Privacy Policy

Effective 13 August 2026 · scalendar.app

1. Who we are

Scalendar is a product of Code Ninjas Software Ltd (company number 12528130), registered in England and Wales at 189 Runcorn Road, Birmingham, England, B12 8QY. We act as the data controller for the personal information described below.

If you have a privacy question or want to exercise any of your rights under UK or EU data protection law, email us at hello@scalendar.app.

2. What this policy covers

This policy explains what personal information we collect when you visit our marketing site, sign up for our waitlist, or install and use the Scalendar Slack app, and what we do with it.

3. What we collect

The minimum needed to run a calendar inside Slack:

• Slack workspace identifiers — your Slack team ID and team name, the channels Scalendar has been added to, and the Slack user IDs, display names, and timezones of people who interact with the app (timezones are how everyone sees event times in their own timezone). We also see whether a user is a workspace admin, and your workspace's member count (used to determine your pricing band).
• Event data — the calendars and events you create inside Scalendar: titles, descriptions, dates, times, categories, and reminder settings.
• OAuth tokens — issued by Slack when you install Scalendar in your workspace. Stored encrypted at rest.
• Billing data (paid plans, once payments are live) — we receive a customer ID and current plan from Stripe. We never see or store full card details; Stripe handles those directly.
• Support requests — if you contact support from inside Slack, we receive your email address (pre-filled so we can reply to you) and the message you send.
• Waitlist signups — if you join our pre-launch waitlist, we collect the email address you give us and the page you signed up from.
• Marketing site visit data — basic server logs (IP address, browser type, pages requested, time of request) needed to deliver the site and protect it from abuse.

4. What we don't collect

• Slack messages. Scalendar does not have permission to read your channel conversations and does not request that access.
• Slack profile data beyond what's listed above (display name, timezone, admin status). We never collect phone numbers or custom profile fields, and we only receive your email address if you contact support from inside Slack.
• Anything from channels Scalendar has not been explicitly added to.
• Special category data (race, health, political views, etc.). We do not solicit or store it.

5. How we use it

We use the information described above to:

• Provide the Scalendar service — render your calendars, post reminders at the right times, run the App Home view, and respond to slash commands.
• Bill you correctly on paid plans (via Stripe).
• Respond to support requests you send us.
• Send transactional emails about your account (billing receipts, important service changes).
• Send pre-launch updates to people who joined the waitlist (you can unsubscribe at any time).
• Protect the service from abuse, fraud, and security threats.

We do not sell your data. We do not share it with advertisers. We do not use your event data to train machine-learning models.

6. Legal bases for processing

Under UK GDPR we rely on the following legal bases:

• Performance of a contract — when you install Scalendar and use it, we process the data described above because we need to in order to deliver the service you've asked for.
• Legitimate interests — for things like keeping the service secure, preventing abuse, and improving the product. These interests are balanced against your rights.
• Consent — for waitlist signup and any marketing email. You can withdraw consent at any time.
• Legal obligation — where we have to retain data (for example, billing records) to comply with UK law.

7. Who we share it with (sub-processors)

We use a small set of third-party services to run Scalendar. Each one has a data processing agreement in place with us, and is itself bound by UK or EU data protection law.

• Slack Technologies LLC — the platform Scalendar runs on. We use Slack APIs to receive commands and post messages back to your channels.
• Supabase — our database and application hosting. Your event data and OAuth tokens are stored in Supabase's EU region.
• Loops — handles our waitlist signups and any pre-launch email updates.
• PostHog — product analytics, hosted in PostHog's EU region. We use it to count visits and button clicks on this site and usage events in the app. It is configured without cookies and without session recording.
• Stripe (once payments are live) — payment processing for paid plans. Stripe is the data controller for full card details; we only receive a customer reference.

We do not share your data with anyone else. If we add a new sub-processor we'll update this list, and where the change is material we'll let workspace owners know by email before it takes effect.

8. Where your data is stored

All Scalendar production data — your event data, OAuth tokens, and account records — is stored in the European Union (Supabase EU region). Where a sub-processor is based outside the UK/EEA (for example Slack, Stripe), data may transit to those services to deliver the functionality you've asked for. Those providers maintain appropriate safeguards under their own data protection commitments.

9. How long we keep it

We hold your data for as long as your workspace has Scalendar installed. When you uninstall Scalendar from your Slack workspace:

• Your content is deleted immediately — calendars, events, reminders, and categories are permanently deleted the moment Slack tells us the app was removed. If you reinstall later, you start with a clean slate.
• A minimal workspace record is kept — the workspace ID and name, install and uninstall dates, and plan history. Access tokens are scrubbed at uninstall so the record cannot be used to act on your workspace; we keep it so a returning workspace is recognised and its billing history connects up. You can ask us to delete this record entirely at any time.
• Billing records and similar records we are legally required to retain are kept for the period required by UK law (typically six years). Stripe retains its own customer record under its own retention policy.
• Waitlist signups are kept until you ask us to delete you, or until 12 months after we move out of waitlist mode — whichever comes first.

