Privacy Policy

1. Overview

Say When ("we", "us", or "our") operates the scheduling coordination service available at say-when.app. This Privacy Policy explains how we collect, use, and protect your information when you use our service.

2. Information We Collect

• Account information: name, email address, and optionally a phone number when you create an account.
• Scheduling data: event details, participant names, and availability windows you provide when creating or responding to scheduling requests.
• Calendar data: if you connect Google Calendar, we access your free/busy information solely to assist in finding mutually available times. We do not store calendar event titles or details.
• SMS messages: if you participate in a scheduling request via text message, we process the content of your replies to determine your availability or vote preference.
• Usage data: standard server logs including IP address and request timestamps.

3. How We Use Your Information

• To coordinate scheduling requests between you and other participants.
• To send you SMS notifications about scheduling requests you are included in.
• To parse availability you share via SMS and incorporate it into scheduling suggestions.
• To improve the service.

We do not sell your personal information to third parties.

4. SMS Communications

Consent (double opt-in): When you are added to a scheduling request by an organizer who provides your phone number, the first and only message we send is a one-time opt-in request asking you to reply YES. We do not send any further messages unless you reply YES. Replying YES opts you in to receive scheduling texts from Say When for that request and any future requests, until you opt out; it does not commit you to attending any event.

Opt-out: Reply STOP at any time to stop receiving all SMS messages from Say When. You will receive a single confirmation message and no further texts will be sent to your number.

Help: Reply HELP for assistance.

Message and data rates may apply. Message frequency varies per scheduling request.

5. Data Sharing

We share your data only with:

• Twilio: to deliver SMS messages on our behalf.
• Google: when you connect Google Calendar, under Google's standard OAuth terms.
• Anthropic: availability text is processed by an AI model to extract structured time windows. No personally identifying information is sent to the model beyond the message content.

Mobile opt-in data is never shared or sold. We do not share or sell your mobile phone number or SMS consent (opt-in) data with any third parties or affiliates for marketing or promotional purposes. The only party that receives your phone number is our SMS delivery provider (Twilio), solely to deliver the scheduling messages you have opted in to.

6. Data Retention

Scheduling request data is retained for 90 days after the request reaches a terminal state (confirmed, expired, or cancelled). You may request deletion of your data at any time by contacting us at the address below.

7. Security

OAuth tokens and SMS tokens are encrypted at rest. All data is transmitted over HTTPS. We use industry-standard practices to protect your information, though no method of transmission or storage is 100% secure.

8. Contact

Questions about this policy? Email us at hello@say-when.app.