Privacy Policy

2. Who We Are

RemindlyHQ is an independent software service. For any privacy-related matters, you may contact us at:

• Email: support@remindlyhq.com
• Location: Muscat, Sultanate of Oman

3. Information We Collect

3.1 Information You Provide Directly

• Account information: Your name and email address when you register.
• Profile information: Workspace name, team member details you add to your account.
• Reminder content: Titles, descriptions, dates, times, and recurrence settings for reminders you create.
• Uploaded documents: Files you choose to upload (such as passport copies, visa documents, or contracts) for expiry tracking purposes.
• Communications: Messages you send to our support team.

3.2 Information Collected Automatically

• Usage data: Pages visited, features used, actions taken within the platform, and session duration.
• Device information: Browser type, operating system, device type, and screen resolution.
• Log data: IP address, access timestamps, and referring URLs.
• Timezone: Your browser's timezone is automatically detected to ensure accurate reminder scheduling. This is processed locally and synced with our servers solely for scheduling purposes.

3.3 Information from Third-Party Sign-In

If you choose to sign in using Google OAuth, we receive your name and email address from Google. We do not receive your Google password or any other Google account data.

3.4 Google Calendar Integration & API Data

RemindlyHQ offers a two-way synchronization feature with Google Calendar. This feature requires access to your Google Calendar data.

• What we access: When you connect your Google Calendar, we access your calendar events solely to display them within RemindlyHQ and to push RemindlyHQ reminders to your Google Calendar.
• Limited Use Disclosure: RemindlyHQ'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.
• No human access: Our team does not read your Google Calendar events. The synchronization is entirely automated.
• Data sharing: We do not share your Google Calendar data with third-party AI models, advertising networks, or any other unauthorized third parties.

4. How We Use Your Information

We use the information we collect to:

• Provide and operate the Service: Create your account, manage your reminders, send notifications, and maintain your workspaces.
• Send notifications: Deliver reminders via WhatsApp messages and email on your behalf, based on the schedules you configure.
• Process payments: Handle subscription billing securely through our payment processor.
• Improve the Service: Analyze usage patterns to fix bugs, improve features, and enhance performance.
• Communicate with you: Send service-related emails such as account verification, billing receipts, and important service updates.
• Ensure security: Detect and prevent fraud, abuse, unauthorized access, and other harmful activity.
• Comply with legal obligations: Retain records as required by applicable law.

5. WhatsApp Notifications

To deliver WhatsApp reminders, your phone number and reminder content are transmitted to our secure messaging infrastructure partners. This transmission is necessary to provide the core notification feature of the Service.

• We only transmit the minimum data required to deliver your scheduled reminder.
• We do not use your WhatsApp number for marketing or unsolicited messaging.
• You may disable WhatsApp notifications at any time from your account settings.

6. Email Notifications

To deliver email reminders, your email address and reminder content are transmitted to our transactional email delivery infrastructure.

• We only send emails that you have explicitly scheduled or requested.
• We do not send marketing emails without your explicit consent.
• You may disable email notifications at any time from your account settings.

7. Uploaded Documents

Documents you upload (such as passport copies, visa documents, or contracts) are:

• Stored with industry-standard encryption at rest and in transit.
• Accessible only by you and team members you explicitly invite.
• Used solely for the purpose of tracking expiry dates and generating reminders.
• Never shared with third parties, analyzed for advertising, or used for any purpose beyond what you configure.

Given the sensitive nature of identity documents, we strongly recommend only uploading documents when necessary and ensuring your account credentials are kept secure.

8. Artificial Intelligence Features

RemindlyHQ includes an AI-powered natural language feature that allows you to create reminders by typing or messaging in plain language (e.g., "Remind me to renew my visa in 3 months").

• Natural language inputs are processed by an AI language model to extract the intent, date, and time.
• Only the text of your message is processed — no other personal data is shared with the AI system.
• We do not use your reminder content to train AI models.

9. Sharing Your Information

We do not sell, trade, or rent your personal information to any third party. We share information only in these limited circumstances:

9.1 Service Providers & Merchant of Record

We work with trusted third-party service providers who help us operate the platform. These providers are contractually required to protect your data and may only use it to provide services on our behalf. Key providers include:

• Payment Processing (Paddle): Our order process is conducted by our online reseller Paddle.com. Paddle.com is the Merchant of Record for all our orders. Paddle provides customer service inquiries related to payments and handles returns. Your billing data is processed directly by Paddle securely.
• Cloud Infrastructure: Secure database and application hosting.
• Communication: Messaging and transactional email delivery services.
• Authentication: Secure sign-in services.

9.2 Legal Requirements

We may disclose your information if required to do so by law, court order, or government authority, or if we believe in good faith that disclosure is necessary to protect our rights, your safety, or the safety of others.

9.3 Business Transfers

If RemindlyHQ is acquired, merged, or its assets are transferred, your information may be transferred as part of that transaction. We will notify you in advance if this occurs.

10. Data Security

We implement industry-standard security measures to protect your data:

• Encryption in transit: All data transmitted between your browser and our servers is encrypted using TLS/SSL.
• Encryption at rest: All stored data, including uploaded documents, is encrypted at rest.
• Row-level security: Our database architecture enforces strict isolation — users can only access their own data.
• DDoS protection: Our infrastructure includes protection against distributed denial-of-service attacks.
• Secret management: No sensitive credentials are stored in our codebase.

While we take every reasonable precaution, no system is completely immune to security risks. We encourage you to use a strong, unique password and enable two-factor authentication where available.

11. Data Retention

• Active accounts: We retain your data for as long as your account is active.
• Account deletion: When you delete your account, we will permanently erase all your personal data, uploaded documents, and reminder history from our active systems within 30 days.
• Encrypted backups: System backups may retain encrypted fragments of data for up to 90 days before being overwritten and destroyed.
• Legal retention: In some cases, we may be required to retain certain records (such as billing records) for longer periods as required by law.

12. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request that we correct inaccurate or incomplete data.
• Deletion: Request that we delete your personal data ("right to be forgotten").
• Portability: Request your data in a structured, machine-readable format.
• Objection: Object to certain types of data processing.
• Withdrawal of consent: Withdraw consent at any time where processing is based on consent.

To exercise any of these rights, contact us at support@remindlyhq.com. We will respond within 30 days.

13. GDPR (European Users)

If you are located in the European Economic Area (EEA), you have additional rights under the General Data Protection Regulation (GDPR):

• Legal basis for processing: We process your data on the basis of contractual necessity (to provide the Service), legitimate interests (security and improvement), and your consent (optional features).
• Data transfers: If your data is transferred outside the EEA, we ensure appropriate safeguards are in place.
• Supervisory authority: You have the right to lodge a complaint with your local data protection authority.

14. CCPA (California Users)

If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to delete it, and the right to opt out of its sale. We do not sell personal information.

15. Cookies and Analytics

RemindlyHQ uses minimal, privacy-respecting analytics to understand how users interact with the platform.

• We use privacy-friendly analytics that do not track you across other websites.
• We use essential cookies required for authentication and session management.
• We do not use advertising cookies or tracking pixels.

You may opt out of analytics tracking by using browser privacy settings or ad-blocking tools.

16. Children's Privacy

RemindlyHQ is not directed at children under the age of 18. We do not knowingly collect personal information from minors. If you believe a minor has provided us with personal data, please contact us at support@remindlyhq.com and we will promptly delete it.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we do, we will:

• Update the "Last updated" date at the top of this page.
• Notify active subscribers by email at least 14 days before significant changes take effect.

Your continued use of the Service after changes are posted constitutes your acceptance of the updated policy.

18. Governing Law

This Privacy Policy is governed by the laws of the Sultanate of Oman. Any disputes arising from this policy shall be subject to the jurisdiction of the courts of Oman.

19. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us: