WhenNOT
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Privacy Policy

Last updated: October 21, 2026

1. Introduction

Welcome to WhenNOT ("we," "our," or "us"). WhenNOT is operated by Hernas OÜ, Kentmanni 4, 10116 Tallinn, Estonia (company ID 14157586), which is responsible for the personal information described in this Privacy Policy.

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use WhenNOT (the "Service"), which includes:

  • the website at whennot.com;
  • booking pages, at whennot.com/m/… or at a booking page owner's own domain (for example schedule.quizado.com);
  • the WhenNOT app for iPhone and iPad, including the WhenNOT App Clip;
  • the WhenNOT app for Android; and
  • the WhenNOT app for Slack.

Hernas OÜ is the controller of your personal information under the EU General Data Protection Regulation (GDPR). Hernas OÜ has not appointed a data protection officer, because it is not required to. For anything about privacy or this policy, contact us at [email protected].

Please read this policy together with our Terms of Service.

2. Information We Collect

2.1 Your Account

  • Account Information: Your name, email address and time zone. Your time zone is taken from your browser or device. You can change your name and time zone in your profile.
  • Accounts Created Without Signing In: You can create and answer events on the website, and answer them in Slack, without signing in. We then keep your name and email address as a WhenNOT account, and you can sign in to it later with a code sent to that address. The same happens when a booking page owner adds you as a host by your email address.
  • Sign-in: To run a booking page or use the apps (other than the App Clip, which needs no sign-in) you sign in, with a one-time code we email you or with Sign in with Apple or Sign in with Google (see 2.4). There are no passwords.
  • Settings: Your notification preferences and which ways of signing in you have enabled.

2.2 Events (Polls)

  • Event Information: Event names, date ranges or time windows, and, when an event is confirmed, its title, description and location
  • Participant Information: The name and email address of each person who answers an event, and the email addresses (and optional personal message) of people an organiser invites
  • Availability Data: The days or times each participant marked as unavailable
  • Answer Details: The time zone an answer was given in. For answers given on the website we also record the kind of device (phone, tablet or desktop) and how the participant arrived (for example a direct link or a messaging app). Answers given in the apps carry neither.

2.3 Booking Pages

  • Hosts: The page's settings, opening hours, questions for guests, appearance, hosts and any webhook addresses the page owner adds
  • Guests: When you book a call, your name, email address, time zone, your answers to the page's questions and any notes you add. If the booking link you used carried a reference or campaign tags (ref, utm_source, utm_medium, utm_campaign), those are stored with the booking
  • Bookings: The time of the call, its status (confirmed, moved or cancelled), the host who takes it and the video-call link created for it

2.4 Sign in with Apple and Sign in with Google

If you choose to sign in with Apple or Google, we receive from that provider:

  • a stable account identifier for WhenNOT, which is how we recognise you next time;
  • your email address and whether the provider has verified it; and
  • your name, when the provider shares it (Apple shares it only the first time you sign in).

If you use Apple's Hide My Email, we receive and use an Apple private relay address instead of your real address, and Apple forwards our emails to you. Apple tells us when you stop forwarding to that address or stop using Sign in with Apple with WhenNOT, and we update or remove the link to your account.

For Sign in with Apple we keep an Apple refresh token, encrypted, only so that we can ask Apple to revoke WhenNOT's access when you remove Sign in with Apple or delete your account. We keep no Google token for signing in. Signing in with Google asks only for your basic profile and email address; it never gives WhenNOT access to your calendar.

2.5 Connected Google and Microsoft Calendars

Connecting a Google or Microsoft calendar is optional. You can connect one to pre-fill your answers to events, and hosts connect one to run a booking page.

  • Google, for events: read-only access to your calendars and calendar list, and your email address and basic profile, so we know which Google account you connected.
  • Google, for booking pages: the same, plus permission to create, change and delete events, so that we can add a booking to your calendar and update or remove it when it is moved or cancelled.
  • Microsoft (Outlook): permission to read and write your calendars, plus your basic profile and email address.

