Terms of Service

Last updated August 13, 2026

These Terms of Service ("Terms") govern your use of the WhenPick scheduling service at whenpick.com (the "Service"). The Service is operated by WhenPick ("WhenPick", "we", "us"). By creating an account, booking a meeting, responding to a poll, or otherwise using the Service, you agree to these Terms. If you do not agree, do not use the Service.

1. Who these Terms apply to

The Service has two kinds of users, and these Terms apply to both:

  • Hosts are people and teams with an account who create polls, signup sheets and meeting types, and who invite others to respond or book.
  • Participants are anyone who responds to a poll, signs up on a sheet, or books a meeting. You do not need an account to be a participant.

2. Eligibility

You must be at least 16 years old to create an account or submit information through the Service. If you are under 16, do not use the Service or send us any personal information.

3. Your account

You are responsible for the accuracy of the information on your account, for keeping your password and any two-factor recovery codes confidential, and for everything that happens under your account. Tell us at [email protected] promptly if you believe your account has been accessed without your permission.

4. What WhenPick is, and what it is not

WhenPick provides scheduling tools. It is a venue where hosts publish availability and collect responses. WhenPick is not a party to any meeting, event, transaction or agreement between a host and a participant. Hosts decide what to ask for, whom to invite, whether to charge, and whether a booking goes ahead.

We do not verify the identity of hosts or participants, and we do not guarantee that a meeting will happen, that a host will show up, or that a service you pay a host for will be delivered.

5. Host responsibilities for participant data

Hosts can add custom questions to their polls, signup sheets and booking pages, including questions that request file uploads. If you are a host, the information you collect this way is your responsibility. You agree that:

  • You act as the data controller for the information you ask participants to provide, and WhenPick acts as your processor in handling it.
  • You will only collect information you actually need, you will have a lawful basis for collecting it, and you will tell participants what you will do with it.
  • You will not use custom questions to collect payment card numbers, government identification numbers, health information, or other sensitive categories of data.
  • You will only send invitations to people who would reasonably expect to hear from you. Using the Service to send unsolicited bulk invitations is prohibited.
  • You will respond to participants who contact you about their information, including requests to correct or delete it.

6. Payments

Hosts may charge for bookings and signups. Payments are processed by Stripe using Stripe Connect. To accept payments, a host must onboard as a Stripe connected account and agree to Stripe's terms. Card details are entered on Stripe's hosted checkout and are never received or stored by WhenPick.

Merchant of record

The host is the merchant of record for anything you pay for through the Service. Funds are transferred to the host's connected account. WhenPick is not the seller and does not deliver the meeting or service you are paying for.

Platform fee

WhenPick charges an application fee of 20% of each payment processed through the Service, which is deducted at the time of payment. Stripe's own processing fees apply separately and are set by Stripe. We may change the platform fee on reasonable notice to hosts.

Refunds and cancellations

Refund terms are set by the host, not by WhenPick. Each meeting type and signup sheet has its own refund policy, which may be a full refund, a partial refund, a refund only if you cancel a certain number of hours in advance, or no refund at all. The applicable policy is shown before you pay.

If you want a refund, contact the host first. WhenPick will process a refund that the host authorises or that the host's stated policy requires, but we cannot compel a host to refund you beyond their stated policy, and we do not refund the platform fee on transactions that were correctly processed. Chargebacks and disputes are handled through Stripe and are ultimately between you and the host.

7. Third-party integrations

You can connect Google, Microsoft, Zoom, Webex and other third-party accounts, subscribe to external calendar feeds, and configure outbound webhooks that send your data to a URL you choose. These integrations are optional. When you use them, the third party's own terms and privacy policy apply to what they do with the data, and we are not responsible for their services or for destinations you configure yourself. See our Subprocessors page for the full list.

8. Acceptable use

You agree not to use the Service to:

  • Break the law, or help anyone else break the law.
  • Send spam, phishing messages, or unsolicited bulk invitations.
  • Impersonate another person or organisation.
  • Upload malware, or content you do not have the right to share.
  • Harass, threaten or defraud anyone, including through free-text fields and file uploads.
  • Scrape, probe or overload the Service, circumvent rate limits, or attempt to access data belonging to other users.
  • Resell or white-label the hosted Service without our written agreement.

9. Your content

You keep ownership of everything you put into the Service. You grant WhenPick a non-exclusive licence to store, copy, transmit and display that content strictly as needed to operate the Service for you, for example showing your poll to the people you invited or emailing a booking confirmation. That licence ends when the content is deleted, except for copies retained in routine backups.

10. The software licence is separate from these Terms

WhenPick is open-source software released under the GNU Affero General Public License v3.0. The AGPL governs the software; these Terms govern the hosted service we run at whenpick.com. You are free to run your own copy under the AGPL, and if you do, these Terms do not apply to it, we provide no support or warranty for it, and we have no responsibility for how it is operated or what data it collects.

11. Availability and changes

We may change, suspend or discontinue parts of the Service. We do not promise any particular level of uptime. We may impose reasonable usage limits to keep the Service running for everyone.

12. Suspension and termination

You can stop using the Service at any time and can delete your account from your profile settings. We may suspend or terminate an account that breaches these Terms, that creates a security or legal risk, or that we are required to act on by law. Where it is reasonable to do so, we will tell you why.

13. Disclaimers

The Service is provided "as is" and "as available", without warranties of any kind, whether express or implied, including any implied warranties of merchantability, fitness for a particular purpose, or non-infringement. We do not warrant that the Service will be uninterrupted or error-free, that calendar availability shown will always be accurate, or that scheduled reminders will always be delivered on time.

14. Limitation of liability

To the fullest extent permitted by law, WhenPick will not be liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, lost revenue, lost data, or missed meetings or opportunities, arising out of or relating to the Service.

To the fullest extent permitted by law, our total liability for all claims relating to the Service in any twelve-month period is limited to the greater of (a) the total platform fees we retained from you in that period, and (b) one hundred US dollars (US$100).

Nothing in these Terms limits liability that cannot be limited by law, including liability for fraud, or for death or personal injury caused by negligence. Some jurisdictions do not allow certain limitations, so parts of this section may not apply to you.

15. Indemnity

If you are a host, you agree to indemnify and hold WhenPick harmless from claims, losses and reasonable legal costs arising from the information you collect from participants, the services you sell through the Service, or your breach of these Terms.

16. Changes to these Terms

We may update these Terms. If a change is material, we will give notice by email to account holders or by a notice in the Service before it takes effect. Continuing to use the Service after a change takes effect means you accept the updated Terms.

17. Governing law

These Terms are governed by the laws of the State of Ohio, without regard to its conflict of law rules. You and WhenPick agree to the exclusive jurisdiction of the state and federal courts located in Wood County, Ohio for any dispute arising out of these Terms or the Service. If you are a consumer resident in the European Union or the United Kingdom, this does not deprive you of the protection of mandatory consumer laws of your country of residence.

18. General

If any provision of these Terms is found unenforceable, the rest stays in effect. Our failure to enforce a provision is not a waiver of it. You may not assign these Terms without our consent; we may assign them in connection with a merger, acquisition or sale of assets. These Terms, together with the Privacy Policy, are the entire agreement between you and WhenPick regarding the Service.

19. Contact

Questions about these Terms: [email protected] .