Privacy Policy | GapRail
description: How GapRail (operated by TaskForth LLC) collects, uses, and protects your calendar and task data, including Google and Microsoft data disclosures.
---

[![GapRail](https://www.gaprail.com/hs-fs/hubfs/GapRail_Logo_Transparent.png?width=1672&height=941&name=GapRail_Logo_Transparent.png "GapRail")](https://gaprail.com?hsLang=en)

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# GapRail Privacy Policy

*Last updated: October 20, 2026*

## Who we are

GapRail ("GapRail," "we," "us," or "our") is a scheduling and task-management service operated by TaskForth LLC. GapRail connects to your calendar(s), finds the free gaps between your meetings, helps you decide which tasks fit those gaps, and lets you share selected availability so other people can book time with you. This Privacy Policy explains what information we collect, how we use it, who we share it with, how long we keep it, and the choices you have.

This policy applies to the GapRail application at app.gaprail.com and the GapRail website at www.gaprail.com. By using GapRail, you agree to this Privacy Policy.

## The short version

- We collect your account details, the calendar information you choose to connect, the tasks you create, and the tasks you choose to import from task feeds.
- If you use GapRail booking links, we also process the minimum information needed to calculate availability and manage bookings.
- If you book time through someone else's GapRail booking link, we may collect information such as your name, email address, and requested meeting time.
- We use this information to run the service — including calculating free time, recommending what to work on, showing safe booking availability, and managing confirmed bookings.
- We connect to your calendar with **read-only access by default**. We only use calendar write access for features you explicitly enable or authorize, such as adding approved events to a supported calendar.
- We do **not** sell your personal information.
- We do **not** use your calendar data or booking-recipient data for advertising.
- We do **not** use your calendar data to train AI models.
- Booking-recipient information is not used for marketing enrollment, behavioral profiling, task recommendation learning, or duration-learning history.
- You can disconnect your calendar, export your data, or delete your account at any time.

## Information we collect

**Account information.** When you create an account, we collect your email address and the credentials you use to sign in, managed securely by our authentication provider. If you sign in with Google or Microsoft, we receive basic profile information such as your name and email address from that provider.

**Calendar information.** When you connect a calendar, such as Google Calendar, Microsoft/Outlook, or Apple iCloud, we access and store information about your calendar events so GapRail can show your schedule, calculate your free time, determine whether a period is busy, and provide features you choose to use. This information may include event start and end times and event titles. We request **read-only** calendar access by default.

If you enable a GapRail feature that requires writing an event to a supported calendar, such as adding an approved scheduled item or confirmed booking to Google Calendar, GapRail uses write access only for the specific feature and calendar destination you authorized.

For Apple iCloud calendars, GapRail connects using an app-specific password that you create for GapRail. It is stored in encrypted form and used only to access the calendar information required to provide the service.

**Booking-link configuration.** If you create a public GapRail booking link, we store the settings needed to operate that link. Depending on the settings you choose, this may include your published booking name, timezone, working hours, meeting-duration options, minimum notice, buffers, booking horizon, unavailable dates, the calendars you choose to use for calculating availability, and the calendar you authorize as the destination for confirmed bookings.

GapRail uses your selected calendars to determine whether a time is available. Public booking pages do not disclose which calendar made a time unavailable or reveal the underlying calendar event.

**Booking-recipient information.** If you book time through a GapRail booking link, we may collect the minimum information needed to create and manage the booking, such as:

- your name;
- your email address;
- the requested meeting date and time;
- the duration of the requested meeting;
- booking status and operational timestamps; and
- information needed to securely manage or cancel the booking.

We do not require booking recipients to create a GapRail account in order to use a public booking link.

**Tasks and content you create.** We store the tasks you add, including their descriptions, due dates, time estimates, notes, the Area you assign them to, and any files you attach. This includes how long tasks actually take to complete, which we use to improve the accuracy of your own future estimates as described below.

