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Terms of Service

Last updated: October 8, 2026

1. Acceptance of Terms

Welcome to WhenNOT. WhenNOT is provided by Hernas OÜ, Kentmanni 4, 10116 Tallinn, Estonia (company ID 14157586) ("WhenNOT," "we," "our," or "us").

By accessing or using WhenNOT on the website, on a booking page, in the WhenNOT apps or in Slack (the "Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, please do not use our Service. These Terms constitute a legally binding agreement between you and Hernas OÜ.

2. Description of Service

WhenNOT is a free scheduling service. It is made up of:

  • Group availability polls (events): an organiser creates an event with a date range or time window and shares its link; participants cross out the days or times they cannot make; WhenNOT ranks the dates that work and the organiser confirms one. Organisers can invite people by email and can remove or block participants.
  • Booking pages: a host publishes a page where guests book a call at a time the host's connected calendar shows as free. Booking pages are available at whennot.com/m/… and, where set up, at the host's own domain. Hosts set their opening hours and questions, can add other hosts, and can send booking events to their own systems through webhooks. Guests can move or cancel their booking through the link they receive.
  • Calendar connections: you can connect a Google or Microsoft calendar to pre-fill your answers and, as a host, to show when you are free and to add, move and remove bookings in your calendar.
  • The WhenNOT apps: an app for iPhone and iPad, including the WhenNOT App Clip for answering an event or booking a call without installing the full app, and an app for Android.
  • Slack: the WhenNOT app for Slack, which lets you create and share events in a Slack workspace.

The Service is free. There are no payments, subscriptions or in-app purchases. We may change, add or remove features of the Service.

3. Eligibility

WhenNOT is intended for adults and is not directed at children. By creating an account you confirm that you are an adult and able to agree to these Terms.

4. Accounts and Access

You can book a call through a booking page's link without an account. You can create and answer events on the website 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. 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. There are no passwords. If you have no account yet, one is created the first time you sign in.

You are responsible for keeping access to your email address and your Apple or Google account secure, for the activity on your account, and for keeping the links of your events and bookings confidential: anyone with an event's link can see and answer it, and a booking's manage link lets its holder move or cancel that booking. If you believe your account or a link has been compromised, please contact us at [email protected] immediately.

You can delete your account at any time, in the app (the You tab › Delete account) or on the web at https://whennot.com/account/delete. What deletion removes and what stays is described there and in our Privacy Policy.

5. Acceptable Use

By using our Service, you agree to:

  • Provide accurate and truthful information
  • Use the Service only for lawful purposes
  • Not attempt to interfere with or disrupt the Service
  • Not use the Service to harass, abuse, or harm others
  • Not send spam or unwanted invitations, or impersonate anyone
  • Not use automated systems or bots to access the Service without permission
  • Not attempt to gain unauthorized access to any part of the Service
  • Respect the privacy and data of other users

6. Your Content and Reporting

You are responsible for the content you submit to the Service, such as event names and descriptions, answers, notes, booking page text and questions, and answers to a booking page's questions. Your content is seen by the people you share it with. It must not be unlawful, hateful, harassing, sexually explicit, violent, misleading or spam.

You can report an event or booking page from its menu in the WhenNOT apps, or by writing to [email protected]. We review reports and may remove content, or suspend an event, a booking page or an account, that breaks these Terms.

7. Booking Pages: Host Responsibilities

If you run a booking page, you are responsible for:

  • the page's content, opening hours and questions, and for honouring the bookings it takes;
  • the personal data of your guests that you receive through the page, your calendar or your webhooks, and for handling it lawfully, including telling your guests how you use it;
  • any webhook address you add: booking data, including guests' names, email addresses and answers, is sent to it, and you are responsible for that endpoint and what happens to the data there;
  • any custom domain you use for your page, and your right to use it; and
  • the other hosts you add to your page.

8. Intellectual Property

The Service, including its original content, features, and functionality, is owned by Hernas OÜ and is protected by international copyright, trademark, and other intellectual property laws.

You retain ownership of any content you submit to the Service. By submitting content, you grant us a non-exclusive, worldwide, royalty-free license to use, display, and distribute that content as necessary to provide the Service.

9. Privacy

How we collect, use and protect personal information is described in our Privacy Policy.

10. Third-Party Services and App Stores

The Service works with third-party services, including Apple (Sign in with Apple, push notifications), Google (Sign in with Google, Google Calendar, push notifications on Android), Microsoft (Outlook calendars) and Slack. Your use of these services is subject to their own terms and policies. We are not responsible for the content, availability, privacy practices, or policies of any third-party services.

If you got the WhenNOT app from Apple's App Store, Apple's standard Licensed Application End User License Agreement applies to the app, except where these Terms say otherwise. If you got it from Google Play, the Google Play Terms of Service also apply. Apple and Google are not responsible for the app or the Service.

11. Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT, TO THE EXTENT PERMITTED BY LAW.

We do not warrant that:

  • The Service will be uninterrupted, secure, or error-free
  • The results obtained from using the Service will be accurate or reliable, including the free times read from connected calendars
  • Any errors in the Service will be corrected

12. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, HERNAS OÜ SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, USE, OR GOODWILL, ARISING OUT OF OR IN CONNECTION WITH YOUR USE OF THE SERVICE, INCLUDING MISSED OR DOUBLE-BOOKED MEETINGS.

IN NO EVENT SHALL OUR TOTAL LIABILITY EXCEED THE AMOUNT YOU PAID TO US (IF ANY) FOR THE SERVICE DURING THE TWELVE (12) MONTHS PRIOR TO THE CLAIM.

Nothing in these Terms limits liability that cannot be limited by law, such as liability for intent or gross negligence, or affects your mandatory rights as a consumer.

13. Indemnification

To the extent permitted by law, you agree to indemnify, defend, and hold harmless Hernas OÜ and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorney's fees) arising out of or in any way connected with:

  • Your use of the Service
  • Your violation of these Terms
  • Your violation of any rights of another party, including your guests' data protection rights

14. Suspension and Termination

We may suspend or terminate your access to the Service, or suspend an event or booking page, for conduct that we believe violates these Terms or is harmful to other users, us, or third parties. We may also discontinue the Service.

You may stop using the Service and delete your account at any time (see Section 4). Upon termination, your right to use the Service will immediately cease. Provisions of these Terms that by their nature should survive termination shall survive.

15. Changes to These Terms

We may update these Terms from time to time. We will post the new Terms on this page and update the "Last updated" date. If a change is material, we will also announce it in the Service or by email before it takes effect. If you continue to use the Service after the change takes effect, the updated Terms apply; if you do not agree, you can stop using the Service and delete your account.

16. Governing Law and Disputes

These Terms are governed by the laws of Estonia, without regard to its conflict of law provisions. If you are a consumer, this does not deprive you of the protection of the mandatory laws of the country where you live.

Any disputes arising out of or relating to these Terms or the Service shall first be attempted to be resolved through good-faith negotiations; please write to [email protected]. If that fails, disputes shall be resolved by Harju County Court (Harju Maakohus) in Tallinn, Estonia. If you are a consumer, you may also bring a claim in the courts of the country where you live.

17. Severability

If any provision of these Terms is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary so that these Terms shall otherwise remain in full force and effect.

18. Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and Hernas OÜ regarding the use of the Service and supersede any prior agreements.

19. Contact Us

If you have any questions about these Terms, please contact us at:

Email: [email protected]

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