Terms of Service

Effective July 28, 2026

In short: WhenWhen is a scheduling poll. Be decent, don't spam, and remember that events expire and are eventually deleted. Your content stays yours. These terms cover organizers, participants, and account holders alike. The free tiers cost nothing, refunds on paid subscriptions are handled by Paddle under Paddle's Refund Policy as section 9 describes, and section 13 limits our liability where the law allows.

1. Who we are, and who these terms cover

WhenWhen is operated by Red Ninja LLC, a Minnesota limited liability company ("Red Ninja", "we", "us"). These terms are an agreement between Red Ninja and every person who uses WhenWhen at whenwhen.io (the "service") - with or without an account. Three kinds of people use the service:

• An Organizer creates an event and holds its private admin link.
• A Participant opens a shared event link and votes. Participants need no account and never sign up for anything.
• An Account Holder signs in to raise limits, and may create API tokens so software can use the service on their behalf.

All three are users of the service, and these terms are written for all three. You accept them by creating an event, making an account or an API token, calling the API, or submitting votes or other content. Opening a link someone shared with you does not, by itself, put you under any obligation; if you vote, the parts of these terms that address what you submit - sections 4, 5, and 14 - apply to your submission. If you keep using the service after we notify you of a change, you agree to the changed terms as section 11 describes. You must be at least 13 years old to use the service.

2. What the service does

WhenWhen lets you create a scheduling poll: you propose times for an event, share a link, and participants vote on which times work for them. The organizer then finalizes a time. No account is needed - when you create an event you receive a private admin link that controls it. Optional free accounts raise limits, and Account Holders can create API tokens so software - scripts, integrations, AI agents - can use the service for them. A paid Pro tier with higher limits is described on our pricing page; it is not on sale yet, and when it launches it will be sold as section 8 describes.

3. Accounts and API tokens

Accounts are optional. Nobody needs one to create, vote in, or finalize a poll; an account raises limits and unlocks extras. Sign-in is handled by our identity provider - we never see or store a password, and we do not store your email address with your account. The one exception: if you file a support request, the reply address you give us is kept with that ticket, as the Privacy Policy describes.

If you have an account, you may create API tokens so that software you run - scripts, integrations, or AI agents - can use the service as you. Anything done with a valid token is treated as done by you for the purposes of your plan's limits and these terms, so treat tokens like passwords: keep them secret, do not share or publish them, and revoke a token immediately if you think it has leaked. A valid token takes the place of the human-verification check when creating events; token use stays inside your plan's rate limits instead. Deleting your account revokes every token immediately.

You are responsible for activity under your account and your tokens where you have failed to take reasonable care of them - for example by sharing or publishing a token, or by not revoking one after learning it leaked. You are not responsible for unauthorized use that happens despite reasonable care, provided you tell us promptly once you become aware of it.

4. Acceptable use

You agree not to use the service to:

• send spam or use events as a vehicle for unsolicited messages;
• post content that is unlawful, infringes someone else's rights, harasses, threatens, or abuses others, or harms or endangers minors;
• impersonate any person or organization, or misrepresent who is organizing an event;
• distribute malware or links to it;
• interfere with the service - for example by probing for vulnerabilities, working around rate limits, or bypassing the human-verification check on event creation by any means other than an API token we issued to you.

Creating events with software is allowed - that is what API tokens are for. Automated use with your own valid token, within your plan's rate limits, is expressly permitted. Automated bulk creation without a token, or beyond your limits, is not.

If you are an Organizer, you choose who gets your event's links, and you are responsible for that choice: for keeping the admin link private, and for what the people you share a link with do under it.

Reporting an event

If an event you were sent breaks these rules, tell us. Email support@whenwhen.io with the event link and what is wrong, or use the reporting endpoint in our published API description at /developers. Reporting takes no account and no sign-in. We review reports and remove content that breaks these rules; copyright notices have their own route in section 6.