We read the events in the calendars you select to work out when you are busy, and to pre-fill your answer to an event. Calendar events are read when needed and are not stored on our servers. We store the address of the connected account, the calendars you selected, the permissions the provider granted, and an encrypted refresh token. For each booking we store the identifier of the calendar event we created.

The calendar event we create for a booking contains the guest's name and email address, the host, the guest's answers and notes, and the guest is invited to it. If the page owner has chosen to invite the page's other hosts, they are invited too.

You can disconnect a calendar at any time in WhenNOT. When you disconnect a Google calendar, or delete your account, we also ask Google to revoke WhenNOT's access. Microsoft does not let us withdraw it ourselves: WhenNOT stays listed among the apps with access to your Microsoft account until you remove it there. You can also remove WhenNOT's access in your Google or Microsoft account settings at any time.

WhenNOT's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. This applies to Google Calendar data and to the information Sign in with Google shares with us.

2.6 The WhenNOT Apps and App Clip

  • Device Sessions: When you sign in to an app, we create a session for that device. We store the device name, platform, app version and operating system version, and when the session was created and last used. We keep only a fingerprint of the session token, never the token itself.
  • Push Notifications: If you allow notifications, we store your device's push token (Apple Push Notification service on iPhone and iPad, Firebase Cloud Messaging on Android), the app it belongs to, your time zone and language, and, on iPhone, a token for Live Activities. We also record when we last sent a notification to the device, how many we have sent and whether the last one was delivered. Notifications contain event names, meeting titles and people's names, and are delivered through Apple or Google.
  • Your Phone's Calendar: If you allow it, the app reads the calendar on your phone to pre-mark the days or times you are busy. This happens on your phone only. Calendar events are never uploaded; only the marks you choose to submit as your answer are sent. If you ask it to, the app can also add a confirmed event or a booking to your phone's calendar.
  • Maps: On iPhone and iPad, the location text of a confirmed event is sent to Apple Maps to show a map preview.
  • Stored on Your Device: The apps keep your sign-in token in the iOS Keychain or in encrypted storage on Android. They also keep a copy of your events and bookings, drafts and answers not yet sent, and the information shown in widgets (names and times only). On Android none of this is included in device backups. On iPhone and iPad it is excluded from backups too, except a small cached copy of your name and email address and, if you used the App Clip, a short summary of what you did there, which the full app clears the first time it opens; iOS does not let an app exclude these settings one by one. Your sign-in token can never be restored to another device. All of it is removed when you delete the app.
  • Usage Analytics in the Apps: Unless you switch it off under You › Share usage analytics, the apps and the App Clip send usage events to our own analytics service, which we run on our servers in the EU: which screens you open and which steps you take (for example "create form opened", "answer saved" or "booking failed"), with a random install identifier, the app and system version, the device model and your language, and your account number when you are signed in. They never contain your name, email address, event titles, answers or link tokens. Switching it off stops them and deletes the events still waiting on your device. The apps contain no advertising or crash-reporting tools, do not use your device's advertising identifier and do not track you across other companies' apps or websites.

The App Clip lets you answer an event or book a call on iPhone without installing the full app. It stores what you do there (your name, email address, answers, bookings and unsent drafts) on your iPhone, and can show you notifications for up to 8 hours after you use it. If you then install the full WhenNOT app, the app imports this information once, through storage the two share on your iPhone, and then clears the App Clip's copy. iOS manages how long an unused App Clip and its data stay on your iPhone.

