Privacy Policy

Last updated: January 2025

Introduction

Welcome to WhenWorks. This Privacy Policy explains how we handle information when you use our mobile application for event planning and scheduling.

Information We Collect

WhenWorks collects and stores the following types of information to provide our event planning services:

Account Information

• Email address - Used for account creation and authentication
• Display name - Your chosen name for the app
• Profile photo - Optional profile picture
• Premium status - Whether you have a premium subscription

Event Data

• Event details - Title, description, location, dates
• Event banner images - Custom images you upload for events
• Invitee information - Email addresses of people you invite
• Voting responses - Availability votes from participants
• Final event dates - Selected final dates for events

Group Data

• Group names and descriptions - Groups you create for easy inviting
• Group member emails - Email addresses stored in groups

Usage Data

• App usage patterns - How you interact with the app
• Feature usage - Which features you use most

How We Use Your Information

• Provide core services - Creating and managing events, sending invitations
• Email notifications - Sending event invitations and updates via email
• App functionality - Enabling voting, group management, and calendar exports
• Customer support - Helping you with app issues
• App improvements - Understanding how to make the app better

Third-Party Services

Google AdMob

Our app uses Google AdMob to display advertisements. Google AdMob may collect and process data according to their own privacy policy. This may include:

• Device information (such as device type, operating system)
• IP address
• Advertising identifiers
• Non-personal information about your app usage

Firebase Services

We use Google Firebase for:

• Firestore Database - Storing your events, user data, and groups
• Firebase Storage - Storing event banner images
• Firebase Functions - Processing email sending and data management
• Firebase Authentication - Secure user login and account management

Email Services

We use Gmail API through Firebase Functions to send event invitations and notifications. Email addresses are only used for sending event-related communications.

Data Retention

• Active events - Stored until manually deleted or automatically aged out
• Events with final results - Automatically deleted 1 week after final date selection
• User accounts - Stored until account deletion
• Groups - Stored until manually deleted

Account Deletion and Data Retention

When you delete your account:

• Immediate deletion: All your events, groups, and personal data are permanently deleted
• Email retention: Your email address may be retained for up to 30 days to prevent re-registration and for fraud prevention
• Legal compliance: We may retain certain information if required by law or for legitimate business purposes
• Backup systems: Deleted data may remain in our backup systems for up to 90 days before being permanently removed

Account Deletion

You can delete your account in two ways:

• In-app deletion: Use the "Delete Account" option in your profile settings
• Web-based deletion: Visit http://www.vidbeamish.co.uk/delete-account_WhenWorks.html to delete your account online

Your Rights

Under the UK Data Protection Act and GDPR, you have the following rights:

• Access - Request a copy of your personal data
• Correction - Request correction of inaccurate data
• Deletion - Request deletion of your data
• Portability - Request your data in a portable format
• Objection - Object to processing of your data

Data Sharing

We do not sell, trade, or otherwise transfer your personal information to third parties except:

• With your explicit consent
• To comply with legal obligations
• To protect our rights and safety
• As required by our third-party service providers (Firebase, AdMob)

Children's Privacy

WhenWorks is not intended for children under 13. We do not knowingly collect personal information from children under 13. If you are a parent and believe your child has provided us with personal information, please contact us.

International Data Transfers

Your data may be processed and stored in countries other than your own, including the United States. We ensure appropriate safeguards are in place to protect your data in accordance with this Privacy Policy.

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 in the app
• Updating the "Last updated" date
• Sending email notifications for significant changes

Compliance

This Privacy Policy is designed to comply with:

• UK Data Protection Act
• General Data Protection Regulation (GDPR)
• Google AdMob's requirements
• Firebase's data processing terms