5. Your content

The content you submit - event titles, descriptions, locations, proposed times, names, and votes - belongs to you. You grant Red Ninja a non-exclusive, worldwide, royalty-free license to host, store, reproduce, and display that content solely as needed to operate and provide the service. This license ends when the content is deleted from the service. You are responsible for what you submit and for having the right to share it.

Keep your admin and edit links private. Anyone who has an admin link can manage that event, and anyone who has an edit link can change that participant's votes.

If you send us ideas or feedback about the service, we may use them without owing you anything.

6. Copyright and takedown

If you believe content on the service infringes your copyright, email support@whenwhen.io with the event link, a description of what you believe is infringed, and a way to reach you. We remove content on receipt of a valid notice. If something you posted was removed and you believe that was a mistake, reply to the removal notice and we will review it.

7. Event lifecycle and deletion

Events do not live forever. Each tier has a lifetime: 10 days from creation on the Instant (no-account) tier, 30 days on the free account tier, and 365 days on Pro. When an event reaches the end of its lifetime it expires: voting closes and the event becomes read-only.

Deletion runs on its own schedule, which the Privacy Policy sets out. Two cases, and an event follows whichever one it is in when the daily deletion sweep runs.

• An event where nobody has picked a time is deleted 30 days after it expires, or 30 days after the last time slot it proposed if that is later.
• An event where the organizer has picked a time is deleted 30 days after the time that was picked, or 30 days after the moment they picked it if that time had already passed. This can happen while the event is still within its lifetime and has never expired, and on Pro it is usually a long way before the lifetime would have ended. Reopening the event puts it back in the case above.

Deletion removes the event and everything in it: options, participant names, any email addresses left with votes, and votes. Copy anything you want to keep before then. Organizers can also delete an event at any time from the admin page.

Changes to these terms apply going forward, to your events as well as your account, your API tokens and any paid subscription. Section 11 says how we change them, what notice you get, and what a change can never do to content you have already submitted.

8. Paid subscriptions and billing

The Pro tier is a paid subscription. It is not on sale yet; this section takes effect when it launches, and the pricing page will say when that is.

When Pro launches, our order process will be conducted by our online reseller Paddle.com. Paddle.com is the Merchant of Record for all our orders. Paddle handles customer-service inquiries about payments, billing, and refunds, and processes returns; questions about the service itself come to us at support@whenwhen.io. When you buy a subscription, your purchase contract is with Paddle, Paddle's Buyer Terms and Conditions apply to the transaction, and the charge appears on your card statement with a Paddle descriptor (for example PADDLE.NET* WHENWHEN).

Subscriptions renew automatically until you cancel. Cancellation and refunds are covered in section 9. If a subscription price ever changes, Paddle will notify you before you are charged the new amount and, where the law requires it, will ask for your consent; a price change is never made under section 10 or 11 of these terms.

Paddle charges and remits any applicable sales tax or VAT. If you are buying for a business and have a tax exemption or a VAT number, claim it promptly through Paddle's buyer support at paddle.net - our support address cannot process tax refunds.

9. Refunds and cancellation

In short: the free tiers require no payment. Paid subscriptions are sold by Paddle as merchant of record, so Paddle's Refund Policy is the refund policy for your purchase. Request a refund or cancel at paddle.net.

When paid Pro subscriptions become available, payments will be processed by Paddle acting as merchant of record. Paddle is the seller for the transaction, and Paddle's Refund Policy, part of Paddle's Buyer Terms and Conditions, governs refunds and withdrawal for anything you buy through WhenWhen. We do not add conditions, exceptions, or time limits of our own to it.

In summary, that policy provides:

• Statutory withdrawal rights. If the law where you live gives you a right to withdraw from or cancel the purchase, that right applies and takes precedence. Paddle's policy sets out the periods: 14 days in the EU, the EEA, Switzerland, the United Kingdom, Turkey and Israel; 7 days in Canada, Brazil, South Korea and China; 5 days in Singapore.
• Discretionary refunds. Paddle may issue a refund at its discretion where you request one within 14 days of the transaction date. Paddle reviews each request on its own facts.
• Faults and defects. If the service does not work as described, contact us first at support@whenwhen.io so we can try to put it right. If we cannot, give Paddle the details and Paddle will refund in line with the consumer-protection law that applies to you.
• Cancelling. You can cancel a subscription at any time. Cancellation takes effect at the end of the billing period you have already paid for, and no further payments are taken.

