Legal · Privacy

Privacy Policy

Effective date: [Effective date — set on launch day, e.g. 1 August 2026] · Version 1.0

The short version: Your calendar data never leaves your phone. We can't read it. We use Sign in with Apple and Apple iCloud — there are no other servers, no analytics SDKs, no advertising trackers. The legal-precise version below says all of this in detail.

1. Plain-English summary

This is the short version. The rest of this document is the legally precise version. They are intended to mean the same thing — if you ever spot a contradiction, the precise version wins, but please tell us so we can fix the summary.

Your calendar data never leaves your phone. WhenWorks reads your calendar on your device, derives your free/busy windows, and only those windows are uploaded — and only to events you have joined.
We never see your event titles, descriptions, attendees, locations, or notes.
We use Sign in with Apple. The only identifier we receive about you is the stable user ID Apple provides, plus the display name you choose.
We do not run any third-party analytics, advertising, or tracking SDK.
We use Apple's CloudKit to sync your data between your devices and the people you invite. Apple stores this data encrypted on their servers; we cannot read it.
If you delete the app and your data, both go away — see Section 9.
If something here changes, we will tell you in-app and update the effective date.

2. Who we are

WhenWorks (the "App") is owned and operated by Marc Ravida, an Australian-based individual sole trader ("WhenWorks", "we", "us", "our"). [ABN to be added — optional for sole traders.] Principal place of business: [to be added on first publication].

WhenWorks is operated by an Australian-based individual sole trader. The App's data handling is bound by the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles ("APPs") to the extent they apply. Where we provide the App to users in the European Union, the United Kingdom, or the State of California, additional rights apply — see Sections 11–13.

For privacy enquiries, please contact our Privacy Officer at whenworks.support@gmail.com.

3. What this policy covers

This policy describes how we handle Personal Information when you use the WhenWorks iOS application and the website at whenworksapp.xyz. It does not cover third-party services we link to (such as the Apple App Store) — those are governed by their own privacy policies.

4. The data WhenWorks handles

WhenWorks is built on a privacy-by-architecture principle: we move as little data off your device as is technically possible to make the app work. Below is the complete list of every category of data WhenWorks touches, where it lives, and why.

Data category	Where it lives	Why we have it
Apple User ID (the stable opaque ID returned by Sign in with Apple)	On your device + in your private iCloud account; not on any server we operate.	Required to identify you across your own devices and inside events you have joined.
Display name + emoji + colour you pick	On your device + in your private iCloud zone, and visible to people inside events you have explicitly joined.	So your friends know which entry on the list is you.
Your timezone identifier (e.g. "Australia/Sydney")	On your device + in iCloud, visible inside events you have joined.	So times display correctly for everyone.
Calendar event raw data (titles, descriptions, attendees, locations, attachments)	On your device only. Never uploaded. Never readable by us.	Used only on-device to derive your free/busy windows.
Free/busy windows (start and end times where you are free)	On your device + uploaded only to the iCloud zone of an event you joined.	So the group can find a time everyone is free.
Votes you cast (1st, 2nd, 3rd choice on candidate slots)	Inside the event's iCloud zone.	So the group can converge on a time.
Notification preferences	On your device only (UserDefaults).	So you can turn off specific event notifications.
Apple's standard App Store install / crash / aggregate data	Apple's servers, accessible to us in aggregate via App Store Connect.	So we can fix crashes and understand install volume — never linked to you.

5. What we do NOT collect

To be unambiguous, here is a non-exhaustive list of data we do not collect:

Your calendar event names, descriptions, attendees, locations, attachments, or any other content of your calendar — we never upload these from your device.
Your contacts, photos, microphone, or camera — we do not request these permissions.
Your real name (unless you put it in your display name) or email address — Sign in with Apple lets you hide your email.
Your IP address, except as transiently received and discarded by Apple's CloudKit servers as part of routing your sync traffic.
Your physical location — we do not request location permission.
Your browsing history, search history, or any data outside this app.
Any device identifier other than the Apple User ID (no IDFA, no IDFV, no fingerprinting).
Children's data — see Section 14.

6. Where your data lives

WhenWorks does not operate any servers of its own. The data the app generates is stored in two places:

6.1 On your device

Most of your data — your profile, your calendar snapshot, your local cached events — is stored in Apple's SwiftData store on your iPhone. It is protected by your device passcode and Face ID / Touch ID. If you delete the app, this data is deleted with it.

6.2 In Apple iCloud

The minimum data needed to share an event with other people — event configuration, member list, free/busy windows, votes, and confirmation — is stored in your private CloudKit database (your personal iCloud account) and shared with other event members via Apple's CKShare technology. Apple stores this data encrypted in transit and at rest. WhenWorks (the company) does not have access to your iCloud account or the data inside it.

Your use of iCloud is governed by your agreement with Apple. See apple.com/legal/icloud.

7. Why we collect what we collect

We process Personal Information for the following purposes (and only these):

Purpose	Lawful basis (where AU/UK/EU law applies)
To run the App and let you create or join events.	Performance of a contract (Article 6(1)(b) UK/EU GDPR; APP 3 — primary purpose collection).
To deliver event updates as in-app notifications.	Performance of a contract.
To respond to your support enquiries.	Performance of a contract; legitimate interests in answering you (Article 6(1)(f)).
To comply with legal obligations and respond to lawful requests.	Legal obligation (Article 6(1)(c); APP 6.2(b)).
To protect the security of the service.	Legitimate interests.

