Introduction
Send When is made by Jack Palmer, who is the data controller for your information under UK data protection law. Jack Palmer is registered with the Information Commissioner's Office (ICO) as a data controller, registration number ZC277780. In this policy, "we" and "us" mean Jack Palmer. This policy sets out what we hold, why, and what you can ask us to do about it.
Information we collect
Your account. Your email address, so we can sign you in and deliver your notes. If you sign in with Apple, we receive the address Apple gives us, which may be a private relay address. We also store the sign-in token Apple gives us, only so that we can revoke it when you delete your account. If you give us your first name, we keep it to greet you in the app and in our emails. You can change or remove it in Profile.
Your notes. The text you write, the voice notes you record, the photos and files you attach, and each note's delivery time, timezone, channel, repeat pattern and delivery address. We also hold the tags, templates and favourites you create. Drafts are notes without a delivery time, and are stored in the same way.
Extra delivery addresses. Any other email address you add, and the label you give it. Nothing is sent to it until you enter the code we email there. We store only a one-way hash of that code, and clear it once it has been used.
Your devices. A push token for each device you sign in on, so we can send it notifications. We also keep a short record of each attempt to register for notifications (whether it worked, your notification permission, any error, and the app version) so we can fix delivery problems.
Onboarding. As you go through the welcome screens and sign in, we record which steps you reached and whether you signed in with Apple or by email, so we can see where people give up. Steps before you sign in stay on your phone until you do.
Your subscription. Your plan, the store you bought it through, when the current period ends, whether it will renew, and whether you have used your free trial.
We do not collect your contacts, your location, or advertising identifiers, and we never see your card details. There are no adverts and no third-party analytics or tracking tools. We do not sell your information or share it for advertising.
Why we use it
We use your information to provide the service you asked for: storing, scheduling and delivering your notes, and running your account and subscription. Our lawful basis is that this is necessary for our contract with you.
We send you a welcome email when you create your account, and a thank-you when you start a plan, through Resend, using your first name and the status of your plan. These are part of our contract with you. If you turn off renewal, we send one email asking why, relying on our legitimate interest in improving Send When. It is never sent to an address that has opted out of our emails.
We also use it to keep the service secure and working: limiting how fast notes and verification codes can be sent, checking that a delivery address is yours, diagnosing notification problems, and understanding where onboarding loses people. Our lawful basis is our legitimate interest in running a reliable, secure service, and we keep each of these records as small as we can.
Notifications, the camera, the microphone, your photos and Face ID are used only if you allow them, and you can turn each one off in the iOS Settings app.
Where it is stored
Your notes are stored in our database in London and travel over an encrypted connection. Voice notes and attachments sit in private storage reached only through short-lived links, and one account cannot read another's.
What notifications and emails contain
Push notifications. The message our server sends through Google and Apple contains only a fixed, generic line of text and random reference numbers that identify the note. Your note's text is never in it. When the notification reaches your iPhone, part of the Send When app looks the note up, first in a copy kept on your phone and otherwise from our servers under your own sign-in, and shows the note's text and tag in the notification. This means your note can be read on your lock screen, and anywhere your iPhone shows its notifications, such as a paired Apple Watch. To stop this, set Show Previews for Send When to When Unlocked or Never in the iOS Settings app.
Email. A delivery email contains your note's text, with its voice note and files attached. By default the subject line shows the start of your note; you can change this under Email subject in Profile. A file over 12 MB is sent as a link that works for 7 days instead. Email passes through Resend and then your own email provider, and is not end-to-end encrypted.
On your phone
Drafts. Drafts are notes you have not scheduled yet. You can send one at any time, and a draft is delivered only if you schedule it or send it. Drafts are stored on our servers like any other note. They are unlocked by default. If you turn on Lock drafts with Face ID in Profile, the Drafts screen asks for Face ID, or your passcode, before it shows anything. The setting applies to that phone only. It is a lock on the screen, not encryption: it protects your drafts from someone holding your unlocked phone, and does not change how they are stored.
Widgets and notifications. So that widgets and notifications work without waiting for the network, the app keeps a copy of your upcoming notes' text and tags, and short previews of your recent and favourite notes, in storage on your phone that its widgets can read. Widgets, including Lock Screen widgets, can show these previews. If you lock drafts with Face ID, drafts are left out. The copy is cleared when you sign out.
Face ID. Face ID is handled by iOS. We never receive your face data; the app is told only whether it succeeded.
Scanning text from a photo. Text recognition happens on your phone, using Apple's built-in tools. The photo is not uploaded; only the text you keep becomes part of your note.
Siri and Shortcuts. When you use the Note to self shortcut, Siri turns what you say into text. The app sends that text to our server, which works out any delivery time and saves the note as if you had typed it.
Sharing from other apps. When you share something to Send When, the share extension passes it to the app to become a note. A shared file is held on your phone only until the app has read it. The extension sends nothing anywhere itself, and does not record what you share.
Our website
This website sets no cookies and uses no analytics. We do not use tracking tools or advertising. Our font is served from our own site, not from Google Fonts.
Like most websites, ours is served by Cloudflare, which sees your IP address and the pages you ask for, so that it can serve the pages and keep the site secure.