2.7 Information Collected Automatically on the Website

  • Usage Data: We use Plausible Analytics, self-hosted in the EU, to count page views, a few product events (for example "poll created", "booking page created" or "booking completed"), which of our buttons was pressed, page-speed measurements and which search engine, if any, a visit came from. A created event or booking page is counted against the public page the visit started on, the last matching button pressed on our public pages before it (for example "Create a group poll") and the page that button was on. Private pages, such as an event or a booking, are counted only by section (for example "/poll/*"): no event, booking, name, email address or link token is sent. These requests carry no cookies. They are not sent when your browser has Do Not Track switched on.
  • Product Events: We record a few events on our own servers (opening the create screen, picking a date range, sharing a link) together with a random identifier stored in your browser and, where there is one, the event it happened on. They are not linked to your account, name or email address.
  • Usage Analytics (with your consent): Only if you press "Accept" on the analytics bar, the website sends usage events to our own analytics service, which we run on our servers in the EU: which pages and steps you go through (for example "create form opened" or "slot picked"), with a random identifier kept in your browser, the browser family, whether you use a phone or a computer, your language, the campaign tags of the link you came from and, when you are signed in, your account number. They never contain your name, email address, event titles, answers or link tokens. You can change your choice below at any time; declining deletes the identifier and the events still waiting in your browser.
  • Account Activity: When you use the Service, our servers record the actions themselves (for example signing in, creating an event, answering, confirming a date, making or cancelling a booking, connecting a calendar, emails and notifications we send you) in the same analytics service, linked to your account number, together with a summary of your account (such as how many events you organised, which sign-in methods and calendars are connected, your language and time zone, and which channel first brought you to WhenNOT). This does not depend on the analytics bar. When you delete your account, we delete these records too.
  • Security Data: To protect sign-in and other forms from abuse we count requests per IP address or email address. We store these counts only under a keyed hash and delete them when the counting window ends.
  • Server Logs: Our servers log the requests they receive. Server logs, which include IP addresses, are kept for a limited time for security and troubleshooting.
  • Error Reports: When something breaks on the website, on a booking page or on our servers, an error report is sent to Sentry. Before it leaves, we remove link tokens, email addresses in links, cookies and request contents. We do not record your screen or session (no session replay).
  • Video: If you play the video on our home page, it is loaded from YouTube (youtube-nocookie.com) only at that moment, and Google's privacy policy applies to it.

2.8 Cookies and Browser Storage

We use cookies needed to run the Service and one first-party cookie to learn which channels bring people to WhenNOT. We do not use advertising cookies. They are:

  • your sign-in session, and which way you signed in on this browser (30 days);
  • access to events you organise or have answered without signing in (180 days per event or answer);
  • your connected calendars and access to them (30 days); and
  • short-lived security cookies used while you sign in or connect an account (10 minutes or less).

One more first-party cookie (180 days) remembers the page you first arrived on, the site that sent you there (its address without any query) and any campaign tags in the link (such as utm_source or an ad click identifier). If you then sign up, we keep this with your account, to learn which channels bring people to WhenNOT. It is never shared with advertisers.

We also use your browser's local storage for preferences (such as week start and 12- or 24-hour time), unsent answer drafts, the random identifiers described in 2.7, your analytics choice and, after you accept it, the usage events waiting to be sent. Session storage, which your browser clears when you close the tab, holds the page you arrived on, which search engine, if any, sent you there, the last button you pressed on our public pages for creating an event or a booking page and the page it was on (counted as described in 2.7 when you go on to create one), and an answer in progress while you connect a calendar. You can clear cookies and browser storage in your browser settings, but you will be signed out.

2.9 Messages to Us and Reports

When you email us or report an event or booking page, we receive what you send us. A report includes the reason, any details you add and, if you are signed in, your account.

2.10 The WhenNOT App for Slack

  • Workspaces: When the app is added to a Slack workspace, we store the workspace's ID and name, the Slack user ID of the person who added it and the app's access token (encrypted).
  • People in Slack: When you use the app, we store your Slack user ID and, with your workspace's permission, the email address on your Slack profile, which links your answers to a WhenNOT account (see 2.1), and whether you agreed to receive emails about events.
  • Shared Events: For each event shared to Slack, the channel and message it was posted in, so the message can be kept up to date.

2.11 Using WhenNOT from ChatGPT or Claude

You can connect your WhenNOT account to ChatGPT or Claude (see whennot.com/apps). When you do, you sign in to WhenNOT and approve what the assistant may do. Afterwards the assistant sends WhenNOT only the inputs of the tools it uses, for example a poll name and dates, the addresses to invite, your marks on a poll, or a booking time. We never receive your conversation. In return, the assistant receives what you could see yourself: your polls and their results, your booking pages and bookings, and the open times of a page. It never receives the secret links that edit a poll or manage a booking.