8. Who we share data with

We share data only with the following categories of recipients:

Other members of the events you join. They see your display name, emoji, colour, timezone, free/busy windows for that event, and your votes. They never see your underlying calendar data.
Apple, as our infrastructure provider — Sign in with Apple, CloudKit, push notifications, App Store Connect. Apple's processing is governed by Apple's privacy policy.
A regulator, court, or law-enforcement body, but only when we are legally required to and only with the data we actually have. Because we do not have your calendar or your conversations, we cannot disclose them.

We do not sell, rent, trade, or otherwise transfer your data to any other third party — no advertisers, no analytics platforms, no data brokers, no "partners". We do not run targeted advertising in the App or anywhere else.

9. How long we keep data

We retain data only for as long as it is needed for the purposes set out in this policy.

Local on-device data: kept until you delete the app or sign out.
Active event data in iCloud: kept while the event is active. The event lead can delete an event, which removes the entire CloudKit zone and cascades to all member data inside it.
Confirmed past events: kept indefinitely on your device for your reference, unless you delete them. Other members may also keep their copies.
Account: if you sign out and delete the app, your local data is removed. If you also revoke Sign in with Apple via iOS Settings → your name → Sign-In & Security → Apps Using Apple ID, your stable Apple User ID will no longer be usable to sign back into the same WhenWorks account.
Backups: iCloud's backup retention is governed by Apple.

10. Your rights

Wherever you are, you have meaningful rights over your data. We make these as easy to exercise as we can:

Access. Most of your data is already on your device — open the app to see it. For anything held in your iCloud zone, you can ask us and we will help you locate it.
Correction. Edit your profile in the app. For anything you can't edit yourself, contact us.
Deletion. Delete the app to remove on-device data. To remove iCloud data, delete your events from inside the app.
Portability. Because we hold so little, portability is largely automatic — your iCloud data is yours under your Apple ID.
Objection / restriction. You can object to processing or ask us to restrict it. The simplest way is to stop using the app, but we'll honour formal requests.

To exercise any of these rights, email whenworks.support@gmail.com. We will respond within 30 days (or sooner where required by law).

11. Australian Privacy Principles (APP) notice

This section is required for compliance with APP 1.4 and APP 5.

11.1 Disclosure to overseas recipients

Your data is stored in Apple iCloud. Apple's iCloud servers are located in multiple countries; for users in Australia, the primary regions are Australia, the United States, and the European Union. By using WhenWorks you consent to your data being stored in these regions, on the understanding that Apple is bound by its global privacy commitments and is not subject to any consent we can withhold on your behalf.

11.2 Complaints

If you believe we have breached the Australian Privacy Principles, please first contact us at whenworks.support@gmail.com and give us a reasonable opportunity to investigate. If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

12. UK / EU GDPR addendum

If you are located in the United Kingdom or the European Economic Area, the following additional terms apply:

Data Controller: us, except for data stored in your personal iCloud zone (where Apple is also a controller for the purpose of providing iCloud).
Lawful bases: as set out in Section 7.
International transfers: data may be transferred to Apple iCloud servers outside your country of residence. Apple operates Standard Contractual Clauses (SCCs) and additional safeguards for these transfers.
Right to lodge a complaint: with your local supervisory authority. In the UK that is the ICO (ico.org.uk). In Ireland that is the DPC (dataprotection.ie). For other EU states see edpb.europa.eu.

13. California (CCPA / CPRA) addendum

If you are a California resident:

Categories of personal information collected in the last 12 months: identifiers (Apple User ID), customer records (display name), commercial information (none), internet activity (none), geolocation (timezone identifier only — not precise location), audio/visual (none), biometric (none), professional or employment (none), education (none), inferences (none).
Sale or sharing of personal information: we do NOT sell or share your personal information.
Right to know, delete, correct, and limit use of sensitive personal information: see Section 10.
Non-discrimination: we do not charge a different price or provide a lesser service to users who exercise these rights.

14. Children's privacy

WhenWorks is rated 4+ on the App Store and is not directed at children under 13. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and you believe your child under 13 has provided us with personal information, please contact us and we will delete it.

Australian users: under the Privacy Act 1988 (Cth), we treat individuals under 18 with extra care. Where children under 16 use the app, we encourage parental involvement.

15. Security

We take security seriously, which is why we built the app the way we did:

We do not run our own servers — there is no WhenWorks database for an attacker to breach.
All data in transit between your device and Apple's servers uses HTTPS / TLS, managed by Apple.
Sign in with Apple is industry-leading for both privacy (no email required) and security (Face ID / Touch ID, two-factor).
We do not include any third-party SDKs that could exfiltrate data from the app.

No system is 100% secure. If we ever discover a vulnerability that affects your data, we will tell you in line with the Notifiable Data Breaches scheme (Australia) and applicable laws elsewhere.

16. Changes to this policy

We may update this policy as the app evolves. If a change materially affects your rights, we will notify you in-app and via the email address tied to your Apple ID (if you have not opted to hide it). The "Effective date" at the top of this document tells you which version is current.

17. Contact

Privacy Officer: Marc Ravida (Sole Trader, Australia)
[Principal place of business — to be added on first publication]

Email: whenworks.support@gmail.com
General: whenworks.support@gmail.com