About, Terms of Use & Privacy — When We Meet

Draft for legal review — not legal advice. Last updated: 2026-08-23. Operator: Iuliia Nikonorova, operating When We Meet as a private individual based in the Czech Republic (business registration — IČO — pending; a full registered business address will be added here once issued). Contact: info@julienika.cz.

By using When We Meet ("the Service") you agree to the Terms of Use below. If you do not agree, do not use the Service.

About

When We Meet is a free tool for finding a time that works for a group. A creator picks a date range and a daily time window and gets a link; anyone with that link marks the times they're free (and, optionally, which of those they'd prefer); everyone with the link sees the combined result. There is no account, no email, and no signup for anyone — creator or participant — at any point.

Privacy — how your data is used

What we collect

• The display name you type when you join a room. It is not verified in any way — anyone with the room's link can type any name, including someone else's.
• The room's title and description, if its creator chose to add them.
• The date range, daily time window, and the availability marks (can / can't / prefer) you paint on the grid.
• Two small cookies per room you join: one that remembers your identity within that specific room (so you don't have to retype your name on return visits), and — only if you created the room — one that lets you pick or clear the final meeting time. Both are readable only by our server (httpOnly), scoped to that one room, and set to expire after 180 days — though in practice they almost always outlive the room itself, which is deleted much sooner (see "How long we keep it," below).
• One cookie for your interface language (English/Russian/Czech/ German), kept for up to a year. It contains nothing but a language code.
• Standard web server request logs (IP address, requested page, timestamp), kept only as long as needed for security and abuse investigation — never used for tracking, profiling, or advertising.

What we don't do

• No accounts, no passwords, no email collection, ever.
• No analytics, no advertising trackers, no third-party scripts of any kind loaded into any page.
• We never sell, rent, or share your data with anyone.

How long we keep it

Every room — and every name, description, and availability mark in it — is automatically and permanently deleted 3 days after its planning range ends, or 3 days after a final meeting time is picked, whichever applies. This runs on its own; there is nothing to request. You can also remove your own name and marks from a room immediately, at any time, using the "Leave room" link inside it, without waiting for that expiry.

Your rights

Because there's no account and no identity that outlives a room, most data-subject requests are already self-service: use "Leave room" to erase your data on the spot, or simply wait — everything is gone within days regardless of what you do. For anything this doesn't cover, contact info@julienika.cz.

Terms of use

1. What the Service is. A free scheduling-coordination tool. Anyone who has a room's link can view every detail of that room — its title, description, all participants' names, and all of their availability — and can add or edit marks under any name they choose. Do not share a room's link with anyone you don't want to have that access.
2. No identity verification. Names in a room are self-reported and unverified. Do not rely on this Service for anything that depends on confirming who a person actually is.
3. No warranty. The Service is provided "as is," without warranty of any kind, express or implied — including no guarantee of availability, uptime, accuracy, or that any data will be retained for any particular length of time.
4. Limitation of liability. To the maximum extent permitted by applicable law, the operator is not liable for any damages — direct, indirect, incidental, or consequential — arising from your use of, or inability to use, the Service, including missed events, scheduling errors, or loss of data. Use the Service at your own risk.
5. Acceptable use. Don't use the Service to collect information about people without their knowledge for purposes beyond the scheduling they're aware of, to harass anyone, or in any way that violates applicable law.
6. Changes. These terms, and the Service itself, may change at any time. Continuing to use the Service after a change means you accept the update.
7. Governing law. These terms are governed by the laws of the Czech Republic, without regard to its conflict-of-law principles.

Questions about any of the above? info@julienika.cz