Terms

Terms of Service

Effective August 24, 2026 · Last updated August 24, 2026

These Terms of Service (the Terms) form a legal agreement between you and Teamsimple Inc., Ontario, Canada (Teamsimple, Say When, we, us, or our).

They govern your access to and use of:

the Say When desktop application;
getsaywhen.com;
the booking and standing-link pages we host;
private tests, trials, subscriptions, updates, support, and related features; and
any other Say When product or service that links to these Terms,

collectively, the Service.

Please read these Terms before using the Service.

Accepting these Terms

You accept these Terms when you install or use the app, create an account, click an acceptance control, buy a subscription, or use a Say When booking page.

If you do not agree, do not install, access, or use the Service.

If you use Say When for a company or another organization, you represent that you have authority to bind it. In that case, you includes that organization. If a separate written order form, business agreement, or data processing agreement applies, it controls to the extent it expressly conflicts with these Terms.

Our Privacy Policy explains how we handle personal information and is incorporated into these Terms by reference.

Who may use Say When

To create or control a Say When account, you must:

have reached the age of majority where you live;
be legally capable of entering a binding agreement; and
not be prohibited from using the Service under applicable law.

The Service is not directed to children under 16. A person may use a booking page only if they can lawfully provide the information required for that booking or have the involvement of a parent, guardian, or other authorized adult where necessary.

What Say When does

Say When turns connected-calendar availability into times you can review and paste into a message.

In plain mode, Say When copies readable availability without booking links or holds.

In live mode, Say When may:

create private holds on the Host calendar you designate;
create bookable links for the offered times;
re-check calendar availability when a Recipient chooses a time;
remove or update related holds;
create a booked calendar event and, where available, a meeting link;
create private travel blocks when enabled; and
provide a cancellation link or related booking controls.

Say When does not send the initial availability message for you. You review the output, choose whether to send it, and send it using your own email, chat, or other communications service.

You remain responsible for your calendar, the messages you send, the people you invite, and the meetings you arrange.

Private testing, beta features, and trials

Say When may be offered through private testing, early access, beta, free trial, or preview programs.

Features identified as private-test, early-access, beta, experimental, or preview features may:

be incomplete or change substantially;
have additional limits;
contain errors;
be interrupted or unavailable;
have data reset where reasonably necessary for testing; or
be modified or discontinued before general release.

We may invite, limit, suspend, or end test access at our discretion. Unless we expressly agree otherwise in writing, beta features have no service-level commitment and are provided without charge or at the price shown when you enrol.

We will use reasonable efforts to give advance notice before a planned reset or discontinuation that materially affects active users, but immediate action may be necessary for security, legal, or operational reasons.

Installing and updating the app

By downloading or installing Say When, you consent to installation of the app and to the functions clearly described in the app, these Terms, and the Privacy Policy, including calendar access you separately authorize through Google or Microsoft.

Say When may check for, download, or install updates needed for security, compatibility, reliability, or new features. Where applicable law requires additional consent for an update or a new function, we will request it before installation or activation.

You are responsible for using a compatible, supported device and operating system and for maintaining reasonable device security.

Your account and security

You must provide accurate account information and keep it current. You are responsible for activity under your account and for protecting your device, Say When session, connected-provider account, public booking links, and cancellation links.

You may not:

share an individual account in a way not permitted by your plan;
transfer or sell access to your account;
impersonate another person or create an account using information you are not authorized to use; or
allow another person to use your account in violation of these Terms.

Tell us promptly at security@getsaywhen.com if you believe your account, device, calendar connection, booking link, or cancellation link has been compromised.

We may require you to re-authenticate, reconnect a calendar, or take other reasonable security steps.

Connecting your calendar

You connect Google or Microsoft through that provider's authorization flow. You do not give Say When your provider password.

By connecting an account and choosing calendars, you authorize Say When to perform the actions you enable, which may include:

verifying your identity and connected account;
checking free/busy information across selected calendars;
reading limited event details for display to you where you enable an agenda or meeting-link feature;
creating, updating, and removing private holds;
creating booked events, meeting links, and private travel blocks on the calendar you designate;
detecting provider-side calendar changes; and
managing booking cancellations or related event updates.

Say When requests calendar permissions, not Gmail or Microsoft Outlook mail permissions.

You can disconnect a provider account in Say When Settings or revoke access through the provider. Disconnecting stops future access, but it may not remove calendar events, invitations, messages, or other copies already created or held by the provider or another person.

