Privacy Policy

Who we are

WhichBookWhen is a scheduling service for book clubs, operated by Murray Software, LLC and available at whichbookwhen.com. For any privacy question or request, contact us at info@whichbookwhen.com.

Information we collect

Organizer account information

When you sign in as a club organizer, we use Google Sign-In and receive your name and email address from your Google Account. We store this to identify your account and to send you notifications about your own clubs and polls.

Member information you provide

As an organizer, you add the names and email addresses of your club members so we can email them poll invitations and reminders. We use this information only to operate your polls — we never email your members for our own marketing, and members are not asked to create accounts.

Poll and response content

• Poll details you create: title, book, location, candidate dates, and reminder settings.
• Member responses: their availability for each proposed date, an optional free-text note, and the time they responded.

Gmail connection (optional)

If you choose to send poll emails from your own Gmail account, you authorize us through Google's secure OAuth flow. We then store your Gmail address and an OAuth refresh token. We use the refresh token only to obtain short-lived access tokens so we can send the emails you initiate. You can disconnect at any time (see Your choices), which deletes the stored token.

How we use Google user data

WhichBookWhen requests a single Gmail permission — the gmail.send scope — and uses it for exactly one purpose: to send the poll invitation and reminder emails you choose to send, from your own Gmail account, to your own club members.

• We do not read, search, organize, modify, or delete any of your email.
• We only send messages that you, the organizer, initiate from within WhichBookWhen.
• We do not use Gmail data for advertising, and we do not sell it.
• We do not transfer this data to others except as needed to provide this feature (the Gmail API itself), to comply with applicable law, or as part of a merger or acquisition with equivalent protections.

How information is stored and protected

Your data is stored using Google Cloud Firestore, where it is encrypted at rest by Google Cloud. Access is restricted to the WhichBookWhen application and the people who operate it. OAuth refresh tokens are used solely to send email on your behalf and are never shared with other members or third parties.

Sharing and disclosure

We do not sell your personal information or share it for advertising. We rely on a small number of service providers to run the product:

• Google Firebase / Google Cloud — hosting, database, and sign-in.
• Gmail API — to deliver the emails you send from your connected account.

We may also disclose information if required by law, or to protect the rights, safety, and security of our users and our service.

Your choices and controls

• Disconnect Gmail: use the disconnect option in the app to revoke our access and delete the stored token. You can also revoke access anytime at myaccount.google.com/permissions.
• Delete clubs, members, or polls: remove them in the app, or contact us to delete your account and associated data.
• Member requests: if you are a club member and want your information removed, contact your club's organizer or us at the email above.

Data retention

We keep your information for as long as your account is active or as needed to provide the service. When you delete a club, poll, or your account, the associated data is removed. Disconnecting Gmail deletes the stored OAuth token.

Children's privacy

WhichBookWhen is not directed to children under 13, and we do not knowingly collect their personal information.

Changes to this policy

We may update this policy from time to time. When we do, we will revise the effective date above and, where appropriate, notify organizers.

Contact us

Questions about this policy or your data? Email info@whichbookwhen.com.