You can ask us to delete your data at any time — see "Your rights" below.

10. Your rights

Under UK and EU data protection law you have the right to:

• Ask for a copy of the personal information we hold about you.
• Ask us to correct anything that's wrong.
• Ask us to delete your data (subject to the legal retention obligations above).
• Object to or restrict certain processing.
• Withdraw consent for marketing communications at any time (every email has an unsubscribe link).
• Lodge a complaint with the UK Information Commissioner's Office at ico.org.uk if you think we've handled your data badly.

To exercise any of these rights, email hello@scalendar.app. We aim to respond within 30 days.

11. How we keep your data safe

• All traffic to the Scalendar app and website is served over HTTPS (TLS 1.2 or higher).
• Slack OAuth tokens are encrypted at rest.
• Production database access is restricted to a small number of named accounts protected by multi-factor authentication.
• Slack request signatures are verified on every incoming webhook so we know requests genuinely come from Slack.
• Daily encrypted database backups, retained for 30 days.

If we ever became aware of a personal-data breach affecting you, we'd notify you and the ICO in line with our obligations under UK GDPR — within 72 hours of becoming aware, where required.

12. Data Processing Agreements

If you need a signed Data Processing Agreement to record the controller/processor relationship between your organisation and Code Ninjas Software Ltd, email hello@scalendar.app and we'll send one across.

13. Cookies and similar technologies

Our marketing site (scalendar.app) uses a small number of essential cookies and similar technologies needed to deliver the site and remember basic preferences. We do not use advertising cookies or third-party tracking cookies.

Our analytics (PostHog) runs in a cookieless configuration — it does not set cookies or store identifiers in your browser.

The Scalendar Slack app itself does not set cookies in your browser — it runs inside Slack and uses Slack's authentication.

14. Children

Scalendar is not intended for use by anyone under the age of 16. We do not knowingly collect personal information from children under 16. If you believe we've collected information from a child, email hello@scalendar.app and we'll delete it.

15. Changes to this policy

We may update this policy from time to time. We'll post any changes here with a new "last updated" date at the top of the page. If a change is material — for example, a new sub-processor or a change to how we use data — we'll email workspace owners at least 30 days before it takes effect.

16. Contacting us

For privacy questions, data requests, or to report a concern:

Email: hello@scalendar.app
Post: Code Ninjas Software Ltd, 189 Runcorn Road, Birmingham, England, B12 8QY.

Terms of Service

Effective 13 August 2026

1. Who you're agreeing with

These terms are an agreement between you (or the organisation you represent) and Code Ninjas Software Ltd, a company registered in England and Wales (company number 12528130) at 189 Runcorn Road, Birmingham, England, B12 8QY. We refer to ourselves in these terms as "Scalendar," "we," "us," or "our."

By installing the Scalendar app, joining the waitlist, or using our website, you agree to these terms. If you don't agree, please don't use the service.

2. What Scalendar is

Scalendar is a Slack app that adds a shared calendar to your Slack channels. We may add, change, or remove features from time to time. If we make a material change that affects how you use the service, we'll let workspace owners know by email.

3. No association with Slack

Scalendar is built on top of the Slack platform but is not affiliated with, endorsed by, or operated by Slack Technologies LLC. Slack and the Slack logo are trademarks of Slack Technologies LLC, used here for compatibility identification only. Your use of Slack itself is governed by Slack's own terms of service.

4. Your Scalendar account

You access Scalendar by installing it into a Slack workspace. The person who installs the app, and the workspace owner, are responsible for what happens via Scalendar in that workspace. You're responsible for keeping your Slack workspace secure — anything that happens through it is treated as being authorised by you.

5. Your data

You own the events, calendars, and other content you create in Scalendar ("Your Data"). You grant us a limited licence to host, store, and process Your Data only to the extent needed to provide the service. We process Your Data in line with the Privacy Policy.

You're responsible for making sure you have the right to put any content you add into Scalendar (for example, that you have permission to share whatever appears in an event's title or description).

6. Capacity

You must be at least 16 years old and have the legal authority to enter into this agreement, on your own behalf or on behalf of your organisation.

7. Acceptable use

You agree not to:

• Use Scalendar to send unsolicited messages, harass anyone, or violate anyone's privacy.
• Use Scalendar in any way that breaches Slack's own terms of service.
• Use Scalendar for anything unlawful, fraudulent, or harmful.
• Automate event creation in a way that abuses Slack's notification system or our infrastructure.
• Reverse-engineer, scrape, copy, or attempt to extract the source code of Scalendar except where this is permitted by law.
• Probe, scan, or test the vulnerability of any part of our infrastructure without our prior written consent.
• Use Scalendar to upload or share malware, viruses, or anything designed to interfere with other systems.