  • Tokens: We store the access and refresh tokens we issue only as one-way hashes, so a copy of our database cannot be used to act as you.
  • Revoking: You can disconnect an assistant at any time in Profile, Connected apps, or in the assistant's own settings. Access stops right away.
  • Retention: The record that you connected an assistant is kept until you disconnect it or delete your account. Its tokens are deleted one day after they expire or are revoked.

3. How We Use Your Information

We use the collected information to:

  • Provide, maintain, and improve our Service
  • Sign you in and keep your account secure
  • Process and display event scheduling information
  • Show hosts when they are free, take bookings, and add, move or remove them in the host's calendar
  • Send emails and push notifications about events and bookings you created, answered or were invited to, and reminders you asked for
  • Respond to your inquiries and reports, and provide customer support
  • Understand how the website is used, in the limited way described in 2.7
  • Detect, prevent, and address technical issues, abuse or fraudulent activity
  • Send account holders occasional product updates about WhenNOT, unless they have switched them off

Product updates: If you have a WhenNOT account, we may email you now and then about new features and changes to WhenNOT. We send them ourselves, through the same email provider as our other emails (Mailgun), and keep which update went to which account, whether it was delivered, whether and when it was opened and which of its links were clicked. We learn of an open from a small image in the email, or when you open the update in your browser or click one of its links; links in an update pass through whennot.com on their way to where they lead. These records go with your account when you delete it. Every update has a one-click unsubscribe link, and you can switch them off at any time in your profile under Notifications, or by writing to [email protected]. Emails about your own events and bookings are not affected. When Mailgun tells us that an address does not exist or that a recipient marked one of our emails as spam, we note that address with the reason and send it no further product updates (a spam report also switches them off for the account); we delete the note when you delete your account. Until October 2026 we used a self-hosted newsletter system (Listmonk) for a newsletter only for people who had agreed to it; we no longer add anyone to it, and we remove you from it when you delete your account.

4. Legal Bases for Processing

Under the GDPR we rely on the following legal bases:

  • Performance of a contract: to provide the Service you ask for: your account and sign-in, events and answers, booking pages and bookings, emails and push notifications about them, device sessions, account deletion and customer support.
  • Legitimate interests: to keep the Service secure and prevent abuse (rate limits and handling reports), to find and fix errors (error reports), to understand, in aggregate, how the website is used (statistics without cookies), to learn which steps of the Service work and where people get stuck (account activity and app usage analytics, which you can switch off in the apps) and to tell account holders about new features of the Service they use (product updates). Our interest is a working, safe and useful Service that people know how to use; you can object to this processing (see Section 10), and switch product updates off with the link in each one.
  • Legitimate interests of the people who use WhenNOT: to process the details of people who have no agreement with us but whom a user involves: people an organiser invites by email (the invitation and up to two reminders, after one and three days, which each email lets you stop), guests whose booking we write to the host's calendar and send to the page owner's webhooks, and hosts added to a booking page by its owner. The interest is the organiser's or host's, in arranging a meeting with you; you can object at any time (see Section 10).
  • Consent: for usage analytics on the website (the analytics bar), for the former newsletter, for access to a Google or Microsoft calendar you connect, and for the permissions you grant on your device (notifications and your phone's calendar). You can withdraw your consent at any time; this does not affect processing that took place before.
  • Legal obligation: where we must keep or disclose information to comply with the law, for example in answer to a lawful request from an authority.

