Privacy Policy

Hive Mind Calendar (“the service”, “we”) is a scheduling tool operated by Hive Mind at calendar.hive-mind.com. Hosts use it to publish booking pages and meeting polls; guests use it to book meetings and vote on meeting times. This policy explains what information we collect, how we use it, and the choices you have.

Information we collect

Hosts (people who sign in and connect a Google account):

• Basic Google account profile: name and email address.
• Google OAuth access and refresh tokens, so the service can act on the host’s calendar.
• Google Calendar data, described in detail in the next section.
• Settings the host enters: event types, availability, meeting polls, time zone and profile text.

Guests (people who book a meeting or respond to a poll):

• Name and email address.
• Answers to any booking questions, and the poll times you mark as available.
• A hashed form of your IP address, kept briefly to limit abuse (rate limiting). We don’t store your raw IP address.

How we use Google user data

For hosts who connect Google Calendar, the service:

• Reads free/busy times on the calendars the host selects, to show guests only the times the host is actually free and to avoid double booking.
• Lists the host’s calendars so the host can choose which ones count as busy and which one receives new bookings.
• Reads event titles and times to label the host’s busy blocks on the host’s own poll-creation screen. These titles are shown only to that signed-in host and are not stored.
• Creates, updates and deletes calendar events for meetings booked through the service, and sends the calendar invitations to guests.

If you are a guest and choose to connect your calendar while responding to a poll, the service asks Google only for your free/busy information, your name and your email address. It reads your free/busy times around the dates in that poll to show you which times you are free and when you are busy nearby (it can't see what your events are). Your busy times stay in your browser only until you close the tab; we don't store your calendar data or your Google tokens. Your name and email address are kept only in cookies in your browser, so the check can run again automatically when you return and your name and email can be pre-filled; choose Disconnect to remove them.

Hive Mind Calendar’s use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google user data for advertising, we do not sell it, and we do not use it to train artificial intelligence or machine learning models.

How we use other information

• To schedule meetings, create video meeting links and send calendar invitations.
• To show hosts who responded to their meeting polls and which times work for each person.
• To email hosts when someone books a meeting or responds to a poll.
• To keep the service secure and prevent abuse.

Sharing

We don’t sell personal information. We share it only with the service providers that run the service, and only as needed to provide it:

• Vercel (hosting) and Neon (database).
• Google (calendar events and invitations) and Zoom (video meeting links).
• Mailgun (email notifications).

A host can see the names, emails and answers of guests who book with them or respond to their polls. Other guests never see your name or email; if the host enables it, a poll shows only how many people picked each time. We may also disclose information if required by law.

Cookies and local storage

We use a sign-in cookie for hosts, a cookie that lets you edit your own poll response from the same browser, and, if you check your calendar on a poll, cookies holding the Google name and email you used. Your browser may also remember your name and email to pre-fill forms. We don’t use advertising or tracking cookies.

Retention and deletion

• Hosts can disconnect Google at any time in Settings, which deletes the stored Google tokens. You can also revoke access from your Google Account permissions.
• Booking and poll data are kept until the host deletes them, or until you ask us to delete them.
• Rate-limiting records are short-lived and overwritten automatically.

To access, correct or delete your information, email jordan@hive-mind.com. We respond within 30 days.

Security

All traffic uses HTTPS. Data is stored with providers that encrypt it at rest, and access to the host dashboard requires signing in. No system is perfectly secure, but we work to protect your information.

Children

The service is not directed to children under 16, and we don’t knowingly collect their information.

Changes

We may update this policy. We’ll change the date at the top, and for significant changes we’ll notify hosts by email.

Contact

Questions about this policy: jordan@hive-mind.com.