Who else processes it
These companies process data on our instructions, only to run Send When.
| Company | What for | Where | Safeguard for the UK |
|---|---|---|---|
| Supabase | Database, file storage, sign-in, and the code that sends your notes | Your data is stored in London. Some account, support and network data may be handled in the US or Singapore | Contract with the UK Addendum to the EU standard contractual clauses, in the Supabase DPA |
| Resend | Delivery emails, address codes, account deletion emails, and our welcome, thank-you and cancellation emails | United States | UK Extension to the EU-US Data Privacy Framework; backed by the UK Addendum in the Resend DPA |
| Google (Firebase Cloud Messaging) | Push notifications | United States | Standard contractual clauses, in the Firebase terms, and, where available, the EU-US Data Privacy Framework and its UK Extension |
| RevenueCat | Subscriptions | United States | UK International Data Transfer Addendum, in the RevenueCat DPA |
| Cloudflare | Hosting this website | Worldwide network | UK Extension to the EU-US Data Privacy Framework; backed by the UK Addendum in the Cloudflare DPA |
| Zoho | Our email inboxes, for when you write to us | European Union (zoho.eu) | UK adequacy regulations for the EU. We asked Zoho for a UK data processing agreement on 17 October 2026 |
Resend receives each email's address and full content, including attachments. Google receives your device's push token and the message described above, never your note's text. RevenueCat receives a random account identifier, never your email address, and the purchase records Apple shares with it. Sign-in emails are also sent through Resend.
Apple is a separate controller. It delivers push notifications, and handles Sign in with Apple, Siri and App Store payments under its own privacy policy.
Where a company is in the United States, we rely on the UK Extension to the EU-US Data Privacy Framework if that company has joined it, and otherwise on the UK International Data Transfer Addendum.
How long we keep it
For as long as your account exists, with these exceptions. A delivered note, with its voice note and attachments, is deleted automatically a year after it was delivered. Drafts, and notes still waiting to be delivered, are kept until you delete them. We keep a count of the notes you create, schedule, send, set to repeat and save as drafts each day, for your streaks and stats. These counts stay after the notes are deleted, including after the one-year deletion, until you delete your account. Records used to limit address verification are deleted after a day, records used to limit sending after a day, notification registration records after 30 days, and onboarding records after 90 days.
Delete your account from Profile and we delete your notes, drafts, tags, templates, delivery addresses, device tokens and sign-in account straight away, which cancels anything scheduled, and we email you to confirm. Your recordings and attachments are removed at the same time, and if removing one fails we remove it by hand within 30 days. Copies in our hosting provider's daily backups expire after 7 days. Emails already delivered stay in your inbox, and Resend keeps its log of sent emails for 30 days. We also ask RevenueCat to delete the subscription record linked to your random account identifier. Apple keeps its own purchase records, and deleting your account does not cancel a subscription. You must cancel that in your iPhone's Settings.
Security
We use commercially acceptable means to protect your information, but no method of transmission over the internet or of electronic storage is completely secure, and we cannot guarantee absolute security.
Your rights
You can delete any note, or your whole account, yourself in the app at any time. You can also ask us for a copy of your data, or to correct it, delete it, restrict or object to our use of it, or send it to you in a form you can take elsewhere. Write to privacy@sendwhen.net and we will reply within a month.
Complaints
If you are unhappy with how we have used your information, please tell us first. Write to privacy@sendwhen.net. We will acknowledge your complaint within 30 days, look into it, and tell you the outcome. We aim to reply much sooner than that.
You can also complain to the Information Commissioner's Office (ICO), the UK data protection regulator, at ico.org.uk/make-a-complaint. You do not have to complain to us first, but we would like the chance to put things right.
If someone has added your email address
A Send When user can add your email address so they can send notes to you. If you got a Send When email with a code, that is why.
- What we hold: your email address and the label the user gave it. If you receive notes, you also receive what the user wrote, with any voice note, photos or files they attached.
- Why: to deliver the notes the user has asked us to send to you, and to check that the address is real and reachable.
- Our lawful basis: legitimate interests. We, and the user, have an interest in delivering what they send. To keep that fair to you, nothing is sent to your address until the code we email to it has been entered, we store only a one-way hash of the code, and we limit how many codes and notes can be sent.
- How long: until the user removes your address or deletes their account.
- Opting out: every email we send to your address for a user, including the one with the code, ends with a link: Stop all emails from Send When users. Tap it and we stop sending to your address from every Send When account, and remove it from every user's list. We keep only a one-way hash of the address, so that no user can add it again. You can also write to privacy@sendwhen.net from that address and we will stop sending to it and delete it. You can also ask for a copy of what we hold, or object. We deal with it within a month. Your rights and the way to complain are in the sections above.
Children
You must be at least 13 to use Send When. If you are under 18, you need a parent or guardian's permission.
Changes to this privacy policy
We may update this policy. The date below changes when we do.
Contact us
For help with the app, write to support@sendwhen.net. For questions about this policy, or to make a privacy request, write to privacy@sendwhen.net. Feedback you send from the app, and replies to our emails, go to hello@sendwhen.net.
Postal address: 19 Riverside Rise, Allington, Salisbury, SP4 0AF, United Kingdom
Latest update: 20 October 2026.