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Privacy Policy

Effective date: 14 April 2026

Set it Now ("the App") is a daily planner application developed by Tim ("we", "us", "our"). This Privacy Policy explains what information we collect, how we use it, and your choices regarding your data.

1. Information We Collect

1.1 Account Information

• Anonymous account — When you first open the App, a unique anonymous account is created automatically via Firebase Authentication. No personal information is required.
• Google Sign-In — If you choose to sign in with Google, we receive your name, email address, and profile photo from Google.
• Email/Password — If you create an account with email, we store your email address and a securely hashed password via Firebase Authentication.

1.2 User-Generated Content

All content you create in the App is stored in Google Cloud Firestore, linked to your user ID:

• Tasks, to-do items, and their details (title, date, time, tags, location, notes, recurrence rules)
• Calendar events (imported from Apple Calendar, Google Calendar, Microsoft Calendar, or ICS files)
• Work shifts (title, times, location)
• Habit tracking data (water intake, step count, reading sessions, meditation minutes)
• Medication records (name, dosage, frequency, scheduled times, dose logs, adherence data)
• Shopping list items
• Journal entries (text content, mood, automatically detected tags)
• Shared calendar data (calendar names, events shared with other users you invite)
• Time budget goals (daily/weekly time targets per task category and progress)
• Focus timer sessions (duration, linked task, completion status)
• App preferences and settings

1.3 Device Permissions & Sensor Data

Permission	Purpose	Platform
Calendar access	Import and sync events from your device calendar	iOS, Android
Notifications	Send task reminders, medication reminders, and daily briefings	iOS, Android, Web
Motion / Pedometer	Track daily step count for the Habits feature	iOS, Android
Location	Attach locations to tasks and shifts; display shift locations on a map	iOS, Android
Microphone	Voice input for the voice assistant feature (speech-to-text)	iOS, Android, Web
Speech Recognition	Convert spoken queries to text for the voice assistant (processed on-device by the operating system or browser)	iOS, Android, Web
Tracking (IDFA)	Deliver relevant advertisements via Google AdMob (requires your explicit consent via App Tracking Transparency prompt)	iOS

Web-specific permissions: On the web app, your browser may prompt you separately for notification and microphone access. Push notifications on the web use Firebase Cloud Messaging (FCM) and require a notification permission grant from your browser. You can revoke these at any time in your browser settings.

All permissions are optional. The App will function without granting any of these permissions, though some features will be limited.

1.4 Automatically Collected Data

• Analytics — We use Firebase Analytics (Google) to collect anonymous usage data such as screen views, feature usage, app crashes, and device type. This data is not linked to your personal identity.
• Push notification tokens — A device token is generated to deliver push notifications. This token is stored in Firestore and deleted when you disable notifications.

1.5 Advertising Data

The App displays ads via Google AdMob. On iOS, we request your consent through App Tracking Transparency before accessing your Advertising Identifier (IDFA). If you decline, ads are served in non-personalised mode. On Android, the Advertising ID may be used for ad personalisation. Google AdMob may collect device information, IP address, and interaction data as described in Google's Privacy Policy.

On the web, the Site displays ads via Google AdSense on the landing page (shown to all visitors) and at the bottom of the Tasks list (shown only to non-Pro users). Google AdSense may set cookies used for ad personalisation, frequency capping, and measurement. Visitors in the EU, UK, and other regions where consent is required will see a consent banner provided by Google's built-in Consent Management Platform before any personalised ads are served. For full detail see Google's advertising technologies and principles page and Google's Privacy Policy. Pro subscribers do not see in-app ads on any platform.

1.6 Voice Assistant Data

The App includes an optional voice assistant feature that lets you ask questions about your schedule using voice or text. Speech recognition is performed on-device by your operating system (Apple Speech Framework on iOS, Android SpeechRecognizer on Android, Web Speech API in browsers). Your spoken words are converted to text locally and are not sent to our servers. The resulting text query is processed locally against your task and event data to generate a response.

1.7 AI-Powered Features

The App uses Google Gemini AI (via Firebase Cloud Functions) for several features. All data is sanitised before transmission. The specific data sent varies by feature:

Feature	Data Sent to Google Gemini
Task Classification	Task or event title only
Batch Import Classification	Up to 50 event/task titles
Daily Briefing	Task titles, tags, times, durations, completion status; event titles and times; habit progress; focus session durations
Build My Day (schedule builder)	Task titles, durations, priorities, tags; event times; focus time preference; productivity patterns
Optimize Week	Task titles, dates, times, durations, priorities, tags, completion status; time budget goals; 14-day productivity patterns
Task Breakdown	Task title, optional notes (up to 500 characters), task category
Analytics Insights	Aggregated scores and statistics only (life score, completion rates, peak hours, category breakdowns) — individual task titles are not sent

Permanent account required. All AI-powered features listed above, along with directions lookups and Text-to-Speech (Section 1.8), are available only to users who have signed in with a Google or email/password account. Anonymous sessions do not have access to these features — server-side checks refuse anonymous requests, and where a local on-device fallback exists (such as keyword-based task tagging) it is used instead. This restriction protects the service against automated abuse and keeps usage-based AI costs sustainable.

