Privacy Policy

1. Who we are

FindMeTime is operated by Adari Ari (trade name: Milkyway), Tokyo, Japan. For ordinary contact, please use the contact form.

Contact form: Open contact form

Email: support@findmetime.app

The contact form is operated by the same operator responsible for this application.

2. Roles

We are the controller for organizer accounts, authentication, security logs, billing identifiers, and platform operation. When an organizer publishes a booking, event, or poll page, they typically decide why guest information is collected. We process that guest information to operate the page they created (entrusted processing under APPI / processor-like processing under GDPR), and we remain an independent controller for abuse prevention, security, and service delivery on our infrastructure.

3. Account holders

If you create an organizer account, we may process:

• Email address, display name, profile image URL, timezone, and account identifiers.
• Authentication data: password hash (if you set a password), OAuth provider account identifiers and tokens issued for sign-in, passkeys, and authenticator (TOTP) secrets and backup codes.
• Sessions (including IP address, User-Agent, country derived from edge headers, and a hash of a first-party device cookie), device summaries, and security events such as password or email changes.
• Availability patterns, booking/event/poll pages, themes (including remote image URLs you enter), and account settings.
• Plan status and Stripe customer/subscription identifiers. Payment card details are handled by Stripe, not stored by FindMeTime.

4. Guests and invitees (no FindMeTime account)

Guests use public links and do not need an account. Depending on the page, we may process:

• Name, email (when required or provided), timezone, and messages.
• Chosen booking times, RSVP status and party size, poll availability intervals, cancellation or reschedule records, and answers to organizer-defined questions.
• Hashed manage/cancel tokens, optional email-verification proofs, and reminder/follow-up delivery logs.
• Technical data for abuse prevention (IP address, User-Agent, Turnstile outcome).

Guest information is visible to the organizer of that page as needed to fulfill the booking or event. Minors may appear as guests or invitees. Organizers are responsible for having authority or another lawful basis to provide that information. We do not require parental consent in all cases and we do not collect dates of birth.

5. Google Calendar

Calendar connect is optional and separate from Google sign-in. Microsoft Calendar is not offered. When you connect Google Calendar we request scopes to list calendars, read free/busy, and create/update/delete events.

• We store encrypted access and refresh tokens, the Google account email, calendar IDs and display names you select for conflict checks, and an optional write-target calendar ID.
• Free/busy windows are fetched live when guests browse slots and cached briefly in server memory (about 45 seconds). We do not import Google event titles or descriptions into a durable calendar archive.
• If write-back is enabled, confirmed bookings create or update Google events (title, times, description, and guest attendee email when provided). We store the Google event ID and sync status.
• Disconnecting a calendar revokes the Google token when Google accepts the revoke request, deletes local tokens and calendar selections, and stops future access. Events already created on Google remain on Google unless you delete them there. Sign-in with Google is a separate grant.

6. Zoom conferencing

Zoom connect is optional and only shown when Zoom OAuth is configured for this environment. It is separate from Zoom products you use elsewhere. When you connect Zoom, we request scopes to create, update, and delete scheduled Zoom meetings on your behalf, and to read your Zoom user profile so we can show which Zoom account is connected.

• We store encrypted access and refresh tokens, your Zoom user id, email when Zoom returns it, and the OAuth scopes granted.
• When a booking uses Zoom, we create a scheduled Zoom meeting and store the Zoom meeting id and join URL on that booking. Guests and the organizer can open the join URL (including in confirmation email and calendar invites). Rescheduling updates the same meeting. Cancelling a booking deletes that Zoom meeting when Zoom accepts the request.
• We do not join, record, or live-stream Zoom meetings. We do not subscribe to Zoom webhooks. We do not read meeting chat, video, or other in-meeting content.
• Disconnecting Zoom deletes local tokens and the connection record and stops future Zoom API calls. Meetings already created on Zoom remain on Zoom unless they were deleted with a cancelled booking. Join URLs already sent to guests remain in email and calendar copies they received.

7. Payments

Paid Pro is sold through Stripe Checkout and managed in the Stripe Customer Portal. FindMeTime stores Stripe customer and subscription IDs and subscription status. Card numbers and payment-method secrets are processed by Stripe. Canceling Pro does not by itself delete your organizer account.

8. Contact form

The contact form collects name, email, subject, category, and message and emails them to the operator. Submissions are not stored in the FindMeTime database. Use the legal category for privacy requests if you are not signed in.

9. Purposes and legal bases

Where GDPR applies, we rely on the following bases. We do not treat all processing as consent-based.

• Contract / steps you request: creating an account, running booking pages, calendar connect you enable, sending transactional email.
• Contract / steps you request: Zoom conferencing you enable so bookings can include a Zoom join link.
• Legitimate interests: security, abuse prevention, rate limiting, device/country signals for unusual sign-in alerts, service improvement that does not require optional analytics.
• Legal obligation: tax and accounting records related to paid subscriptions.
• Consent: only if we later introduce optional analytics or marketing technologies. Those will not initialize until the corresponding consent is recorded.

