Privacy Policy

Data Controller

The controller responsible for data processing on this website is:

For privacy-related inquiries: admin@pickawhen.com

What is Pickawhen?

Pickawhen is a simple scheduling tool. You create a poll with available times, share the link, and others can book a time. No account needed.

What Data We Collect

We only collect what's needed to make the service work:

• Poll creators: Your email (for notifications), poll title, description, location, and available times
• Participants: Your name and email (for confirmation), and the time(s) you selected
• Automatically: Your timezone (to show times correctly), IP address (for rate limiting and security)

Legal Basis for Processing

• Service delivery: Processing your data to provide the scheduling service you requested
• Security: Protecting the service from abuse
• Communication: Sending email notifications when you provide your email

How We Use Your Data

• To run the scheduling service and display poll information
• To send email confirmations and notifications
• To prevent abuse through rate limiting
• To maintain security and prevent fraud

We do NOT sell data, show ads, track you across websites, or profile you.

How Long We Keep Your Data

Polls are automatically deleted after 1 year. This includes all associated data (times, bookings, email addresses).

Want it deleted sooner? Use the delete button on your admin page. Every poll creator gets an admin link that lets them delete their poll immediately.

Where Data is Stored

Your data is stored on servers in the European Union. All connections use HTTPS/TLS encryption.

Service Providers

We use third-party providers for email delivery and server hosting. Our providers are either EU-based or have appropriate data protection agreements in place.

Cookies and Local Storage

We use only essential storage:

• Language preference: Local storage to remember your selected language
• Cookie consent: Local storage to remember that you've seen the cookie notice
• Timezone: Detected from your browser to display times correctly (not stored)

We do NOT use tracking cookies, third-party analytics, or advertising technologies.

Internal Analytics

We collect aggregate, anonymized usage statistics for internal purposes only, including:

• Total number of polls created (not linked to individuals)
• Total number of bookings made
• Monthly usage trends

This data cannot identify individual users and is only accessible to site administrators. We do not use third-party analytics services.

Your Rights (GDPR)

Under GDPR, you have rights regarding your personal data:

• Access & view: Poll creators can view all data on their admin page
• Edit: Edit your poll details on your admin page
• Delete: Delete your poll anytime using the delete button on your admin page
• Other rights: For any other requests (data export, restriction, etc.), contact us

To exercise your rights, contact us at: admin@pickawhen.com

For Participants

If you booked a time slot and want your booking deleted, contact us with the email address you used. Alternatively, all participant data is automatically deleted when the poll expires (within 1 year).

Security Measures

• All data transmitted over HTTPS/TLS encryption
• Secure token generation for admin links
• Rate limiting to prevent abuse
• Input validation to prevent attacks

Age Requirement

This service is intended for users aged 16 and older, in accordance with GDPR requirements.

Changes to This Policy

If we make changes to this policy, we'll update the date at the top.

Contact

For privacy-related questions: