Privacy Policy

Last updated: 6/21/2025

Introduction

At WhenMeet.me, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our calendar scheduling service.

Information We Collect

Personal Information

  • Email address (used for authentication and event participation)

Calendar Information

  • Calendar availability data (busy/free status only)
  • Event preferences and votes
  • Meeting scheduling information

Important Note about Calendar Privacy: When you grant calendar access, we only collect and store whether you are busy or free at specific times. We do not import or store any event names, descriptions, locations or participant information from your calendar.

Authentication Data

  • OAuth tokens for calendar access
  • Session information

How We Use Your Information

  • To provide and maintain our service
  • To notify you about changes to our service
  • To allow you to participate in interactive features of our service
  • To provide customer support
  • To gather analysis or valuable information to improve our service
  • To detect, prevent and address technical issues

Calendar Access

Our service requires access to your calendar to function properly. We only:

  • Read your calendar to determine your availability
  • Create new events when you confirm a meeting time
  • Never modify or delete your existing calendar events
  • Never share your calendar information with other users

Data Sharing and Third Parties

We are committed to protecting your data and only share it when necessary:

  • Calendar Service Providers: We interact with Google, Microsoft, and Apple calendar services solely to read your availability and create events upon your request.
  • No Third-Party Transfers: We do not transfer, share, or disclose Google user data (or any user data) to third parties for any purposes beyond providing our application's core scheduling functionality.
  • Service Providers: We use trusted service providers for hosting and infrastructure (e.g., Vercel, Redis) who may have access to data storage systems but not the direct contents of your calendar data.
  • Legal Requirements: We may disclose information if required by law, regulation, or legal process.

Important: We do not sell, rent, or transfer your personal information or Google user data to any third parties for marketing, advertising, or any purposes unrelated to our application's functionality.

AI/ML Usage Statement: We explicitly affirm that data obtained through Google Workspace APIs (or any calendar provider APIs) is not used to develop, improve, or train generalized artificial intelligence (AI) or machine learning (ML) models. Your calendar data is only used for the specific scheduling functionalities of our application.

Data Storage and Security

We use industry-standard security measures to protect your data:

  • All data is encrypted in transit using SSL/TLS encryption
  • OAuth tokens are securely stored and encrypted
  • We regularly update our systems to protect against security vulnerabilities
  • Access to your data is strictly limited to authorized personnel

Data Retention

We retain your information only for as long as necessary to provide you with our service. You can request deletion of your account and associated data at any time by contacting us.

Your Rights

You have the right to:

  • Access your personal information
  • Correct any inaccurate information
  • Request deletion of your information
  • Withdraw your consent for calendar access
  • Export your data

Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date.

Contact Us

If you have any questions about this Privacy Policy, please contact us at:

[email protected]