**Task feeds.** If you choose to add a task feed — a private calendar-feed (iCal) address that another task or project tool lets you generate for your own tasks — GapRail stores that address in encrypted form and uses it only to retrieve the items in that feed. After you save a feed, GapRail shows only a shortened, masked version of its address, and feed addresses are not included in account data exports. From each feed item, GapRail imports and stores only the task title, its due date, a link back to the original item, and a one-way fingerprint of the item's identifier used to keep it in sync. GapRail does **not** import or store feed item descriptions, attendees, organizers, or locations. GapRail only reads task feeds; it never writes anything back to the tool that provides the feed, and imported feed items are not treated as calendar events or busy time. Imported tasks are handled like other tasks in your account, including duration estimates as described below. You can pause or remove a feed at any time. Removing a feed stops syncing and deletes its stored address; tasks already imported stay in your account until you delete them. Deleting your account deletes your task feeds.

**Payment information.** If you subscribe to a paid plan, payments are processed by our payment provider, Stripe. We do not store your full card number; Stripe handles that information. We keep limited billing records such as your subscription status.

**Information collected automatically.** Like most online services, we automatically collect basic technical and usage information such as your device and browser type, IP address, and information about how the service is used. We use this information to operate, secure, troubleshoot, and improve GapRail.

GapRail does not use booking-recipient information or secure booking-management information for advertising.

## How we use your information

- **Run the service** — connect your calendars, calculate your free time, show your schedule, and recommend which tasks fit your available gaps.
- **Import tasks from task feeds you add** — retrieve the feeds you choose, keep imported task titles, due dates, and links in sync, and stop when you pause or remove a feed.
- **Provide availability sharing and booking** — calculate safe available times from the calendars selected by the GapRail account owner, display those available times to booking recipients, create confirmed bookings, and support secure cancellation.
- **Prevent double booking** — recheck availability before a booking is finalized and enforce safeguards designed to prevent two people from claiming the same time.
- **Manage bookings** — process the minimum information necessary to create, manage, secure, support, cancel, and audit a booking.
- **Estimate task durations and provide forecasts.** The descriptions of the tasks you enter, and the titles of tasks imported from task feeds you add, may be processed by a third-party AI service to estimate how long tasks will take and to provide planning insights. We also use the tasks you create, including how long they actually take to complete, to improve the accuracy of your *own* future time estimates. This learning is based on activity within your own account.
- **Manage your account** and communicate with you about the service, including support and important notices.
- **Keep GapRail secure** and prevent fraud, abuse, or unauthorized access.
- **Comply with legal obligations.**

We do not use booking-recipient information for:

- advertising;
- marketing enrollment;
- behavioral profiling;
- task recommendation learning;
- duration-learning history; or
- unrelated analytics.

We do not use your information to train generalized AI models shared across other customers, and we do not use calendar data received from Google, Microsoft, or Apple to train AI models.

## Public availability and booking privacy

When a GapRail user creates a public booking link, the recipient may see the user's intentionally published booking identity and available times.

GapRail does **not** publicly disclose the underlying information that caused a time to be busy.

Public booking pages do not reveal:

- employer names;
- client names;
- source calendar names;
- connected calendar account addresses;
- event titles;
- event descriptions;
- event attendees;
- event locations;
- meeting links;
- task information; or
- which calendar caused a scheduling conflict.

GapRail uses the owner's selected calendars to determine whether a time is available, but the recipient sees only the availability result.

## Booking cancellations

Booking recipients may receive a secure cancellation link or other secure cancellation mechanism.

Cancellation credentials are designed to be single-purpose and are used only to manage the associated booking. GapRail does not intentionally send booking-management credentials to advertising systems.

When a valid cancellation is completed, GapRail updates the booking record and, where applicable, sends the authorized cancellation or deletion request to the calendar provider used for the confirmed booking.

## How we share your information

We do **not sell** your personal information, and we do not share it with third parties for their own purposes or for advertising.