How to request a refund or cancel

Paddle handles refunds and cancellations, because Paddle is the seller of record and holds your payment details and your receipt. Use the "View receipt" or "Manage subscription" link in your confirmation email, or go to paddle.net and choose the refund or cancellation option. Refunds are issued by Paddle to the original payment method, and access to the paid features ends when a refund is issued.

Questions about a payment, a receipt, or a refund go to Paddle. Questions about the service itself come to us at support@whenwhen.io, and we will help Paddle resolve anything that turns on how the service behaved.

This section is a summary of Paddle's Refund Policy, which is the policy that applies; if the two ever differ, that policy governs. Nothing here limits any non-waivable refund, withdrawal, or cancellation rights you have under the consumer-protection laws where you live, and where those laws give you more than Paddle's policy describes, the higher right applies.

10. Changes to the service

We may change the service at any time, without notice, where the change adds a feature or raises a limit, is a minor technical or design change that does not meaningfully reduce what you can do, or is needed to deal with a security threat or abuse, to comply with law or a regulator, or to respond to a change imposed by the providers our infrastructure runs on.

If you have a paid subscription, and a change would remove or meaningfully reduce a feature or limit your plan is sold with, we will make that change only for one of the reasons above, or because a third-party service or technology the feature depends on is withdrawn or repriced, or because so few subscribers use the feature that maintaining it is no longer reasonable - in each case explained in the notice. We will email you at least 30 days before the change takes effect, at the address our payment provider holds for you, saying what is changing and when. If you do not want to continue under the change, you can cancel at any time from that notice until 30 days after the change takes effect; cancellation goes through Paddle as section 9 describes, takes effect at the end of the billing period you have already paid for, and stops any further payments. Where it is reasonably feasible for us to keep the unmodified service available to you at no extra cost, we may offer that instead. A change under this section never costs you more mid-term.

On the free tiers, where you have paid nothing, we may add, change, limit, or discontinue features for the reasons above. Events that already exist keep working until their normal expiry wherever we reasonably can.

11. Changes to these terms

Every version of these terms carries its effective date at the top, and we keep prior versions - available on request at support@whenwhen.io - so you can see exactly what changed and when. Your events, your account, and any subscription are governed by the current version, with the protections below.

We may update these terms when the law or a regulator requires it, when we add or change features of the service, when our suppliers or the way we operate the service change, to correct an error or ambiguity, or to make the wording clearer without changing its meaning.

If a change is material - it reduces your rights or expands your obligations - we will give at least 30 days' notice before it takes effect: a prominent notice on the site for everyone, a notice Account Holders see in the product when they next sign in, a notice on our developers page for those who use the service through API tokens, and an email to paid subscribers at the address our payment provider holds. The notice will say what is changing, why, and the date it takes effect, and that continuing to use the service after that date means the updated terms apply to you. If you do not agree, stop using the service; if you have a paid subscription, you may cancel at any time from the notice until 30 days after the change takes effect, through Paddle as section 9 describes. Changes that are not material - clarifications, new features, corrections - take effect when posted, with the new date at the top of this page.

Changes are prospective only. No change applies to a claim that has already arisen. No change shortens the deletion schedule for content you already submitted, expands the license you grant us beyond what is needed to operate the service, or adds a new dispute-resolution requirement, unless you expressly agree to it. And where the law where you live requires your express agreement before a change binds you, the change does not apply to you until you give it.

12. The service is provided "as is"

For free use, and for everyone who is not a consumer, the service is provided "as is" and "as available", to the extent the law where you live permits, without warranties of any kind, express or implied, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not promise that the service will be uninterrupted, error-free, or that data will never be lost.