We may suspend or terminate your access immediately if you breach these rules.

8. Plans, payment, and trials

Scalendar offers a free plan and paid plans (Premium, Enterprise) as described on the pricing page.

• Free plan — free to use within the calendar limits described on the pricing page. No card required, no time limit.
• Premium plan — billed monthly or annually in US dollars via our payment processor (Stripe). The price is determined by your workspace size band (full members of your Slack workspace — guests, bots, and deactivated users are not counted) at the point of purchase and re-evaluated at each renewal. Prices on the pricing page are exclusive of any applicable VAT or sales tax, which we'll charge in addition where required.
• Enterprise plan — contractual pricing, billed by invoice. Terms agreed in your order form.
• Trials — Scalendar does not offer a paid trial. The Free plan is how teams evaluate the product before subscribing to Premium.
• Renewal — paid subscriptions renew automatically until you cancel. Mid-cycle changes in workspace size do not affect your current bill; band changes take effect at the next renewal.
• Changes — you can upgrade, downgrade, or cancel at any time. Cancellations take effect at the end of the current billing cycle.
• Price changes — we'll give you at least 30 days' notice by email before any price change affects you. If you don't agree, you can cancel before the new price applies.

9. Cancellation and refunds

You can cancel a paid subscription at any time from the billing portal or by emailing hello@scalendar.app. Cancellation takes effect at the end of the current billing period; your workspace stays on the paid plan until then and downgrades to Free after.

If you're a UK or EU consumer buying for purposes outside your trade, business, or profession, you have the right to cancel within 14 days of starting a paid subscription for a full refund (the "statutory cooling-off period"). To use this right, email hello@scalendar.app within 14 days of your first payment.

Outside that 14-day right, paid subscriptions are non-refundable. We may issue a refund or credit at our discretion if something has gone clearly wrong on our end.

10. Suspension and termination

We may suspend or terminate your access to Scalendar, with or without notice, if:

• You breach these terms or the acceptable use rules in section 7.
• Required by law or a regulator.
• Necessary to protect the security or integrity of the service.

You can stop using Scalendar at any time by uninstalling it from your Slack workspace. Your calendars, events, and access tokens are deleted immediately on uninstall (a minimal workspace and billing record is retained — see the Privacy Policy). Any paid subscription is cancelled automatically and runs to the end of the period you've already paid for; you won't be charged again.

11. Intellectual property

Scalendar, the Scalendar name, our logo, and the marketing site are owned by Code Ninjas Software Ltd. Nothing in these terms transfers any of those rights to you. You receive a limited, non-exclusive, non-transferable, revocable licence to use Scalendar within the scope of your current plan.

12. Disclaimer of warranties

Scalendar is provided "as is" and "as available." To the maximum extent permitted by law, we make no warranties — express, implied, or statutory — about the service, including warranties of merchantability, fitness for a particular purpose, accuracy, reliability, or uninterrupted availability. Nothing in this section limits any rights you have that cannot be excluded by law.

13. Limitation of liability

To the maximum extent permitted by law, neither party will be liable for any indirect, special, incidental, or consequential damages, or for any loss of profits, revenue, data, goodwill, or business opportunity, arising out of or in connection with these terms.

Our total aggregate liability to you under these terms in any twelve-month period will not exceed the greater of (a) the fees you paid to us in that period, or (b) £100.

Nothing in this section limits liability that cannot be limited by law, including liability for death or personal injury caused by negligence, or for fraud.

14. Indemnification

You agree to indemnify and hold Code Ninjas Software Ltd harmless from any claims, damages, losses, or expenses (including reasonable legal fees) arising out of your breach of these terms or your unlawful use of the service.

15. Changes to these terms

We may update these terms from time to time. We'll post any changes here with a new effective date. If a change is material, we'll let workspace owners know by email at least 30 days before it takes effect. Your continued use of the service after a change takes effect means you accept the updated terms.

16. Governing law and jurisdiction

These terms are governed by the laws of England and Wales. Any dispute arising out of or in connection with these terms will be subject to the exclusive jurisdiction of the courts of England and Wales — except where you are a consumer in a country whose law gives you the right to bring a claim in your local courts, in which case that right is preserved.

17. Miscellaneous

These terms (together with the Privacy Policy) are the entire agreement between you and Code Ninjas Software Ltd in relation to Scalendar. If any part of these terms is found to be unenforceable, the rest will remain in effect. Our failure to enforce any right does not waive that right.

18. Contacting us

Email: hello@scalendar.app
Post: Code Ninjas Software Ltd, 189 Runcorn Road, Birmingham, England, B12 8QY.