The providers listed below act as service providers or subprocessors and process information only as needed to help us operate GapRail:

- **Hosting and database** — our application and data are hosted on Replit's infrastructure.
- **Authentication** — sign-in and account security are handled by our authentication provider.
- **Calendar providers** — Google, Microsoft, and Apple, to connect to the calendars you authorize and provide calendar-related features.
- **AI processing** — a third-party AI service may process the task descriptions you type and the titles of tasks imported from task feeds you add, but not your calendar event data, to generate duration estimates and planning insights.
- **Payments** — Stripe processes subscription payments.
- **Website and marketing** — our public website is hosted on HubSpot.

When you add a task feed, GapRail retrieves that feed from the tool that provides it. GapRail does not send your GapRail data to that tool.

Calendar data from Google, Microsoft, and Apple is used only to provide GapRail's features. We do not sell it, use it for advertising, use it to train generalized AI models, or send calendar event data to the third-party AI service used for task-duration estimates.

Booking-recipient data is used only to create, manage, secure, support, and audit the associated booking. We do not use booking-recipient information for advertising, marketing enrollment, profiling, task recommendation learning, or duration-learning history.

When a confirmed booking is written to an external calendar provider, the booking information stored by that provider is also subject to that provider's policies and the retention or deletion practices of the calendar account owner.

We may disclose information if required by law or when reasonably necessary to protect the rights, safety, and security of GapRail, our users, or others.

## Google user data — Limited Use disclosure

GapRail's use and transfer to any other app of information received from Google APIs will adhere to the [Google API Services User Data Policy](https://developers.google.com/terms/api-services-user-data-policy), including the Limited Use requirements.

Specifically, information we receive from Google Calendar is used only to provide and improve the user-facing features of GapRail. We do not use it for advertising, we do not sell it, and we do not use it to train generalized AI or machine-learning models.

We do not transfer Google user data to third parties except as necessary to provide or improve GapRail's user-facing features, to comply with applicable law, or in connection with a merger or acquisition under equivalent privacy protections.

When a GapRail user explicitly authorizes a supported feature that writes a calendar event, GapRail uses Google Calendar write access only for the event or booking the user authorized.

## Microsoft user data

When you connect a Microsoft or Outlook calendar, information we receive from Microsoft is used only to provide GapRail's user-facing features, in accordance with Microsoft's applicable terms.

As with Google data, we do not sell Microsoft calendar information, use it for advertising, or use it to train AI models.

GapRail currently treats Microsoft calendars as read-only for public booking availability unless a separately authorized feature states otherwise.

## Apple user data

When you connect an Apple iCloud calendar, we access it using the app-specific password you provide, and the information we receive is used only to provide GapRail's user-facing features.

We do not sell this information, use it for advertising, or use it to train AI models.

GapRail currently treats Apple calendars as read-only for public booking availability. You can revoke GapRail's access at any time by deleting the app-specific password in your Apple account settings or disconnecting the calendar in GapRail, which also deletes the stored credential.

## Data retention

**GapRail account data.** We generally keep your information for as long as your account is active. If you delete your GapRail account, we delete or de-identify your personal information within a reasonable period, except where we must retain limited information to comply with legal obligations.

Account deletion removes GapRail-held availability links, associated calendar mappings, bookings, recipient contact information, and booking audit records associated with the account according to the applicable deletion process.

Deleting a GapRail account does not automatically remove an event that has already been written to an external calendar. External calendar events are managed through the applicable booking or cancellation flow and remain subject to the external calendar provider's and account owner's retention practices.

**Calendar data.** You can disconnect a calendar at any time. Disconnecting stops future syncing and removes the stored calendar data and credentials associated with that connection according to GapRail's applicable deletion process.

**Task feeds.** We keep a task feed's encrypted address until you remove the feed or delete your account. Tasks imported from a feed are kept like other tasks in your account until you delete them or delete your account.