5. Information Sharing

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:

  • Event Participants: The organiser sees each participant's full name, email address and answer, and can invite people by email. Anyone else who has the event's link sees the event, the organiser's name, and participants' first names (with the initial of their last name) and how many people can or cannot make each date. Full names and each person's exact answers are shown to them only if the organiser switches that on; email addresses are shown only to organisers. When an organiser confirms a date, participants may receive a calendar invitation sent from WhenNOT's own Google calendar, which lists the participants as guests.
  • Booking Page Owners and Hosts: When you book a call, your booking details (see 2.3) are shared with the page owner and the host who takes the call, and written to the host's Google or Microsoft calendar. You receive a calendar invitation from the host's calendar.
  • Webhooks: A booking page owner can ask us to send booking events to an address they control (a webhook). Each message contains the booking's time and status, the guest's name, email address, time zone, notes and answers, the video-call link, any reference and campaign tags, the page and the host's name and email address. It never contains the guest's link for managing the booking. What the page owner does with that data is governed by the page owner's own privacy policy.
  • Slack: If an organiser shares an event to Slack, the event's name, dates, organiser name (or email address, if no name is set) and a summary of the answers are posted to that Slack channel.
  • Service Providers: We share information with the service providers that help us operate the Service (listed in Section 6), only as needed for them to do so
  • Legal Requirements: We may disclose information if required by law or in response to valid legal requests
  • Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred

6. Service Providers

We use the following service providers to run WhenNOT:

  • Hosting: Our servers and database are in Amsterdam, the Netherlands. Our container images are stored with Scaleway in the Netherlands.
  • Cloudflare: Network delivery and protection for our websites.
  • Mailgun: Delivery of emails, such as sign-in codes, invitations, booking confirmations and reminders, through Mailgun's United States region.
  • Listmonk: Our former newsletter system, which we host ourselves (mailing.freeyourmusic.com), used only for people who agreed to receive the newsletter. Nobody is added to it any more.
  • Plausible Analytics: Website statistics, self-hosted in the EU (see 2.7).
  • Hernas Events: Our own product analytics service (events.hernas.com), which we run on our own servers in the EU, for the usage analytics and account activity described in 2.6 and 2.7.
  • Sentry: Error reports from the website, booking pages and our servers, stored in Sentry's EU (Germany) data region.
  • Apple: Push notifications on iPhone and iPad, Sign in with Apple, the App Clip and map previews.
  • Google: Push notifications on Android (Firebase Cloud Messaging), Sign in with Google, Google Calendar when you connect it, and calendar invitations for confirmed events.
  • Microsoft: Outlook calendars when you connect one.
  • Slack: When you use the WhenNOT app for Slack.

7. Data Security

We implement industry-standard security measures to protect your personal information, including:

  • Encryption of data in transit using HTTPS/TLS, on the website and in the apps
  • Encryption at rest of calendar and Sign in with Apple tokens and of webhook signing secrets
  • App session tokens and sign-in codes stored only as fingerprints, never as the original value
  • Secure storage of data on protected servers
  • Access controls limiting who can access your data

While we strive to protect your information, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security.

8. Data Retention

  • Your account is kept until you delete it (see Section 9).
  • Connected assistants (ChatGPT, Claude) are kept until you disconnect them or delete your account; their tokens are deleted one day after they expire or are revoked (see 2.11).
  • Events and answers are kept until the organiser deletes the event, or the organiser or participant deletes their account. We do not currently delete events automatically after they take place.
  • Bookings are kept for the booking page owner until the page is deleted. If a guest deletes their WhenNOT account, bookings they made stay with the host but are no longer linked to the guest's account.
  • Sign-in codes expire after 10 minutes and are deleted within a day after that. Records used while you sign in or connect an account are deleted when they expire (10 minutes).
  • App sessions expire after 180 days without use. Signing out of an app ends its session and stops notifications to that device.
  • Webhook delivery records, which include the message sent, are deleted after 30 days.
  • Security counters (see 2.7) are deleted when their counting window ends.
  • Server logs, which include IP addresses, are kept for a limited time for security and troubleshooting.
  • Product events (see 2.7) are kept with no fixed limit. They are not linked to your account, and they lose their link to an event when the event is deleted.
  • Reports you send us (see 2.9) are kept with no fixed limit, so that we can act on repeated abuse. If you delete your account, a report you made is no longer linked to you.
  • Queued emails and notifications: the task records our servers use to send them are deleted 7 days after they are handed over for sending.
  • Slack details (see 2.10) are kept until the app is removed from the workspace. Your own Slack user details are also deleted when you delete your WhenNOT account.
  • Emails we have already sent stay in their recipients' inboxes, and calendar events stay in the calendars they were sent to unless they are cancelled.

