Privacy Policy
whenyoufree is built to be simple and trustworthy. This page explains exactly what data we collect, why, and how long we keep it. No tracking, no ads, no selling your data.
Who we are
whenyoufree is operated by Jordan Cooper, based in the United Kingdom. You can reach us at [email protected].
What data we collect
If you create an event (organiser)
- Your name and email address, via Google sign-in.
- The event details you enter: title, date range, optional location and notes.
- A session cookie to keep you signed in.
If you respond to an event (respondent)
- The name you enter when responding.
- The dates you mark as free or maybe.
- An optional email address, only if you provide it (used to send you a nudge reminder if the organiser requests one).
- A guest token — a random ID stored in a cookie for 90 days — so you can come back and edit your response without creating an account.
What we do not collect
- No tracking pixels, analytics scripts, or advertising cookies.
- No device fingerprinting.
- No data sold or shared with third parties for marketing.
Why we collect it
- To run the service — event data, respondent names, and availability are the core of what whenyoufree does.
- To keep you signed in — session cookies for organisers; guest tokens for respondents.
- To send notifications — organisers receive an email when their first respondent replies and when all expected respondents have replied. Respondents only receive emails if an organiser sends a nudge and the respondent provided their email.
- To process Pro subscriptions — if you upgrade to Pro, your payment is handled by Lemon Squeezy. We receive confirmation of payment but do not store your card details.
Who we share data with
We use a small number of third-party services to run whenyoufree:
- Google — for organiser sign-in (OAuth). Google’s privacy policy applies to that interaction.
- Lemon Squeezy — for Pro subscription payments. They handle payment processing securely.
- Our VPS host — the server that runs whenyoufree stores your data in a SQLite database. The server is located in the EU.
We do not sell, rent, or share your data with anyone else.
How long we keep data
- Event data and responses are kept for as long as your account is active or the event is relevant.
- Guest tokens expire after 90 days.
- If you delete your account, your events and associated respondent data are removed.
Your rights (UK GDPR)
You have the right to:
- Access the personal data we hold about you.
- Request correction or deletion of your data.
- Object to or restrict processing in certain circumstances.
- Lodge a complaint with the ICO (the UK data protection authority) at ico.org.uk.
To exercise any of these rights, email us at [email protected]. We’ll respond within 30 days.
Cookies
We use two types of cookies:
- Session cookie — keeps organisers signed in. Expires when you sign out or after 30 days.
- Guest token cookie — lets respondents edit their availability without an account. Expires after 90 days.
Neither cookie is used for tracking or advertising. No third-party tracking cookies are set by whenyoufree.
Changes to this policy
If we make material changes, we’ll update the date at the top of this page. Continued use of whenyoufree after changes means you accept the updated policy.
Contact
Questions? Email [email protected].