**Booking-recipient contact information.** Direct booking-recipient contact information, such as name and email address, may be retained for up to **30 days after the scheduled meeting ends or the booking is cancelled**, whichever applies. After that period, GapRail deletes the direct recipient contact information.

**Minimized booking and audit records.** GapRail may retain a minimized operational or audit record for up to **12 months after the scheduled meeting or cancellation**. After the direct-contact retention period ends, this minimized record does not retain the recipient's name, email address, or unnecessary event content.

The minimized record may contain limited operational information needed to establish what occurred, such as internal booking identifiers, account or availability-link identifiers, scheduled start and end times, booking status, operational timestamps, and outcome or result codes.

At the end of the applicable retention period, the minimized booking or audit record is deleted unless applicable law requires otherwise.

**Booking-management credentials.** Secure booking-management credentials are limited in duration and become unusable according to the booking-management lifecycle. They are not intended to remain usable indefinitely.

## Deletion requests from booking recipients

If you booked through a GapRail booking link and want GapRail-held personal information about that booking deleted, you may contact us at privacy@gaprail.com.

Where practical and legally permitted, we will delete your direct contact information earlier than the normal retention deadline.

If information is still necessary to manage an active booking, we may need to complete or cancel that booking before deleting information required to maintain its integrity.

If you want an active booking cancelled, use the secure cancellation process provided with the booking when available.

Deletion from GapRail does not necessarily delete copies of the booking already stored by an external calendar provider. Information stored by an external provider is also subject to that provider's policies and the calendar owner's actions.

## How we protect your information

We take reasonable technical and organizational measures to protect your information.

Calendar access credentials, task-feed addresses, and other sensitive credentials are stored using appropriate protections, including encryption where applicable. Access to systems is restricted, and information is transmitted over secure HTTPS connections.

GapRail is designed to minimize the information disclosed through public booking links. Public availability indicates whether a time can be booked without revealing the underlying calendar event or reason the time is unavailable.

Booking-management credentials are handled separately from ordinary public booking information and are designed to be limited in purpose and duration.

No method of storage or transmission is completely secure, but we work to protect your information and to promptly address identified security issues.

## Your rights and choices

Depending on where you live, you may have rights to access, correct, delete, or export the personal information we hold about you and to withdraw consent where applicable.

GapRail account holders can exercise many of these choices directly in the app, including disconnecting calendars, pausing or removing task feeds, editing or deleting information, exporting data, or deleting an account.

Booking recipients may contact us regarding personal information associated with their booking, including deletion requests.

You can contact us at privacy@gaprail.com. We will respond within the time required by applicable law.

If you are in the European Economic Area, the United Kingdom, or a U.S. state with applicable privacy laws, such as California, you may have additional rights under those laws, including the right not to be discriminated against for exercising your privacy rights.

GapRail does not sell your personal information.

## Cookies and analytics

Our website and app use cookies and similar technologies to keep you signed in, remember your preferences, secure the service, and understand how the service is used.

You can control non-essential cookies through the cookie settings available on our website where provided.

GapRail does not use booking-recipient information or secure booking-management credentials for advertising.

## Children's privacy

GapRail is not intended for anyone under 18, and we do not knowingly collect personal information from children.

If you believe a child has provided personal information to GapRail, please contact us and we will take appropriate steps to delete it.

## International users

GapRail is operated from the United States.

If you access GapRail from outside the United States, your information may be transferred to and processed in the United States, where data-protection laws may differ from those in your country.

## Changes to this policy

We may update this Privacy Policy from time to time.

When we make material changes, we will update the "Last updated" date above and, where appropriate, provide additional notice.

Your continued use of GapRail after an update means you accept the revised policy.

## Contact us

If you have questions about this Privacy Policy, your information, or a booking-related privacy request, contact us at:

TaskForth LLC  
Email: privacy@gaprail.com

This policy is governed by the laws of the State of Arkansas.

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