You are responsible for selecting the correct calendars and write destination and for ensuring you have authority to let Say When access and modify them. This is especially important for shared, employer-managed, client, family, or delegated calendars.

Hosts, offers, and scheduling settings

If you create or send an offer, you are the Host. You are responsible for:

reviewing the times before sending them;
choosing accurate working hours, buffers, lead time, time zones, date ranges, meeting duration, and calendars;
ensuring the meeting type, location, URL, title, and description are accurate and appropriate;
confirming that you are available and authorized to arrange the meeting;
protecting confidential information and not entering unnecessary sensitive information;
withdrawing stale offers when appropriate; and
following applicable communications, marketing, employment, professional, and privacy laws.

A displayed time is not a promise by Teamsimple that the meeting will occur. Calendar state can change after an offer is created, including through actions taken outside Say When.

If you provide a Recipient's name, email, time zone, or other personal information, you represent that:

the information is accurate to the best of your knowledge;
you have a lawful basis and any required authority or consent to provide and use it for scheduling;
your use is reasonably expected in the context of your relationship with the Recipient; and
you will not use Say When to send unsolicited bulk or unlawful commercial messages.

Do not use Say When to store health records, government identifiers, payment-card information, financial account details, highly sensitive employment information, or other sensitive information unnecessary for scheduling.

Recipients and booking pages

A person who receives or uses a booking link is a Recipient or Guest.

Recipients do not need a Say When account. To book, a Recipient may need to provide an accurate name and email address. That information is provided to the Host and used to create and administer the calendar event.

A Recipient must not:

impersonate another person;
provide an email address they are not authorized to use;
use a booking page to harass, threaten, test, scrape, spam, or disrupt a Host;
intentionally reserve times they do not reasonably intend to use; or
access, alter, or cancel another person's booking without authority.

The Host, not Teamsimple, is responsible for the meeting, services, goods, advice, or other interaction that may follow a booking. Say When is a scheduling tool and is not a party to the relationship or transaction between Host and Recipient.

Public, unguessable, and bearer links

A booking page is a public web page accessible to anyone who obtains its link. A standing page may be publicly discoverable or broadly shared, depending on how the Host publishes it.

One-off booking links are designed to be difficult to guess, but they are not passwords. Cancellation links are bearer credentials, meaning a person with the link may be able to cancel the related booking. Hosts and Recipients should:

share links only with intended people;
avoid posting one-off or cancellation links publicly;
remove links from forwarded messages when appropriate; and
contact us promptly if a link is exposed or misused.

We are not responsible for access or actions caused by a user voluntarily sharing a link, forwarding a message, publishing a page, or failing to protect a device or account, except to the extent caused by our breach of these Terms or obligations that cannot legally be excluded.

Your content and limited licence to us

User Content means information or material you or a Recipient submit, configure, display, or direct the Service to process, including profile information, recipient details, scheduling preferences, meeting titles, descriptions, places, URLs, feedback, and offer or booking instructions.

As between you and Teamsimple, you retain your rights in User Content.

You grant Teamsimple a worldwide, non-exclusive, royalty-free licence to host, copy, transmit, format, display, modify, and otherwise process User Content only as reasonably necessary to:

provide, secure, support, and maintain the Service;
carry out your instructions;
prevent abuse and enforce these Terms;
comply with law; and
exercise the rights expressly described in these Terms and the Privacy Policy.

This licence lasts only as long as needed for those purposes, subject to the retention periods in the Privacy Policy.

You represent that you have the rights and permissions necessary to provide User Content and allow us to process it. You remain responsible for User Content and its legality, accuracy, and appropriateness.

We do not acquire ownership of your connected-calendar data or use it to train generative AI models.

Acceptable use

You may use Say When only for lawful scheduling and related purposes.

You must not, directly or through another person:

use the Service to violate law, another person's rights, or a contractual or professional duty;
send spam, unsolicited bulk messages, deceptive communications, or unlawful commercial electronic messages;
harass, threaten, stalk, discriminate against, defraud, or impersonate anyone;
upload malware or harmful code, or use the Service to distribute it;
probe, scan, scrape, crawl, overload, disrupt, or circumvent the Service or its security, rate limits, access controls, or technical restrictions;
access or attempt to access another person's account, calendar data, holds, bookings, links, or administrative functions without authority;
reverse engineer, decompile, disassemble, or attempt to derive source code, except where applicable law expressly permits it despite this restriction;
copy, resell, sublicense, rent, lease, frame, mirror, or commercially exploit the Service except under a written agreement with us;
use automated means to create accounts, reserve times, extract availability, or generate abnormal traffic without our written permission;
misrepresent Say When output as guaranteed, certified, or endorsed by Teamsimple;
use the Service for emergency response, dispatch, medical triage, or another safety-critical purpose where delay or error could cause serious harm; or
help another person do any of the above.

Good-faith security research requires our advance written authorization. Report suspected vulnerabilities to security@getsaywhen.com.

Third-party services

Say When depends on third-party services, including Google, Microsoft, Stripe, cloud infrastructure, internet and operating-system services, and meeting providers such as Google Meet, Microsoft Teams, or Zoom.

Those services may change, limit, suspend, or discontinue APIs, permissions, features, or availability. Their actions and terms are outside our control. Your use of a third-party service is governed by your agreement with that provider.

We are not responsible for third-party services, content, data practices, outages, security, or actions, but this does not limit any responsibility we have under applicable law for our selection and management of service providers that process personal information on our behalf.

Fees, trials, subscriptions, and taxes

Some private-test or beta access may be free. Paid features or plans apply only when we clearly present a price and you choose to purchase them.

Checkout terms

Before purchase, checkout will show the material commercial terms, including the price, currency, billing interval, included features or limits, applicable trial, and whether the subscription renews automatically. Those displayed terms form part of these Terms.

A free trial converts to a paid subscription only if checkout clearly says it will, you provide a payment method, and you do not cancel before the stated trial deadline.

Automatic renewal

If checkout states that a subscription renews automatically, it will renew for successive periods equal to the selected billing interval at the then-current price, plus applicable taxes, until cancelled.

You authorize us and Stripe to charge the payment method on file at each renewal. You are responsible for keeping billing information current.

Cancellation

You may cancel an automatically renewing subscription through the billing portal or another method we make available. Unless checkout says otherwise, cancellation takes effect at the end of the current paid billing period and you retain access until then.

Deleting the app or disconnecting a calendar does not by itself cancel a paid subscription.

Refunds

Except where required by law or expressly stated at purchase, fees are non-refundable and we do not provide credits for partial billing periods, unused time, or downgraded features.

If we discontinue a paid Service before the end of a prepaid period for reasons unrelated to your breach, we will provide a pro-rated refund or substantially equivalent credit for the unused portion.

Price and plan changes

We may change prices, limits, or plan features. For an existing paid subscription, a price increase will apply no earlier than the next renewal after reasonable advance notice, unless a shorter period is required by tax or law. You can cancel before the change takes effect.

Taxes and failed payments

Prices exclude taxes unless stated otherwise. You are responsible for applicable sales, use, value-added, withholding, and similar taxes, other than taxes on our net income.

If payment fails, we may retry the charge and suspend or downgrade paid access after reasonable notice. You remain responsible for amounts properly due.

Say When intellectual property and your licence

The Service, including its software, code, interface, design, documentation, website, text, graphics, workflows, trademarks, and branding, is owned by Teamsimple or its licensors and is protected by intellectual property and other laws.

Subject to these Terms and any plan limits, we grant you a limited, non-exclusive, revocable, non-transferable, and non-sublicensable licence to install and use the app and access the Service for its intended purpose.

The licence does not transfer ownership or permit use of our names, logos, domains, or branding except to identify the Service in an accurate, non-misleading way.

Open-source components are governed by their applicable licences. Those licences control if they conflict with these Terms for the relevant component.

Feedback

You are not required to provide ideas, suggestions, or feedback. If you do, you grant Teamsimple a perpetual, irrevocable, worldwide, transferable, sublicensable, royalty-free right to use, modify, commercialize, and incorporate the feedback without restriction or compensation.

This section does not give us ownership of your calendar data, User Content, identity, or confidential information. Do not include another person's confidential information in feedback.

Privacy

Our Privacy Policy describes what personal information we collect, why we use it, who receives it, how long we keep it, and the choices available to you.

By using connected calendars, you instruct us to process the limited calendar information required for the features you enable. You are responsible for providing any notices and obtaining any authority or consent required for personal information you submit about Recipients or people whose calendars you are authorized to manage.

If you use Say When on behalf of an organization and a separate data processing agreement is signed, that agreement controls our processing of personal information on the organization's behalf to the extent of a conflict.

Changes to and availability of the Service

We may add, modify, suspend, or discontinue features to improve the Service, respond to provider changes, address security or legal requirements, or manage the business.

We do not promise that every feature will always be available, work on every device or provider account, or remain in its current form. We may set or change reasonable usage, storage, account, or feature limits.

