1. About WhosFreeWhen

WhosFreeWhen ("we", "us", or "our") is a free group availability scheduling tool available at whosfreewhen.app and as a mobile application. This Privacy Policy explains what information we collect, how we use it, and your choices regarding your data.

2. Information We Collect

Information you provide

• Event data — event name, selected dates, and the display name you enter when marking your availability. This information is associated with the event link and visible to anyone who has that link.
• Account information — if you choose to create an account, we collect your email address and a password (stored securely via AWS Cognito). An account is never required to use WhosFreeWhen.
• Display identity — an optional display name and avatar color used to identify you across events when you are signed in.
• Contact messages — if you reach out via our contact/feedback form, we receive the content of your message and any email address you provide.

Information collected automatically

• Usage analytics — we use PostHog to collect anonymised information about how visitors use the site, such as pages visited and features used. This helps us improve the product. No personally identifiable information is sent to PostHog unless you are signed in and we have associated your account session.
• Log data — our hosting infrastructure (AWS) may automatically record standard server log data including IP addresses, browser type, and referring URLs. This data is used for security monitoring and is not used to identify you personally.
• Cookies & local storage — we store a session token in a cookie and may use local storage to remember your identity preferences between visits. We do not use advertising cookies or sell data to advertisers.

3. How We Use Your Information

• To create and display events and availability data to participants
• To authenticate your account and keep it secure
• To send transactional emails (e.g. account verification) via AWS SES
• To respond to feedback or support requests you send us
• To understand how the product is used and improve it
• To detect and prevent abuse or fraudulent activity

We do not sell your personal information. We do not use your data for advertising.

4. How We Share Your Information

We only share data in the following limited circumstances:

• With event participants — your display name and availability selections are visible to anyone with the event link. Do not enter sensitive information in event names or availability slots.
• With service providers — we use AWS (Amazon Web Services) for cloud infrastructure and email delivery, and PostHog for analytics. These providers process data on our behalf under their own privacy and security standards.
• When required by law — we may disclose information if required to do so by law or in response to valid legal process.

5. Data Retention

Event data (including availability responses) is retained as long as the event exists. Events that have not been accessed for an extended period may be deleted. Account data is retained for as long as your account is active. You may request deletion of your data at any time by contacting us.

6. Security

We take reasonable technical and organisational measures to protect your information, including encrypted data transmission (HTTPS), secure credential storage via AWS Cognito, and access controls on our backend systems. No method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

7. Children's Privacy

WhosFreeWhen is not directed at children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us personal information, please contact us and we will delete it promptly.

8. Your Choices & Rights

• Guest use — you can use WhosFreeWhen without creating an account and without providing an email address.
• Account deletion — if you have an account, you can request deletion by contacting us. We will remove your account data within a reasonable time.
• Analytics opt-out — PostHog respects Do Not Track browser signals. You can also use a content blocker to prevent analytics collection.
• Access & correction — you can update your display name and identity preferences from your account settings at any time.

9. Third-Party Links

Our site may contain links to third-party websites (e.g. blog references). We are not responsible for the privacy practices of those sites and encourage you to review their policies separately.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. Continued use of WhosFreeWhen after changes constitutes your acceptance of the updated policy.

11. Contact Us

If you have questions or requests regarding this Privacy Policy, please reach out via the contact form on our site. We aim to respond within a few business days.