Privacy Policy for WhenzApp
Last Updated: October 27, 2025
Effective Date: October 27, 2025
Introduction
Stability System Design ("we," "our," or "us") operates the WhenzApp mobile application (the "App"). This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our App.
By using WhenzApp, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, please do not use our App.
1. Information We Collect
1.1 Information You Provide Directly
Account Information:
- Display name (required for identification within groups)
- Phone number (used for authentication via Firebase)
- Email address (optional, if provided during registration)
- Profile preferences (language, country, timezone)
Group and Scheduling Data:
- Group names and descriptions you create
- Group membership information
- Dates and availability you mark (Preferred, Available, Maybe, Unavailable)
- Time slots and partial availability data
- Comments and notes you add to dates
- Voting preferences on proposed dates
- Response deadlines set by group administrators
Communication Data:
- Messages and comments posted within the App
- Interaction with other group members within the App
1.2 Information Collected Automatically
Device Information:
- Device type and model
- Operating system version (Android)
- Unique device identifiers
- Mobile network information
Usage Information:
- Features you use within the App
- Time and frequency of use
- Performance data and crash reports
- Firebase Analytics data (anonymized usage patterns)
Location Information:
- Timezone (automatically detected for scheduling accuracy)
- Country/region (for holiday awareness and localization)
- We do NOT collect precise GPS location data
1.3 Information from Third Parties
Firebase Services:
- Authentication tokens and session data
- Cloud messaging tokens for notifications
- Analytics data (anonymized and aggregated)
WhatsApp:
- We do NOT access your WhatsApp messages or contacts
- We only use WhatsApp's sharing functionality when you explicitly choose to share content
- No WhatsApp data is stored on our servers
2. How We Use Your Information
We use the information we collect for the following purposes:
2.1 Core Functionality
- Create and manage your account
- Enable group creation and membership management
- Store and display availability data across groups
- Detect scheduling conflicts between different groups
- Send notifications about deadlines, confirmations, and updates
- Provide multi-language support based on your preferences
- Display holidays and timezone-appropriate times
2.2 App Improvement
- Analyze usage patterns to improve features (anonymized)
- Monitor and fix technical issues and bugs
- Understand which features are most valuable to users
- Generate smart suggestions based on group availability patterns
2.3 Communication
- Send important service announcements
- Respond to your support requests
- Notify you about changes to our policies or services
2.4 Security and Legal Compliance
- Detect and prevent fraud or abuse
- Enforce our Terms of Service
- Comply with legal obligations
- Protect the rights and safety of our users
3. How We Share Your Information
We do not sell your personal information to third parties. We share your information only in the following limited circumstances:
3.1 Within Groups
- Your display name and availability data are visible to other members of groups you join
- Comments and votes you make on dates are visible to group members
- Group administrators can see response status for deadline tracking
3.2 Service Providers
We use third-party services to operate our App:
Firebase (Google LLC):
WhatsApp (Meta Platforms, Inc.):
3.3 Legal Requirements
We may disclose your information if required to do so by law or in response to:
- Valid legal processes (court orders, subpoenas)
- Requests from government authorities
- Protection of our rights, property, or safety
- Protection of users or the public
3.4 Business Transfers
If we are involved in a merger, acquisition, or sale of assets, your information may be transferred. We will provide notice before your information becomes subject to a different privacy policy.
4. Data Storage and Security
4.1 Where Your Data is Stored
- All user data is stored on Firebase Realtime Database servers
- Firebase servers are located in the United States and other global locations
- Data is encrypted in transit using industry-standard SSL/TLS protocols
- Data at rest is encrypted using Firebase's security measures
4.2 Security Measures
We implement appropriate technical and organizational measures to protect your information:
- Encrypted connections (HTTPS/TLS)
- Firebase authentication and security rules
- Regular security assessments
- Access controls and authentication requirements
- Automatic logout after inactivity
4.3 Data Retention
- Active account data: Retained while your account is active
- Deleted account data: Permanently deleted within 30 days of account deletion
- Analytics data: Anonymized and retained for service improvement
- Crash reports: Retained for up to 90 days for debugging purposes
Note: When you leave a group, your availability data remains visible to that group's history, but your account information is no longer associated with it after 30 days.
