Privacy & Data Protection

Hotline Planner NextGen 2027 Statement

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Our Security Commitment

We treat your data with the highest security standards. To keep your personal schedule and the Hotline Planner perfectly aligned, the system utilizes continuous background synchronization.

State-of-the-Art Encryption: All sensitive personal data and authorization tokens are stored encrypted at rest. We utilize secure key management, ensuring that your secrets are never stored as plain text within the application code.

Data Collection & Storage

To provide shift planning and calendar services, we are transparent about what we do—and do not—collect and store:

What We Collect & Store: When you connect your Google or Microsoft account, we store your Account User ID, your profile picture, and an OAuth Refresh Token. Additionally, to facilitate our Calendar-to-App sync feature, we collect and store the specific calendar events that you explicitly flag (using a defined color or label). All data is securely encrypted in our database and used strictly for this functionality.

What We Do NOT Store: We absolutely do not store your general, unflagged Google or Microsoft Calendar events. Any calendar data that you have not explicitly tagged for synchronization is processed temporarily in-memory and is never saved to our database.

Data Usage: How Your Data is Handled

We use your Google or Microsoft user data strictly to provide the calendar synchronization features of our application. Here is exactly how that process works:

App-to-Calendar Sync: We process your calendar events and compare them against our App data (which acts as the source of truth). If changes are necessary, we push modifications to your connected calendar. To ensure we never touch or interfere with your personal events, we attach a private extended property to the events we create. We only read and process events containing this specific property.

Calendar-to-App Sync: We collect events from your connected calendar that are tagged with a defined color or label. Because your calendar acts as the source of truth for these specific items, the event data from these explicitly flagged items is collected, synced against our app data, and stored securely in our database solely to enable this read-only synchronization feature.

Compliance with Google API Services User Data Policy

Hotline Planner's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Retention & Audit Logging

Edit History: To support team collaboration and provide "Undo" functionality, every modification made within the app (like a shift change) is recorded in a secure journal. This includes a timestamp and the user ID of who made the change. Scheduling activities, including any @mentions or notes you create, are also logged.

System Logs: We record synchronization events and API interactions to monitor system health and troubleshoot failures. These logs are used solely for technical observability and do not contain personal calendar event data.