1. Information WhimAway handles
Account and identity information
When you create or use a synced account, Firebase Authentication processes an account identifier, email address, authentication credentials or provider tokens, verification state, and available display name. WhimAway also stores a username or display name and account creation information in the account profile. Google sign-in is available where offered, and Sign in with Apple is available on iOS. Apple may provide a private relay email address if you choose to hide your email.
Task content
WhimAway processes the task information you create, including titles, details, subtasks, due dates and times, recurrence settings, completion state, and technical task metadata such as identifiers, timestamps, device ownership, synchronization state, and deletion markers.
Photos and voice recordings
Photos captured for photo tasks and audio recorded for voice tasks are kept in the app's local storage with the related task. For signed-in accounts, that media may also be uploaded to account-scoped paths in Firebase Storage as part of cloud synchronization.
2. How information is used
WhimAway uses this information to:
- create and manage your account and profile;
- create, display, edit, remind you about, and organize your tasks;
- store tasks locally and synchronize account data across supported devices;
- generate optional AI-assisted task suggestions from photos and voice notes;
- protect the service, enforce reasonable usage limits, and troubleshoot failures;
- respond to support, privacy, and account requests.
3. Local storage and cloud synchronization
Android uses a local Room database and iOS uses per-account SwiftData storage for task data. Local media is stored in application-controlled storage. When you use an authenticated account, task data is synchronized through Cloud Firestore and media through Firebase Storage under your Firebase user identifier. Offline-capable task management may retain pending changes locally until a connection is available.
4. AI-assisted photo and voice suggestions
AI-assisted processing requires an internet connection. After you capture a photo or finish a voice recording, the current app sends that content to WhimAway's backend hosted on Railway. The backend sends image or audio content to the OpenAI API to extract a suggested task. For voice tasks, OpenAI first produces a transcript and the transcript is then used to generate structured task details. Suggested titles, details, subtasks, dates, and recurrence settings are returned to the app, where you can review and edit them before saving.
The current app does not present a separate third-party AI consent prompt before this processing begins. Camera and microphone system permissions control access to those device features, but they are not a separate consent choice for OpenAI processing.
The Railway backend does not intentionally keep copies of image payloads. Temporary audio files created for a request are removed after that request completes. Railway and its infrastructure providers may still process operational request information under their configured retention practices.
Under OpenAI's current API data controls, API customer inputs and outputs are not used to train OpenAI models by default unless the customer explicitly opts in. By default, abuse-monitoring logs may contain customer content and derived metadata and may be retained for up to 30 days, unless longer retention is required by law or is reasonably necessary to protect OpenAI's services or a third party from harm. Retention varies by API endpoint and feature, so this does not mean that every photo, audio file, or transcript is stored for exactly 30 days, and WhimAway does not promise zero retention by OpenAI.
5. Service providers
WhimAway relies on the following providers to operate the current service:
- Google Firebase for authentication, account-scoped Firestore task synchronization, Firebase Storage media synchronization, and Android Crashlytics.
- Google Sign-In for sign-in where offered. Google states that its iOS sign-in SDK may process a user identifier for OAuth grants and an IP address for fraud prevention.
- Apple for Sign in with Apple on iOS, which can provide a scoped user identifier, name, email address, or private relay email according to your choice.
- Railway to host the authenticated backend that brokers AI requests and account deletion.
- OpenAI to transcribe voice notes and generate structured task suggestions from image content or voice transcripts.
- Vercel to host this website. Vercel may process request and security information needed to deliver and protect the website.
These providers may process device, network, identifier, and other technical data needed to operate, secure, and diagnose their services. Their handling is also governed by their terms, configurations, and privacy documentation.
6. Diagnostics
Android
The Android app enables Firebase Crashlytics for fatal crashes and selected nonfatal technical failures. The app supplies coarse operation names and sanitized failure types, not task text, media, tokens, email addresses, or model content. Crashlytics itself processes crash traces, installation identifiers, app and operating-system versions, device characteristics, timestamps, and related diagnostic information.
iOS
The iOS app uses Apple's unified operating-system logging for coarse technical state. It does not add a third-party analytics or crash-reporting SDK.
Backend
Railway receives structured request-lifecycle logs containing a random request ID, endpoint, authentication outcome category, whether a verified user was present, OpenAI operation state, response status, latency, and coarse failure category. The backend is designed not to log user IDs, task text, transcripts, media payloads, access tokens, email addresses, model inputs or outputs, time-zone values, or temporary file paths.
7. Tracking, advertising, and sale of data
WhimAway does not sell personal data, serve targeted advertising, or intentionally integrate advertising trackers. The mobile app does not include WhimAway product analytics. Operational processing by service providers, including authentication, fraud prevention, security, crash reporting, and service diagnostics, is distinct from advertising tracking.
This website does not include analytics, advertising, tracking pixels, embedded third-party widgets, or non-essential cookies. Its hosting provider still receives ordinary network requests required to serve and secure the pages.
8. Retention and deletion
Task, profile, and synchronized media data is generally kept while your account and related content remain active. Local task content and media can remain on a device until you delete the relevant task, delete the authenticated account, clear app data, or remove the app, depending on platform behavior and synchronization state. Synchronization tombstones and pending operations may remain as needed to complete deletion or synchronization.
Firebase states that most authentication information is retained until the developer deletes the user, after which it is removed from live and backup systems within 180 days; logged authentication IP addresses are kept for a shorter period. Firebase states that Crashlytics crash traces and associated identifiers are kept for 90 days before removal begins. Firestore, Firebase Storage, Railway, Vercel, Apple, Google, and OpenAI may retain operational logs, security records, and backups according to their own policies and configurations.
Delete your account
If you are signed in, open Settings, choose Delete Account, and confirm. WhimAway first attempts authenticated remote deletion of your Firestore tasks, profile, Firebase Storage objects, and Firebase Authentication account. If remote deletion fails, the app keeps local data and reports the failure so you can retry. After remote deletion succeeds, the app attempts local cleanup and sign-out. Separate offline data may be preserved, and an Apple-linked account may require Apple reauthentication and authorization revocation.
Deletion from active WhimAway-controlled storage does not guarantee immediate erasure from every provider backup, security record, or operational log. Those records follow the relevant provider's retention requirements and practices.
9. Security
WhimAway uses account-scoped Firebase access controls, authenticated backend requests, platform-controlled app storage, encrypted network transport provided by the operating system and service providers, and limited diagnostic content. No security measure can eliminate every risk, so WhimAway cannot guarantee absolute security.
10. Your choices
You can edit or delete tasks in the app, use WhimAway without cloud synchronization in supported offline flows, decline camera or microphone access, avoid photo and voice AI features, sign out, or request account deletion in Settings. You can also contact the operator about access, correction, deletion, or privacy questions. Applicable law may provide additional rights.
11. Changes and contact
This policy may be updated as WhimAway changes. The effective and last-updated dates above will be revised when a new policy takes effect.
For privacy questions or requests, email review@whimaway.app.