SoWhen Privacy Policy

What we collect

• The organiser: name, email, phone number, password (stored only in a form that cannot be turned back into the password).
• Participants: the name or nickname the organiser entered; when you can meet; any restrictions you marked (for example “children welcome”). If you signed up fully – your contact and how you would like reminders sent.
• Your calendar (only if you connected it yourself): the times you are busy, nothing else. We do not receive the titles, guests or places of your events.
• Photos for a collage (only if you upload them): up to two photos per person per meeting. Your browser shrinks them before sending, the original files never reach our server.
• Technical data: cookies that keep you signed in and remember your language and colors. We keep no visit logs: your IP address is used only to limit how often requests can be made, it stays in the server's memory and is never written down.

Why

To find a date that works for the group, pick a place that fits everyone's restrictions, send reminders and put the collage together. We do not sell your data, show ads, or train AI models on it.

Who else sees the data

The group sees the shared picture: who has answered and which date is taking shape. Restrictions are shown as a summary, without names. Nobody in the group sees phone numbers or email addresses.

Providers the service cannot run without: Hetzner – the server in Germany, where all data is stored; OpenRouter (USA) and AI model providers – they help choose a place and receive the city, the group's preferences and the names of candidate places, while people's names and the group's name are stripped out before sending; Google – if you connected Google Calendar, and Google Analytics if you allowed analytics.

Google user data

SoWhen'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.

Cookies

Session cookies keep you signed in. Functional cookies remember your language, your colors and your answer about analytics. These cannot be turned off – the site does not work without them. Analytics cookies are loaded only with your consent. We have no advertising or marketing cookies.

Analytics

Analytics runs on the landing page only: Google Analytics counts how many people arrive, where from, and how many press “Try the demo”. Beyond the landing page there is no analytics – meeting addresses, your profile and everything else never reach Google. It is loaded only if you pressed “Accept all” or switched analytics cookies on in the settings; if you refused, your browser does not contact Google at all.

How Google handles this data

Google receives your IP address and browser details. How Google uses data from sites that use its services is explained on a page of its own.

How long we keep it

Meetings and the answers to them are kept until you delete the meeting or your account. Original photos are deleted as soon as the collage is made. If you disconnect your calendar, we delete everything we learned from it.

Your rights

You can ask what data we hold about you, correct it, delete your account and all your data, disconnect your calendar and withdraw your consent. Write to elena.m.liapina@gmail.com. You can also complain to Roskomnadzor, or, if you live in the EU, to the data protection authority of your country.

Age

The service is for people aged 16 and over.

Changes

If this policy changes, we will update the date at the top of the page, and we will tell you in advance about anything important.

Questions or data deletion

Write to elena.m.liapina@gmail.com.