Privacy Policy

Effective date: 15 October 2026

PoliteSync is operated by ITIGMA s. r. o., Bazová 1102/2, 821 08 Bratislava, Slovakia (“we”, “us”). Contact: .

PoliteSync is a tool for proposing meeting times to another person with a link. This policy explains what data we do and don't handle when you use it. We've tried to keep it short and honest.

The short version

We don't store candidate data. Meeting details are encoded in the link itself — the link is the only copy. If you have a Pro account, we store your email, your sent proposals and their status (opened / confirmed). Nothing more.

Pro accounts don't exist yet. Until they do, what we handle is described below: the link passing through our host, and anonymous usage measurement.

What's in a link

When you create a proposal, its details (the subject, the description and the times) are written into the link itself, in the part after the ? sign. We don't keep a copy, and nobody at PoliteSync reads them.

That part of the link is not private from us in transit, though. When anyone opens the link, their browser sends the whole address to our hosting provider, Cloudflare, to load the page. The provider's request logs can record it, as described under Server logs below.

The person you send the link to doesn't create an account, fill in a form or give us their name or email. When they confirm a time or pick one, that answer is written into a new link, which they send back to you themselves. It isn't stored on our side, and we don't tell you they've answered: you find out when their link reaches you.

What this means in practice

The link is the only copy of the meeting details, and it travels wherever it's sent: email, LinkedIn, WhatsApp, SMS. It may be kept in those services, in browser history and in mail-server logs along the way. That's outside our control. Treat a link like the message it's in: send it only to the person it's for, and leave out anything you wouldn't write in that message.

What we collect

1. Anonymous usage measurement

To learn whether PoliteSync works, we use PostHog, hosted in the EU, to count a small number of events. We never send it meeting subjects, descriptions, times, names or email addresses. The events are:

• the page for making a link was opened;
• a proposal was created, or created again after a change;
• a link was too long to share;
• someone opened a link they received, or opened one that couldn't be read;
• they confirmed a time or picked one, or finished another way (by saving the calendar file, copying the time, or sending their free times back);
• they followed the “Sent via PoliteSync” line to our homepage.

Alongside an event we send, where it applies:

• the type of link and how many times it offers; how many days ahead the meeting is; whether a subject and a description are filled in (not what they say); the length of the link;
• how many seconds passed between opening a link and answering it;
• each side's offset from UTC in minutes, so we can see how far apart the two people are. We don't send time-zone names;
• a random proposal id, which is also carried in the link. It lets us tell that the person who opened a link and the person who made it belong to the same proposal, without knowing who either of them is;
• the device type (phone, tablet or computer), the operating system and browser family, the version of PoliteSync, and whether the visit came from a link's footer.

PostHog receives your IP address with each event, as any server does. It uses it to work out the country, then discards the IP address. We don't build profiles: person profiles are switched off, and we only look at totals. PostHog stores the individual events, each tagged with an anonymous identifier (see below), for 1 year.

2. A random identifier in your browser, only if you allow it

To tell “ten people each made one link” apart from “one person made ten links”, we'd like to keep a randomly generated identifier in your browser's local storage. On the pages for making links we ask first, and we keep it only if you choose Allow. The same entry keeps a short list of the proposal ids this browser made, so that opening your own link isn't counted as a guest opening it.

If you choose No thanks, or haven't answered, nothing is stored: the identifier exists only while the page is open, and a new one is made on your next visit. We store your answer, so we don't ask again.

The identifier isn't linked to your name, email or any account, and we can't use it to identify you. Clearing your browser storage or using a private window resets it.

The page someone opens from your link stores nothing. It sets no cookie and asks nothing. Each visit gets a new identifier that exists only while the page is open. The one exception is a light or dark theme, if they choose one: their browser remembers it, and it isn't sent to us.

3. Server logs

Our hosting provider, Cloudflare (global edge network), logs each request for a page: the IP address, the browser type, the time and the address requested. For a link, that address includes the meeting details written into it. Cloudflare handles the logs it shows us on our behalf. It also uses traffic data to run and protect its own network, and for that use it is responsible itself, under its own privacy policy.

We don't receive a copy of these logs: the site is static files, which run no code of ours on the server, and we haven't switched on Cloudflare's log export. Its dashboard shows us traffic statistics and samples of individual requests for the last 31 days. We look at them only to keep the service running and secure, and we don't copy them anywhere. Cloudflare doesn't publish a fixed period after which it deletes its logs. It says it keeps personal data only as long as it needs it to provide its services.

4. Email you send us

If you write to us, we keep your email address and message so we can reply and follow up. We don't add you to any mailing list.

What we don't do

We don't run ads, don't use advertising cookies, and don't sell or share data with anyone other than the two providers named here: Cloudflare and PostHog.

Legal basis (GDPR)

• The identifier kept in your browser: your consent (Art. 6(1)(a) GDPR, and the rules on storing information on your device in the Slovak Electronic Communications Act, 452/2021). You can withdraw it at any time (see Your choices).
• Usage measurement that stores nothing on your device, and server logs: our legitimate interest (Art. 6(1)(f) GDPR) in understanding whether the service works and keeping it secure. The data is minimal, anonymous or short-lived, and you can switch measurement off entirely (see Your choices).
• Email correspondence: our legitimate interest in answering you.

Retention

• Usage events at PostHog: 1 year.
• The browser identifier, if you allowed it: in your browser until you withdraw consent or clear it. We keep no copy of it other than on the events it tags.
• Your answer to our question: in your browser until you change it or clear it.
• Server logs: we keep no copy. Cloudflare's dashboard shows us the last 31 days, and Cloudflare publishes no fixed period for its own logs (see Server logs).
• Email correspondence: until the matter is resolved, then up to 12 months.

Your choices

Allow or stop allowing the identifier in this browser here. Stopping deletes it at once.

• Turn on Global Privacy Control in your browser, and PoliteSync sends no events at all and stores no identifier, whether you make links or open them.
• Use a private window, or clear your browser's storage for this site at any time.
• Leave names and personal details out of the subject and description, and share them separately if you need to.

Your rights

Under the GDPR you have the right to access, correct, delete, restrict or object to the processing of your personal data, and to receive it in a portable format. Because we don't store meeting details or anything that identifies you, there is usually nothing for us to hand over or delete. You're still welcome to ask, and we'll tell you honestly what we have. Write to .

You can also complain to the Slovak Office for Personal Data Protection (Úrad na ochranu osobných údajov Slovenskej republiky, Hraničná 12, 820 07 Bratislava, dataprotection.gov.sk), or to the supervisory authority in your own EU country.

Where data is processed

The site is hosted by Cloudflare (global edge network), which may handle a request, and the data in it, anywhere in the world. It stores data mainly in the United States and the European Economic Area. For transfers to the United States it relies on its certification under the EU-U.S. Data Privacy Framework, and on standard contractual clauses for other transfers or if that certification lapses.

Usage events are processed by PostHog in the EU. Where PostHog processes data outside the European Economic Area, it is covered by its standard contractual clauses.

Children

PoliteSync is a professional scheduling tool and is not directed at anyone under 16.

Changes to this policy

We'll update this page when the service changes. Two changes we already know about: when Pro accounts launch, we'll store account holders' email addresses, their sent proposals and the status of each (opened / confirmed); and if we introduce short links for SMS, the contents of those links will be stored on our server. Both will be described here before they go live, and the effective date above will change.

See also our Terms of Service.

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