9. Deleting Your Account

You can delete your WhenNOT account and its data yourself, at any time:

You confirm with a code we email you, or by signing in again with Apple or Google. The deletion happens straight away and cannot be undone. It deletes:

  • your account: name, email address, time zone and notification settings;
  • events you organise (everyone who answered is told the event was removed);
  • your answers to other people's events;
  • your booking pages, which close at once; upcoming bookings are cancelled and each guest is emailed. A closed page's remaining records are deleted about 25 hours later, once the cancellation emails and webhooks have been sent;
  • your connected Google and Microsoft calendars, every signed-in device and its push tokens. We ask Google to revoke WhenNOT's calendar access; for Microsoft see 2.5;
  • Sign in with Apple and Sign in with Google: we ask Apple to revoke WhenNOT's tokens, so WhenNOT leaves the Sign in with Apple list in your Apple Account;
  • your Slack user details in every workspace (see 2.10); and
  • your newsletter subscription, if you had one, and the record of the product updates sent to you.

If your WhenNOT account's address is an Apple Hide My Email address and Sign in with Apple is the only way into it (you switched off email codes and added no other way to sign in), deleting your Apple Account deletes your WhenNOT account too: Apple tells us, and we delete it in the same way. In every other case, Apple's notice only removes the link to Sign in with Apple (see 2.4).

Emails already sent stay in their recipients' inboxes, and bookings you made on other people's booking pages stay with their hosts. You can also ask us to delete your data by writing to [email protected].

10. Your Rights

Under the GDPR and similar laws, you have the right to:

  • Access: Ask for a copy of the personal data we hold about you
  • Rectification: Change your name and time zone in your profile, or ask us to correct inaccurate or incomplete data
  • Erasure: Delete your account yourself (see Section 9) or ask us to delete your personal data
  • Restriction: Ask us to limit how we use your data, for example while we check a correction you asked for
  • Portability: Ask for the data you gave us in a structured, machine-readable format, to keep or to pass to another service. There is no self-service export; write to us and we will send it
  • Objection: Object to processing based on our legitimate interests (see Section 4), and to product updates at any time, with the unsubscribe link in each one or in your profile
  • Withdrawing Consent: Withdraw consent you gave at any time, for example to the former newsletter (by writing to us), to website usage analytics (with the control in 2.7), to notifications (in your device settings) or to calendar access (by disconnecting the calendar)

We do not make decisions about you based solely on automated processing that produce legal effects concerning you or similarly significantly affect you.

To exercise these rights, please contact us at [email protected]. We may ask you to confirm that the account is yours before we act. You also have the right to lodge a complaint with a data protection authority: the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon, www.aki.ee) or the authority in the country where you live or work.

11. Third-Party Services

Our Service integrates with third-party services such as Apple, Google, Microsoft and Slack. When you use these integrations, you are also subject to their privacy policies. We encourage you to review their policies before using these features.

12. Children's Privacy

WhenNOT is intended for adults and is not directed at children. We do not knowingly collect personal information from children. If you believe a child has given us personal information, please contact us at [email protected] and we will delete it.

13. International Data Transfers

We store your information in the European Union (Amsterdam, the Netherlands). Some of the service providers listed in Section 6 may process it outside the European Economic Area, mainly in the United States: Apple, Google, Microsoft, Slack, Mailgun (we use its United States region) and Cloudflare.

Where that happens, the transfer is protected by the European Commission's Standard Contractual Clauses and, where the provider is certified, by the EU-U.S. Data Privacy Framework. You can ask us for more information about these safeguards at [email protected].

14. Changes to This Policy

We may update this 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. We encourage you to review this Privacy Policy periodically.

15. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

Email: [email protected]

Post: Hernas OÜ, Kentmanni 4, 10116 Tallinn, Estonia