Terms of Service

By accessing or using Whenn at meetwhenn.com, you agree to be bound by these Terms of Service. If you do not agree, please do not use the service. These terms apply to all users including hosts who create meetings and participants who respond to meeting requests.

Whenn is a group scheduling tool that helps users find mutually available meeting times. Hosts create meeting requests, share them with participants, and Whenn identifies overlapping availability to suggest or automatically confirm meeting times. The service integrates with Google Calendar, Microsoft Outlook, and Zoom.

When you connect your Google or Microsoft calendar, Whenn requests permission to read your free/busy availability data only. Specifically:

• We read only whether you are marked as free or busy during specific time periods. We never read, store, or process event titles, descriptions, locations, attendees, or any other event details.
• Calendar data is used solely to identify available meeting times within Whenn.
• We do not sell, share, or transfer your calendar data to third parties.
• We do not use your calendar data for advertising or any purpose beyond scheduling.
• You can disconnect your calendar at any time from your Whenn settings, or by revoking access directly through your Google Account or Microsoft Account settings.

Whenn accounts are created automatically when you create your first meeting. We use magic link authentication — no password is required. You are responsible for keeping access to your email account secure. Participants do not need an account to respond to meeting requests.

You agree not to use the service to:

• Create meeting requests impersonating another person or organisation
• Send unsolicited or spam meeting invitations
• Attempt to disrupt, damage, or gain unauthorised access to the service
• Use the service for any unlawful purpose

Whenn reserves the right to suspend or terminate access for users who violate these terms.

Our Privacy Policy describes in detail how we collect, use, and protect your personal data. By using the service you agree to its terms. We collect only what is necessary to operate the service, we do not sell your data, and you can delete your account and all associated data from your account settings at meetwhenn.com/settings, or by contacting support@meetwhenn.com.

Whenn acts in different capacities depending on the data involved:

• As a data controller: Whenn is a controller in respect of host account data that we collect and process for our own purposes, including providing and improving the service.
• As a data processor: When an organisation uses Whenn to schedule meetings on behalf of their organisation, Whenn acts as a processor in respect of participant personal data. In this capacity, we process data only on the instructions of the host organisation (controller) and for the purposes of providing the scheduling service.

A template Data Processing Agreement (compliant with Article 28 UK GDPR) is available to review at meetwhenn.com/dpa. Organisations wishing to enter into a countersigned DPA with Whenn as data processor may contact privacy@meetwhenn.com. Further information is available at meetwhenn.com/security.

Whenn integrates with Google Calendar, Microsoft Outlook, Microsoft Teams, and Zoom. Your use of these integrations is subject to the respective terms of service of those providers. Whenn is not responsible for the availability or conduct of third-party services.

Whenn and its original content, features, and functionality are owned by Whenn and protected by applicable intellectual property laws. You may not copy, modify, distribute, or reproduce any part of the service without express written permission.

The service is provided "as is" without warranties of any kind. We do not guarantee that the service will be error-free or uninterrupted, or that meeting confirmations will always be accurate. Whenn is not responsible for any missed meetings or scheduling errors arising from use of the service.

To the fullest extent permitted by applicable law, Whenn shall not be liable for any indirect, incidental, special, or consequential damages arising from your use of the service.

We may update these terms from time to time. For material changes, we will provide at least 30 days' notice by email to the registered account holder before the changes take effect. We will also update the date at the top of this page. Continued use of the service after changes take effect constitutes acceptance of the revised terms.

For questions about these terms, contact us at support@meetwhenn.com. These terms are governed by the laws of England and Wales. Whenn is provided by Meet Whenn Ltd, a company incorporated in England and Wales (Company No. 17342492).