Terms of Service

Effective August 5, 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. Using WhenWhen without a plan costs nothing; refunds on paid subscriptions are handled by Paddle under Paddle's Refund Policy as section 9 describes, and section 11 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. You accept them by using the service: creating an event, voting or submitting other content, making an account or an API token, or calling the API. If you keep using the service after a change to these terms takes effect, the changed terms apply to you, as section 10 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. A paid Pro plan raises limits, saves and lists the events you create, and can create API tokens so software - scripts, integrations, AI agents - can use the service on the account's behalf. It is described on our pricing page and sold as section 8 describes.

3. Accounts and API tokens

Accounts are optional. 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. 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 counts as done by you, for your plan's limits and for these terms, so treat tokens like passwords: keep them secret, 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, inside your plan's rate limits. Deleting your account revokes every token immediately. You are responsible for activity under your account and your tokens; tell us promptly about any unauthorized use you become aware of.

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 organize an event, you choose who gets its 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.

If an event you were sent breaks these rules, email support@whenwhen.io with the event link and what is wrong, or use the reporting endpoint described at /developers. Reporting needs no account. We act on reports at our discretion and may 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 may remove content in response to a valid notice. If something you posted was removed and you believe that was a mistake, reply to the removal notice.

7. Events are temporary

Voting closes on the date shown on the event, and the event and everything in it - options, participant names, any email addresses left with votes, and votes - is later deleted on the schedule the Privacy Policy sets out. Copy anything you want to keep before then. Organizers can also delete an event at any time from the admin page.

8. Paid subscriptions and billing

The Pro tier is a paid subscription. Our order process is 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 changes, Paddle will notify you before you are charged the new amount. Paddle charges and remits any applicable sales tax or VAT; tax exemptions and VAT numbers are claimed through Paddle's buyer support at paddle.net.

9. Refunds and cancellation

In short: using WhenWhen without a plan requires 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.

Payments for paid subscriptions are 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 can 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 and to these terms

We may add, change, or remove features of the service, and we may update these terms. The current terms are always on this page, with their effective date at the top; if a change to these terms is material, we will post a notice on the site before it takes effect. If you keep using the service after a change takes effect, the changed terms apply to you. If you do not agree, stop using the service; a paid subscription can be cancelled at any time through Paddle as section 9 describes, effective at the end of the billing period you have already paid for.

If a change removes or meaningfully reduces something your paid plan was sold with, we will give notice before it takes effect. No change applies to a claim that has already arisen.

11. The service is provided "as is"; limitation of liability

To the extent the law where you live permits, the service is provided "as is" and "as available", 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 or error-free, or that data will never be lost.

To the same extent: 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; and we are not liable for indirect, incidental, special, consequential, or punitive damages, or for loss of data deleted on the schedule the Privacy Policy describes. Nothing in these terms excludes or limits liability that the law where you live does not allow to be excluded or limited, or takes away rights that law does not allow to be waived. This section survives after your events are deleted, your account is closed, or you stop using the service.

12. 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 section applies to the extent permitted by the law where you live.

13. Termination and discontinuation

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. We may also discontinue the service, a tier, or a feature. If we close your paid account or discontinue the paid service, we will 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.

14. 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.

15. 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 11 (as is and liability), 12 (indemnification), and 14 (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, and 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.

16. Contact

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