WhenToMeet – Google App Information

This page is provided for Google OAuth verification and describes the purpose, features, and data usage of WhenToMeet, including how we use Google user data. All information is transparent and up to date as required by Google's app verification guidelines.

Read our Privacy Policy here

Application Overview

WhenToMeet is a modern web application designed to simplify group event scheduling and coordination. Our platform helps users find the perfect meeting times by collecting availability from participants and synchronizing seamlessly with Google Calendar.

Core Functionality

Event Scheduling

Create Group Events: Propose multiple time slots for meetings and events
Collect Availability: Participants mark their availability for proposed time slots
Find Optimal Times: Identify the best meeting times based on participant responses
Anonymous Participation: No account required for participants to submit availability

Calendar Integration

Smart Scheduling: Avoid conflicts by checking existing calendar commitments
Temporary Holds: Create "[HOLD]" events on your calendar for potential meeting times
Automatic Finalization: When a meeting time is confirmed, temporary holds are removed and a single event is added to participants' calendars
Conflict Prevention: Prevent double-booking by analyzing your existing schedule

Which scopes do we request?

Scope	Reason
`https://www.googleapis.com/auth/calendar`	Full access to the calendar to be able to create and manage events and react to changes via webhooks.
`https://www.googleapis.com/auth/userinfo.email`	This is not a sensitive scope, but we request it to be able to display the user's email in the app.
`https://www.googleapis.com/auth/userinfo.profile`	This is not a sensitive scope, but we request it to be able to display the user's name in the app.

Why We Request Google Calendar Access

WhenToMeet requests access to your Google Calendar to provide these essential features:

Read Access

Conflict Detection: We scan your existing events to identify when you're already busy
Smart Availability: Your true availability is calculated based on your current commitments
Accurate Scheduling: Prevents others from booking times when you're unavailable

Write Access

Temporary Event Creation: We create "[HOLD]" events for time slots you mark as available
Event Finalization: When a meeting is confirmed, we add the final event to your calendar
Calendar Cleanup: We remove temporary holds when meetings are finalized or cancelled

Data Usage and Privacy

What We Access

Calendar Events: We read your calendar events to check for availability conflicts
Event Details: We access basic event information (title, time, status) to determine availability
Calendar Metadata: We use calendar timezone and basic settings for accurate scheduling

What We Create

Temporary Hold Events: Events marked as "[HOLD] - Event Name" for potential meeting times
Finalized Events: Confirmed meeting events with full details and participant information
Event Metadata: We store minimal metadata to track which events belong to our application

Data Protection

Secure Storage: All data is stored securely using industry-standard encryption
Minimal Access: We only request the minimum permissions necessary for functionality
User Control: You can revoke calendar access at any time through your Google Account settings
Data Retention: Calendar data is only retained as long as necessary for scheduling coordination

How Calendar Sync Works

Initial Setup: Connect your Google Calendar to enable smart scheduling features
Availability Marking: When you mark availability for a time slot, we create a temporary "[HOLD]" event
Conflict Prevention: These holds prevent other scheduling conflicts while decisions are pending
Event Finalization: Once a meeting time is chosen, temporary holds are removed and a confirmed event is created
Automatic Cancellation Detection: If you delete a booking event directly in Google Calendar, our system will automatically detect the cancellation via a secure webhook and update your booking status in WhenToMeet, including sending all relevant notifications.
Cleanup: All temporary events are automatically cleaned up when no longer needed

Google Calendar Webhooks: Automatic Cancellation Detection

WhenToMeet uses Google Calendar webhooks to keep your bookings in sync, even if you make changes directly in Google Calendar. This means:

If you delete or cancel a booking event in Google Calendar, our system is notified instantly and will automatically cancel the corresponding booking in WhenToMeet.
Both host and attendee will receive cancellation emails, just like with manual cancellations.
This ensures your calendar and WhenToMeet always stay in sync, reducing manual work and preventing confusion.

How it works:

When you connect your Google Calendar, a secure webhook is registered for your account.
If a relevant event is deleted or changed, Google notifies our webhook endpoint (/api/webhooks/google-calendar).
We verify the request, check which booking is affected, and update your booking status accordingly.
All actions are protected by strict security checks.

Security & Privacy:

Only events related to your bookings are processed.
All webhook requests are validated.
No additional data is accessed beyond what is required for booking management.
For more details, see our Privacy Policy.

Troubleshooting & FAQ

Q: I deleted a booking event in Google Calendar, but it still appears in WhenToMeet. What should I do?

Please allow a few minutes for the change to sync. If the booking is not cancelled automatically, check your Google Calendar connection and try reconnecting. If issues persist, contact support at contact@whentomeet.io.

Q: How does WhenToMeet use my Google Calendar data?

We only access your calendar to check availability, create and manage booking events, and keep your bookings in sync. All access is governed by strict privacy and security standards. See our Privacy Policy for details.

User Benefits

For Event Organizers

Streamlined Coordination: Eliminate back-and-forth emails about scheduling
Visual Availability: See participant availability at a glance
Calendar Integration: Automatic event creation and participant notification
Flexible Management: Easy event modification and time change management

For Participants

No Account Required: Participate without creating an account
Calendar Awareness: See potential conflicts with your existing schedule
Automatic Updates: Confirmed events automatically added to your calendar
Privacy Respect: Minimal data collection and secure handling

Technical Implementation

Security Measures

OAuth 2.0: Secure authorization using Google's industry-standard OAuth protocol
Encrypted Communication: All data transmission uses HTTPS encryption
Limited Scope: We request only the specific calendar permissions needed
Secure Storage: All user data is encrypted at rest in our secure database

Compliance

Privacy Laws: Full compliance with GDPR, CCPA, and other privacy regulations
Google Policies: Adherence to Google Calendar API usage policies and guidelines
Data Minimization: Collection and retention of only necessary user data
User Rights: Support for data export, deletion, and access requests

Contact and Support

Questions About Calendar Access

If you have questions about our Google Calendar integration or data usage:

Email: contact@whentomeet.io
Review our Privacy Policy for detailed information
Visit our Contact Page for additional support options

Revoking Access

You can revoke WhenToMeet's access to your Google Calendar at any time:

Visit your Google Account permissions
Find "WhenToMeet" in your connected apps
Click "Remove Access"

Note: Revoking access will disable calendar integration features but won't affect existing events.

Application Domain

This application is hosted at: https://whentomeet.io

Technical Details

Application Type: Web Application
Primary Function: Group Event Scheduling
Calendar Integration: Google Calendar API v3
Authentication: OAuth 2.0 with Google
Data Storage: Secure PostgreSQL database
Hosting: Secure cloud infrastructure

This page describes WhenToMeet's purpose and Google Calendar integration in compliance with Google OAuth API guidelines. For questions or concerns about our data practices, please contact us at contact@whentomeet.io.