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Draft for review by your legal counsel. Update controller details in lib/legal/controller.ts before production B2B use.

Privacy Policy

Last updated: 2026-06-25

This Privacy Policy explains how we process personal data when you use Conference Scheduler at scheduler-app.org. We are the data controller for account and support data. When you upload participant data for an event, you are typically the data controller and we act as your processor (see our Data Processing Agreement).

1. Who we are

Controller: Operator of scheduler-app.org, [Registered address — update NEXT_PUBLIC_LEGAL_ADDRESS], Poland.

Contact for privacy matters: privacy@scheduler-app.org.

We have not appointed a Data Protection Officer. For EU/EEA users you may contact your national supervisory authority; in Poland this is the President of the Personal Data Protection Office (UODO).

2. What data we process

  • Account data: email address, optional custom mailbox local-part, login timestamps, session identifiers.
  • Project data you enter: participant names, emails, availability, meeting requests, schedules, PDF design settings, optional lunch preferences.
  • Self-service share links: data submitted by participants via tokenized forms (name, email, availability, requests).
  • Support contact form: name (optional), email, message, page URL, browser User-Agent.
  • Technical data: IP address (rate limiting and security), HTTP request metadata (method, path, status, duration — not request bodies), Cloud provider logs.
  • Email delivery metadata: recipient address, message kind, provider message id (audit log).

3. Purposes and legal bases (GDPR Art. 6)

  • Providing the service (account, projects, optimizer, PDF/email delivery) — contract (Art. 6(1)(b)).
  • Security, abuse prevention, rate limiting — legitimate interest (Art. 6(1)(f)).
  • Support enquiries — legitimate interest or steps prior to contract (Art. 6(1)(b)/(f)).
  • Participant data uploaded by organizers — processed on the organizer's instructions as processor (Art. 28); the organizer must have their own legal basis toward attendees.
  • Legal obligations — where applicable (Art. 6(1)(c)).

4. Where data is stored

Production infrastructure is hosted in the European Union: application services in Google Cloud europe-west1 (Belgium), database and encryption keys in europe-west1 / europe-central2 (Poland region), transactional email via Resend EU (eu-west-1). DNS and inbound email routing may involve Cloudflare (global network).

Sensitive project fields are encrypted at rest with per-project keys wrapped by Google Cloud KMS. Optional project passphrases mean we cannot decrypt your project without your passphrase.

Browser local storage and session storage may hold draft editor data on your device until you clear it or sign out.

Ephemeral demo uploads are kept in temporary server directories for up to 30 minutes of inactivity.

5. Retention

  • Account and cloud projects: until you delete them or delete your account.
  • Session cookie: up to 7 days (or until logout).
  • Magic-link tokens: 15 minutes.
  • Share-link tokens: 14 days, single use.
  • Email send audit log: up to 24 months, then purged automatically.
  • Expired auth tokens and revoked sessions: purged automatically.
  • Cloud SQL backups: managed by Google Cloud; recommend 7–30 day retention (configure in GCP).
  • Support emails: retained in our mailbox according to operational need.

6. Recipients and subprocessors

We use the following categories of recipients:

  • Google Cloud Platform (hosting, database, KMS, logging) — EU regions.
  • Resend, Inc. (transactional email) — EU region.
  • Cloudflare, Inc. (DNS, email routing) — global.
  • Event organizers (your customers) when you export or email schedules.
  • Inbound email to our domain may be forwarded to the operator mailbox configured for support.

7. Your rights

If we are controller of your data, you have the right to access, rectify, erase, restrict processing, object, and data portability (GDPR Arts. 15–21), and to lodge a complaint with UODO.

Use Account settings to export or delete your account. Contact us at privacy@scheduler-app.org for other requests. We respond within one month.

If your attendee data was submitted by an event organizer, contact that organizer first; we will assist them as processor.

8. Security

We use TLS, encryption at rest, HttpOnly session cookies, rate limits, and minimal request logging. See our security documentation for technical details. No method of transmission is 100% secure.

9. Changes

We may update this policy. The “last updated” date at the top will change. Material changes will be highlighted on the website or by email where appropriate.