Privacy Policy

Effective date: March 21, 2026

When and What ("we", "our", or "us") operates the When and What service, accessible at whenandwhat.app. This page describes what information we collect, how we use it, and your rights regarding your data.

1. Information We Collect

We collect the following types of information when you use When and What:

  • Account information: Your email address and a display name when you create an account.
  • Billing information: If you subscribe, we collect the details necessary to process your payment. Card details are handled entirely by Stripe and are never stored on our servers. We retain a record of your subscription status and billing period.
  • Activity data from third-party services: When you connect Trakt, Strava, or ListenBrainz, we import activity data from those services (watch history, workouts, listening history) on your behalf, using the permissions you grant.
  • Check-in data: Location names, optional coordinates, and timestamps that you manually submit when you check in to a place.
  • Usage data: Standard server logs including IP address, browser type, pages visited, and timestamps, used for security and service improvement.

2. How We Use Your Information

We use your information solely to provide and improve the When and What service:

  • To display your daily summaries and activity timelines.
  • To sync data from connected third-party services.
  • To maintain your account and authenticate you securely.
  • To diagnose technical issues and improve service reliability.

We do not sell your personal data. We do not use your data for advertising.

3. Third-Party Services

When and What integrates with the following third-party services. Each has its own privacy policy:

For activity integrations (Trakt, Strava, ListenBrainz), we only request the minimum permissions needed to read your activity data. We do not post, modify, or delete data on these platforms on your behalf.

4. Data Storage and Retention

Your data is stored on secure servers. We retain your data for as long as your account is active. If you delete your account, your personal data and imported activity data will be permanently deleted within 30 days.

5. Data Sharing

We do not share your personal data with third parties except:

  • As required by law or to respond to legal process.
  • To protect the rights and safety of When and What, our users, or the public.
  • With infrastructure providers (hosting, database) who process data on our behalf under appropriate data processing agreements.

6. Security

We use industry-standard measures to protect your data, including encrypted connections (HTTPS), secure credential storage, and access controls. No system is completely secure, and we cannot guarantee absolute security.

7. Your Rights

Depending on your location, you may have rights to access, correct, delete, or export your personal data. To exercise any of these rights, please contact us at the address below.

8. Cookies

When and What uses cookies only for essential purposes: maintaining your login session and preventing cross-site request forgery. We do not use tracking or advertising cookies.

9. Children's Privacy

When and What is intended for users who are 13 years of age or older. The service is not directed at children under 13, and we do not knowingly collect personal information from anyone under 13.

If you are a parent or guardian and believe your child under 13 has provided us with personal information, please contact us immediately. We will promptly delete that information from our records.

Users between the ages of 13 and 18 should review these terms with a parent or guardian before using the service.

10. Changes to This Policy

We may update this policy from time to time. We will notify you of significant changes by posting a notice in the app or by email. Your continued use after changes take effect constitutes acceptance of the updated policy.

11. Contact

If you have questions about this Privacy Policy or your data, please contact us through whenandwhat.app.