We enforce per-user rate limits on all AI and directions endpoints. Requests that exceed the limit are temporarily refused until the window resets.

No passwords, email addresses, location data, or full account details are ever sent to Gemini. All AI processing is subject to Google's AI Terms of Service.

1.8 Text-to-Speech

The App may use Google Cloud Text-to-Speech to convert briefing text to audio. The text content (up to 2,000 characters) is sent to Google's TTS service, which is separate from Gemini. This is subject to Google Cloud Terms of Service.

1.9 Focus Timer & Soundscapes

The Focus Timer feature tracks session durations, timer mode (focus/break), and links sessions to tasks. This data is stored in Firestore under your account. Soundscape audio files are streamed locally and no listening data is collected.

1.10 Medication Tracking

The Medications feature stores prescription names, dosages, frequencies, scheduled dose times, and daily dose logs in Firestore under your account. Medication names may be looked up against the RxNorm database (U.S. National Library of Medicine) for autocomplete suggestions — only the search query text is sent, and no personal data is transmitted.

1.11 Payments & Subscriptions

Pro subscriptions on mobile are processed by Apple App Store (iOS) and Google Play (Android). On the web, subscriptions are processed by Paddle (our Merchant of Record). We do not store your credit card details. Paddle may collect your name, email, and billing address as described in Paddle's Privacy Policy. We receive a subscription status, plan type, and Paddle customer ID to manage your Pro access.

2. How We Use Your Information

• Provide, maintain, and improve the App's features
• Sync your data across devices via your account
• Send task reminders, medication reminders, and notifications you have configured
• Enable shared calendars so you can collaborate with people you invite
• Automatically categorise tasks and calendar events using on-device keyword matching and, as a fallback, Google Gemini AI
• Generate daily briefings, schedule suggestions, and weekly optimisations using AI
• Track focus sessions, habit progress, medication adherence, and time budget goals
• Process voice queries locally to answer questions about your schedule
• Process subscription payments and manage Pro access
• Display advertisements to support the free version of the App
• Analyse aggregate usage patterns to improve the App (via Firebase Analytics)
• Diagnose crashes and technical issues

3. Data Storage & Security

Your data is stored in Google Cloud Firestore and Firebase Authentication, hosted on Google Cloud infrastructure. Data is encrypted in transit (TLS) and at rest. Firestore security rules ensure that each user can only access their own data.

4. Data Sharing

We do not sell your personal data. We share data only with:

• Google Firebase — authentication, database, analytics, and cloud messaging (as our infrastructure provider)
• Google Gemini AI — task/event data for classification, briefings, scheduling, and insights as detailed in Section 1.7 (subject to Google's AI Terms)
• Google Cloud Text-to-Speech — briefing text for audio conversion (subject to Google Cloud Terms)
• Google AdMob — advertising services (subject to your tracking consent on iOS)
• U.S. National Library of Medicine (RxNorm) — medication name search queries for autocomplete (no personal data transmitted)
• Paddle — payment processing for web Pro subscriptions (name, email, billing address as described in Paddle's Privacy Policy)
• Apple / Google — in-app purchase processing for mobile Pro subscriptions (subject to their respective privacy policies)
• Other users you invite — If you create a shared calendar and invite someone, they will see the calendar name, events in that calendar, and your display name/email. You control who is invited.

We may disclose data if required by law or to protect our legal rights.

5. Your Choices & Rights

• Permissions — You can revoke any device permission (calendar, location, notifications, motion, microphone, tracking) at any time in your device or browser settings.
• Web permissions — On the web app, you can manage notification and microphone permissions in your browser's site settings.
• Ad personalisation — On iOS, you can change your tracking preference in Settings > Privacy > Tracking. On Android, you can opt out of ad personalisation in Settings > Google > Ads.
• Manage subscription — You can manage or cancel your Pro subscription through the App Store (iOS), Google Play (Android), or your Paddle customer portal (web).
• Delete your data — You can delete your account and all associated data from the App's Settings screen. This permanently removes your tasks, habits, shifts, medications, journal entries, shopping lists, and account information from our servers.
• Export — You can export your tasks, habits, shifts, and shopping lists as CSV files from the Settings screen.

6. Children's Privacy

The App is not directed at children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal data, please contact us and we will delete it.

7. Third-Party Services

The App integrates with third-party calendar services (Apple Calendar, Google Calendar, Microsoft Calendar) at your request. When you connect these services, their respective privacy policies apply to the data they share with us. We only import event titles, dates, and times — we do not access your full calendar account.

8. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated effective date. Continued use of the App after changes constitutes acceptance of the updated policy.

9. Contact Us