WhenYouGone exists to keep one promise: your words reach the people you chose, only if you go silent and only while your plan is active (details in the Terms). Everything below follows from that.
Who we are
WhenYouGone is provided by We The Folks sp. z o.o., Wawrzyńca Engeströma 10, 60-571 Poznań, Poland, tax ID PL7812093366 (EU VAT), REGON 542315014, KRS 0001185995. We The Folks sp. z o.o. is the controller of your personal data. For anything about your personal data, write to hello@wethefolks.eu.
What we store
- Account details: your name, email, optional phone number, time zone, language and a hashed password.
- Your settings: check-in rhythm, grace period, channels and your procedure steps.
- Trusted contacts: their name, email, optional phone number and relation to you.
- Letters: recipient name and email, subject and text, and an optional video message (stored encrypted, released only with its letter).
- Photo prints (optional): the photo files you add to a paper letter, stored privately and seen by our team only when the letter is released for printing; deleted with the letter or your account.
- Paper letters (optional): the recipient’s postal address, the delivery options you chose, the price paid and, once posted, the tracking number.
- Activity: a log of check-ins, procedure steps and changes, shown in your dashboard.
- Billing: your plan, Care dates, SMS credit balance and payment records (amount, date, Stripe reference; never card details).
- Family (optional): who belongs to your family and the email addresses invited. The owner sees members’ names and email addresses, never their letters.
- Devices and notifications: for the iPhone and Android apps, the push token that Apple (APNs) or Google (Firebase Cloud Messaging) gives the app, with the platform and app version; in the browser, the push endpoint your browser gives us.
- Automatic check-ins (optional, off until you turn them on in the app): only the kind of sign of life and when it happened. On iPhone the app reads steps and motion from Apple Health (HealthKit), read-only; on Android it uses phone unlocks and phone use (usage access you grant). Step counts, health data, app names and usage history never leave your phone.
Purposes and legal bases
- Providing the service you order: sending check-in requests, running your procedure and delivering your letters (Art. 6(1)(b) GDPR).
- Billing and accounting duties for payments (Art. 6(1)(c) GDPR).
- Security of the service and preventing abuse (Art. 6(1)(f) GDPR).
- We process the details of trusted contacts and recipients to do what you ask of us; you are their source.
What we never do
- We don’t read, analyse or mine your letters.
- We don’t sell or share your data with advertisers or data brokers. There are no ad trackers on this site.
- We don’t send letters before the final “deliver” step of the procedure you designed.
Who processes data for us
We rely on a small number of providers to run the service: Cloudflare (hosting and database), Resend (email delivery), SMSAPI.pl and Twilio (SMS), Apple (APNs, notifications to iPhone) and Google (Firebase Cloud Messaging, notifications to Android), Stripe (payments; we never see your card details), Apple and Google (payments for purchases made in our iOS or Android app; they bill you, and we only receive the purchase confirmation), and Envelo / Poczta Polska (printing and posting paper letters, only when one is released). Each only receives what it needs to perform its task. Some providers may process data outside the European Economic Area (EEA) on the basis of the European Commission’s standard contractual clauses.
Paper letters
If you add paper delivery to a letter, nothing is printed while you’re fine. Only when your procedure reaches its final step is the letter released: we then create a print-ready PDF of it, and a member of our team orders it through Envelo, the online service of Poczta Polska, which prints and posts it to the address you gave. This is the only moment anyone on our team can open a letter, because its content is being delivered anyway, and every such download is recorded in an audit log. Envelo and Poczta Polska receive the letter and the address only to print and deliver it.
Trusted contacts
If your procedure includes an “ask a trusted person” step, we email that person (and text them, if a number is set) to ask whether you’re OK. They never see your letters. Please let them know you’ve chosen them.
Security
Data travels over TLS and is stored in Cloudflare D1, which encrypts data at rest. Sessions end after 30 days without use. Action links (check-in, contact responses, password resets) are single-purpose and expire. Please don’t store raw passwords, private keys or seed phrases in letters. Write where they are and how to get emergency access instead.
How long we keep data
We keep your account data while you use it. If your plan ends and is not renewed, the account is frozen 30 days later; we keep your letters, videos, contacts and settings for 12 more months and then delete the whole account, as if you had deleted it yourself. You can delete your account yourself in Settings: it is deleted 7 days after you confirm (you can cancel until then), and remaining copies are removed within 30 days, except records we must keep longer by law (such as billing documents).
Your rights
You can view and edit everything in your account at any time, and delete letters, trusted contacts and your whole account yourself. You have the right to access your data, to have it corrected or erased, to restrict its processing, to data portability and to object. To export your data, write to hello@whenyougone.com and we’ll handle it within 30 days. You can also lodge a complaint with a supervisory authority: in Poland the President of the Personal Data Protection Office (PUODO), or the authority where you live.
Contact
Questions about privacy: hello@whenyougone.com.