5. Your Rights and Choices
5.1 Access and Update
You can access and update your information within the App:
- Go to Settings to update display name, language, country, and timezone
- Edit or delete your availability markings on any date
- Leave groups at any time
- Delete comments you've posted
5.2 Delete Your Account
You can delete your account at any time:
- Go to Settings → Delete Account
- All your personal data will be permanently deleted within 30 days
- Group data you created may remain for other members but will be anonymized
- This action is irreversible
5.3 Notifications
You can control notifications:
- Enable or disable push notifications in your device settings
- Response deadline reminders can be managed per group
- You can opt out of non-essential notifications
5.4 Data Portability
You may request a copy of your data by contacting us at support@stabilitysystemdesign.com. We will provide your data in a structured, commonly used format within 30 days.
5.5 Rights for EEA/UK Users
If you are located in the European Economic Area or United Kingdom, you have additional rights under GDPR:
- Right to access your personal data
- Right to rectification of inaccurate data
- Right to erasure ("right to be forgotten")
- Right to restrict processing
- Right to data portability
- Right to object to processing
- Right to withdraw consent
- Right to lodge a complaint with a supervisory authority
5.6 Rights for California Users
If you are a California resident, you have rights under CCPA:
- Right to know what personal information is collected
- Right to know if personal information is sold or disclosed
- Right to opt-out of sale of personal information (we do not sell data)
- Right to deletion of personal information
- Right to non-discrimination for exercising your rights
6. Children's Privacy
WhenzApp is not intended for use by children under the age of 13. We do not knowingly collect personal information from children under 13.
If you are a parent or guardian and believe your child has provided us with personal information, please contact us at support@stabilitysystemdesign.com. We will delete such information from our systems within 30 days.
For users between 13-18 years old, we recommend parental supervision when using the App.
7. International Data Transfers
WhenzApp is operated from the United States. If you are located outside the United States, please be aware that information we collect will be transferred to, stored, and processed in the United States and other countries where Firebase servers are located.
These countries may have data protection laws that differ from your country. By using WhenzApp, you consent to the transfer of your information to the United States and other countries.
For EEA/UK users, we rely on:
- Standard Contractual Clauses approved by the European Commission
- Firebase's compliance with applicable data protection frameworks
- Your explicit consent for the transfer
8. Third-Party Links and Services
WhenzApp may contain links to third-party websites or services, including:
- WhatsApp (for sharing functionality)
- Support email links
- Our company website
This Privacy Policy does not apply to these third-party services. We are not responsible for the privacy practices of these services. We encourage you to review their privacy policies before providing any information.
9. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by:
- Posting the new Privacy Policy in the App
- Updating the "Last Updated" date at the top of this policy
- Sending an in-app notification or email (for significant changes)
Your continued use of WhenzApp after changes become effective constitutes acceptance of the revised Privacy Policy.
We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
10. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Email: support@stabilitysystemdesign.com
Website: https://stabilitysystemdesign.com/whenzapp
Mailing Address:
Stability System Design
[Your Physical Address - Required for GDPR/CCPA compliance]
[City, State/Province, Postal Code]
[Country]
Response Time: We will respond to your inquiry within 30 days.
11. Legal Basis for Processing (EEA/UK Users)
For users in the European Economic Area and United Kingdom, we process your personal data based on the following legal grounds:
- Contract Performance: Processing necessary to provide the App's services (GDPR Art. 6(1)(b))
- Legitimate Interests: Improving the App, preventing fraud, security (GDPR Art. 6(1)(f))
- Consent: Where you have provided explicit consent (GDPR Art. 6(1)(a))
- Legal Obligation: Complying with legal requirements (GDPR Art. 6(1)(c))
You have the right to withdraw consent at any time where processing is based on consent.
12. Do Not Track Signals
Some web browsers have a "Do Not Track" feature. WhenzApp does not currently respond to Do Not Track signals because there is no industry standard for compliance. We do not track users across third-party websites or apps.
13. Data Controller
For the purposes of GDPR and other data protection laws:
Data Controller:
Stability System Design
[Your contact information]
EU Representative (if applicable):
[If you have significant EU users, you may need an EU representative]
Acknowledgment
By using WhenzApp, you acknowledge that you have read and understood this Privacy Policy and agree to its terms.
Version 1.0
Effective: October 27, 2025
Last Updated: October 27, 2025