10. Retention

We retain data as follows unless a shorter deletion is completed first:

• Active accounts and organizer/guest records: while the account and relevant pages exist.
• Sessions: 14 days of inactivity window as configured for authentication.
• Magic links and email OTPs: 15 minutes. Pending OAuth sign-up rows: 30 minutes. Expired rows are deleted by a scheduled cleanup job.
• Guest manage tokens: typically 90 days. Pattern import previews: 24 hours.
• Security events: about 90 days for login-class events and about 365 days for high-impact events (password, email, 2FA, passkey, session revoke).
• We do not publish a numeric backup retention period. Infrastructure backups (for example database restore points) follow the hosting provider and are not a second product copy we query for everyday use.

11. Export and deletion

Signed-in organizers can export a JSON file of their account-associated data (excluding secrets, password hashes, TOTP secrets, and OAuth/calendar tokens) and can delete their account from Settings → Privacy. Deletion removes organizer pages and guest records on those pages, calendar connections after token revoke, sessions, and local plan projection. Stripe keeps its billing records. Google keeps events already written. Admin audit entries may remain with the actor identifier removed. Guests may ask the organizer or contact us to correct or delete their information where feasible.

Encrypted Zoom tokens are deleted when you disconnect Zoom or delete your account. Zoom meetings already created remain on Zoom unless they were deleted with a cancelled booking.

12. Cookies and similar technologies

FindMeTime uses cookies and similar technologies. Necessary cookies include the Better Auth session cookie (typically better-auth.session_token or a __Secure- prefix), short-lived OAuth/CSRF/2FA/passkey challenge cookies, and __Secure-better-auth.trust_device (about 30 days) when you trust a device after 2FA. Security also uses fmt_did (HttpOnly device identifier, about 400 days). Functional preference cookies include fmt_locale, nuxt-color-mode, fmt_last_login, and findmetime_tz. Short-lived cookies support calendar OAuth and pending OAuth email verification. We do not currently load analytics or marketing SDKs. If we introduce technologies that require consent, they will not activate until that consent is recorded, and you will be able to change the choice later. We do not show a cookie banner while only these necessary and functional technologies are in use. Fonts are self-hosted.

When Zoom conferencing is available, short-lived cookies also support Zoom OAuth (findmetime_zoom_state and findmetime_zoom_oauth).

13. Service providers and subprocessors

We use third-party service providers to operate, secure, support, and provide FindMeTime, including providers of hosting, database infrastructure, email delivery, payments, authentication, calendar integrations, and related services.

These providers may process personal information on our behalf or, in some circumstances, act independently under their own privacy policies.

Our current list of relevant service providers and subprocessors, together with information about their purposes, is available on our Service Providers & Subprocessors page.

14. International transfers

Providers may process information outside Japan and outside the European Economic Area. We do not state that all data remains in Japan. Where GDPR transfer rules apply, we rely on the mechanisms those providers document (for example contractual clauses). FindMeTime does not claim to have executed additional transfer instruments beyond what those providers and this service actually use.

15. Children and age

FindMeTime organizer accounts are for people 18 years or older. The service is not directed to children. Guests and invitees may be under 18; organizers must have authority or another lawful basis to provide their information. We do not collect dates of birth to verify age. If we learn that an account holder is under 18, we may close the account and handle personal data as required by applicable law.

16. Automated decisions

Slot calculation, calendar free/busy subtraction, and similar scheduling logic are not legally significant automated decision-making or profiling with legal or similarly significant effects.

17. Security

We use HTTPS in production, hashed guest manage tokens, session controls, password rules for credential accounts, rate limiting, Turnstile on selected forms, and encryption of Google Calendar tokens at rest. Login OAuth tokens stored by the authentication library are not separately encrypted by FindMeTime. No method of transmission or storage is completely secure.

Zoom OAuth tokens are encrypted at rest the same way as calendar tokens.

18. Your rights

Depending on applicable law (including APPI and, where it applies, GDPR), you may request access, correction, deletion, restriction of processing, portability, or objection, and you may lodge a complaint with a supervisory authority. Organizers can use in-app export and deletion. Everyone can use the contact form (legal category) or email us at:

Email: support@findmetime.app

19. Google user data (Limited Use)

Google sign-in: we use email, name, and profile image you authorize to create or authenticate an organizer account. Google Calendar: we use the calendar data described above only to provide conflict checks and optional write-back you configure.

• We do not sell Google user data. We do not use it for advertising. We do not use it to train AI/ML models unrelated to operating this service.
• Use of information received from Google APIs complies with the Google API Services User Data Policy, including Limited Use, to the extent applicable to our Sign-In and Calendar integrations.

20. Changes

We may update this policy. The “Last updated” date will change when we do. Material changes to Google user-data use will be reflected here.

21. Contact

Privacy questions and requests: Open contact form