Privacy Policy
Last updated: November 4, 2026
It is short because the app is built to keep it short. WhenUp reads your calendar on your phone and sends only what is strictly necessary — one word per proposed time slot.
What we receive
| Data | Why |
|---|---|
| Your Google name and photo | So that the other members of a group recognize you in the list. Visible to people signed in to the app, never publicly. |
| Your account identifier | Provided by Firebase Authentication after you sign in with Google. It is what ties your answers to you rather than to someone else. |
| Your Google email address | Received when you sign in with Google and kept by Firebase Authentication with your account. It is never written to the app's database (Firestore) or shown to other members; the app shows it only to you, in the settings, when your account has no name. |
| Your availability and your votes | One word per proposed time slot — free, meh or busy, pre-filled from your calendar and then corrected if you wish — and the time slots you vote for. This is the very substance of the poll. (“Worth a check” is a flag shown on your phone, not an answer that is sent.) |
| Your groups and your events | For a group, its name and its members. For an event, its title and, optionally, its place and description, which the organizer types in themselves (this is not read from a calendar), then the proposed time slots and the one that was chosen. Visible to the members of the group only; only the group's name and its number of members are shown to someone who opens the invitation link in the app. The publisher looks at content only if it is reported to them (see the terms of use). |
| Crash reports | When the app crashes or runs into an error it did not expect, it sends a technical report: the place in the code that failed, the device model, the Android version and the app version, and your account identifier — to tell a general outage from one that affects only you. It is the only way to fix a bug that happened on a phone we do not have in our hands. According to Firebase's documentation, Crashlytics keeps crash traces and the associated identifiers for 90 days, after which Google initiates their deletion from its systems and backups. |
| Your settings | Technical identifiers, not content: which calendars count for you (designated by their Google identifier, often an email address), what you answered on a flagged event (tied to the event's technical identifier at Google, or to its start and end times if the app only has access to your busy periods — never to its title), the identifiers of the calendar the app created for you and of the events it added to it, and two indicators: “introduction already seen” and “limited reading chosen” (if you declined full reading of your calendar). They are used to remember your settings. Readable by you alone, erased with your account. |
| Your notification settings | Whether you turned reminders on or off, the date on which you answered the proposal to turn them on and, for the polls concerned, their technical identifier, the date on which the app first saw them and the date of each reminder. They are used to never notify you twice about the same thing, even after a reinstall or a change of phone. No title, no text. Readable by you alone, erased with your account. The creation date of an event is also saved with it, to know how long it has been waiting for a decision. |
What we never receive
The content of your calendar. No event title, no place, no attendee, no description taken from your calendar ever leaves your phone. The app queries your calendar locally and sends only the verdict it draws from it, plus the technical identifiers described under “Your settings” above. The only texts on our servers are those that the organizer of a WhenUp event types in themselves (title, place, description).
Your password and your Google tokens. Sign-in goes through Google; we never see your password, and no access token for your Google account is kept on our servers.
When an event title is displayed — to explain why a time slot is marked “worth a check” — it is read on your device, shown, then forgotten. It is neither saved nor transmitted.
Nothing from your calendar in a crash report. When an error comes from the calendar, the report keeps only the name of the call and its error code; Google's response, which may name a calendar, is removed before sending.
No notification sent by a server. Reminders are prepared and displayed by the app itself, on your phone, a few times a day: no server sends them to you, and no notification identifier of your device is transmitted to us. To prepare them, the app only re-reads, in WhenUp, your groups, their polls and the answers already given; it never uses your calendar.
Access to your Google Calendar
The app asks for access at two different moments, never at the same time:
- Read your events (
calendar.events.readonly, withcalendar.calendarlist.readonlyto know whether you have other calendars), at a separate step, right after sign-in (and again if you want to restore it after declining it). This is what makes it possible to calculate time slots rather than have you guess them — including time off and all-day events. If your installation predates the end of August 2026 and you keep the old authorization (calendar.freebusy), the app sees only your busy periods: it then misses time off and all-day events marked “Available”. If you decline, the app does not read your calendar; you answer the time slots by hand. - Create a calendar and write to it (
calendar.app.created), only when you tap “Add to my calendar”. This authorization gives access only to the calendar that the app created itself: it can neither read nor modify your other calendars, nor even obtain their list.
WhenUp's use of data received from Google APIs complies with the Google API Services User Data Policy, including its Limited Use requirements. You can withdraw these accesses at any time from your Google Account permissions.
WhenUp's web pages
This page, the home page, the deletion page, the invitation page (the one that opens from a
https://meetup-4e6eb.web.app/join/… link) and the event link page (the one that
opens from a https://meetup-4e6eb.web.app/event/… link) are static pages, hosted
by Firebase Hosting (Google). They do not ask you to sign in, set no cookie or tracker, have no
audience measurement tool, and receive nothing from the app: neither your calendar, nor your
groups, nor your answers. The invitation page knows neither the group's name nor its members;
it reads the code contained in the address, in your browser, to prepare the “open”
button and the copy-link action. The event link page does the same with the event identifier
contained in the address: it reads nothing from the database and displays neither the event's
title nor its group's name; it does not even know whether the event exists. As with any web
page, the requested address — which contains this invitation code or this event identifier —
reaches the server that serves the page.
Where your data is stored
With Google Cloud (Firebase Authentication and Cloud Firestore), in the
eur3 region, in Europe. It stays there as long as your account exists (crash
reports follow the duration stated above).
Who it is shared with
Your groups, your events and your answers can be read only by the members of the groups you join. Your Google name and photo make up a profile that any account signed in to the app can read, provided it knows the identifier, which circulates only between members of the same group; there is no public list of profiles. Nothing is sold, rented or passed on to an advertiser. There are no ads, no trackers and no audience analytics tools in the app. The only third-party tool is Firebase Crashlytics, which receives the crash reports described above: it is used to fix things, never to measure an audience or to track what you do in the app.
Your rights
You can delete your account and everything attached to it, from the app or by email: how to do it (page in French). For any question about your data — access, rectification, objection — write to whenup001@gmail.com.
Children
WhenUp is not aimed at people under 13 and does not knowingly collect their data.
Changes
This page carries its date of last update. A change that would widen what we receive would be announced in the app before taking effect.