If you are a consumer and you pay for the service, the paid service must conform to what was promised when you bought it, and the statutory remedies of the law where you live apply if it does not. Nothing in this section takes away statutory rights that cannot be excluded under the law where you live.

13. Limitation of liability

Nothing in these terms excludes or limits our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, for gross negligence or willful misconduct, or for anything else that cannot be excluded or limited under the law where you live - including, if you pay for the service, statutory remedies for a paid digital service that does not conform to what was promised. And where you are a consumer in a jurisdiction that so requires, we remain liable for negligent breach of obligations whose performance the contract depends on, limited to the damage typical and foreseeable for a service of this kind.

Subject to that paragraph: Red Ninja's total liability for all claims arising out of or relating to the service is capped at the greater of the amount you paid us for the service in the 12 months before the event giving rise to the claim, or USD 50. We are not liable for indirect, incidental, special, consequential, or punitive damages, or for loss of data deleted on the schedule described in section 7 and the Privacy Policy. This section survives after your events are deleted, your account is closed, or you stop using the service.

14. Indemnification

If a third party brings a claim against Red Ninja arising from content you submitted to the service or from your violation of these terms, you agree to compensate us for the losses, damages, and reasonable legal costs we incur, to the extent the claim was caused by your content or your violation. This does not make you responsible for the service's own failures or for any part of a claim caused by us. Voting in someone else's event does not by itself trigger this section - though anything you submit, including the name you vote under, must not wrong anyone, and remains covered if it does. This section applies only to the extent permitted by the consumer-protection law where you live.

15. Termination, discontinuation, and enforcement

We may remove events or content, close voting, suspend or close accounts, revoke API tokens, or block access to the service if we reasonably believe these terms are being violated, or where necessary to protect the service and its users. If we close your paid account, we will give you notice and cancel the subscription through Paddle so that no further payments are taken; any refund is handled by Paddle under section 9. You can stop using the service, or delete your account, at any time.

We may also discontinue the service, a tier, or a feature for any reason. If we do, we will give at least 30 days' notice on the site - and by email to paid subscribers at the address our payment provider holds - and we will cancel paid subscriptions through Paddle so that no further payments are taken; any refund is handled by Paddle under section 9. Existing events keep working through the notice period wherever we reasonably can, and the deletion schedule in section 7 and the Privacy Policy still governs your data.

16. Governing law, venue, and disputes

These terms are governed by the laws of the State of Minnesota, without regard to its conflict-of-laws rules. If you are a consumer, you keep the protection of any mandatory law of the country or state where you live, and you may bring and defend claims in the courts of the place where you live. If you use the service in the course of a business - including through the API as part of something you operate - any dispute arising out of these terms or the service will be brought in the state or federal courts located in Minnesota, and both parties consent to jurisdiction and venue there.

To the extent the law where you live allows it, you and Red Ninja agree that any dispute will be brought individually, and not as a plaintiff or class member in any class, consolidated, or representative proceeding. If this paragraph is found unenforceable for a particular dispute, it does not apply to that dispute, and the rest of these terms still stand. Nothing in this section takes away mandatory consumer protections, including any right to bring claims in your local courts.

17. General

If part of these terms turns out to be unenforceable, the rest still applies. If we do not enforce a term, we have not waived it. You may not transfer this agreement to someone else; we may transfer it to a successor of our business - for example in a merger or sale - who must honor it. Sections 12 (as is), 13 (liability), 14 (indemnification), and 16 (disputes) survive after your events are deleted, your account is closed, or you stop using the service. These terms are the entire agreement between you and Red Ninja about the service; refunds for paid subscriptions are governed by Paddle's Refund Policy as section 9 describes; our Privacy Policy describes how we handle your personal data. The service contains links to third-party sites - add-to-calendar links, for example - which we do not control and are not responsible for.

18. Contact

Questions about these terms? Email support@whenwhen.io.