For material reductions to a paid core feature, we will provide reasonable notice when practical. If a material change substantially removes the main functionality of a prepaid plan, your remedy is to cancel and request a pro-rated refund for the unused prepaid period, unless the change is required by law, security, or a third-party provider outside our reasonable control.

Suspension and termination

You may stop using Say When at any time. You may disconnect calendars in Settings and may request account deletion as described in the Privacy Policy. Paid subscriptions must be cancelled separately under Section 14.

We may suspend or terminate access if:

you materially or repeatedly violate these Terms;
your use creates a security, legal, fraud, abuse, or operational risk;
payment is overdue;
a provider requires us to act;
we are legally required to do so; or
we discontinue the Service.

Where reasonable, we will give notice and an opportunity to cure before terminating for breach. We may act immediately where delay could cause harm, compromise security, violate law, or expose another person's information.

After termination:

your licence to use the Service ends;
active offers and booking pages may stop working;
holds or calendar events may remain in your third-party calendar until you or the provider removes them;
amounts already due remain payable; and
information is retained or deleted according to the Privacy Policy and applicable law.

Sections that by their nature should survive termination will survive, including ownership, feedback, accrued payment obligations, disclaimers, liability limits, indemnity, dispute terms, and general provisions.

Disclaimers

Say When is designed to reduce stale availability, conflicting offers, time-zone mistakes, and failed bookings through holds, validation, and provider-side checks. No scheduling software can guarantee every possible calendar, provider, device, network, permission, or human state.

To the maximum extent permitted by law, the Service is provided "as is" and "as available", without warranties or conditions of any kind, express, implied, statutory, or collateral, including merchantability, fitness for a particular purpose, title, quiet enjoyment, non-infringement, accuracy, uninterrupted availability, or error-free operation.

Without limiting the above, we do not warrant that:

every displayed time will remain available;
every hold will be created, synchronized, respected, or removed;
every double-booking or conflict will be prevented;
every time zone, meeting link, invitation, cancellation, notification, or provider event will be correct or delivered;
the Service will meet every professional, regulatory, archival, or security requirement applicable to you; or
any meeting, transaction, or relationship will occur or succeed.

You should review important availability and booked events in your calendar, particularly for high-value, regulated, time-sensitive, or consequential meetings. Keep independent copies of information you need to retain.

Nothing in these Terms excludes a warranty, condition, remedy, or right that cannot lawfully be excluded or limited, including applicable consumer-protection rights.

Limitation of liability

To the maximum extent permitted by law, Teamsimple and its directors, officers, employees, contractors, affiliates, and licensors will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for loss of profits, revenue, business, opportunity, goodwill, anticipated savings, data, or meetings, arising from or relating to the Service, even if advised that the loss was possible.

To the maximum extent permitted by law, our total aggregate liability for all claims arising from or relating to the Service or these Terms will not exceed the greater of:

the fees you paid to Teamsimple for the Service during the 12 months immediately before the event giving rise to the claim; and
CAD $100.

The exclusions and cap apply regardless of the form of action, whether in contract, tort, negligence, strict liability, statute, or otherwise, and even if a limited remedy fails of its essential purpose.

They do not apply to liability that cannot legally be limited, or to our fraud, wilful misconduct, or gross negligence. Some jurisdictions do not allow certain exclusions or limits, so some of this section may not apply to you.

Indemnity for business use

If you use the Service on behalf of a business or organization, that organization will defend, indemnify, and hold harmless Teamsimple and its directors, officers, employees, contractors, affiliates, and licensors from third-party claims, damages, losses, liabilities, costs, and reasonable legal fees arising from:

User Content or Recipient information the organization provides without sufficient rights, notice, authority, or consent;
unlawful, deceptive, infringing, or abusive use of the Service by the organization or its users;
the organization's messages, meetings, services, products, professional advice, or dealings with Recipients; or
a material breach of these Terms by the organization.

This obligation does not apply to the extent a claim results from Teamsimple's breach, negligence, wilful misconduct, or violation of law. We will give prompt notice of a covered claim and allow reasonable control of the defence, provided no settlement admits fault by or imposes non-monetary obligations on an indemnified party without its consent.

This section does not apply to an individual acting solely as a consumer where prohibited by law.

Governing law and disputes

These Terms and any dispute relating to them or the Service are governed by the laws of Ontario and the federal laws of Canada applicable in Ontario, without regard to conflict-of-law rules.

Before filing a claim, you and Teamsimple agree to try in good faith to resolve it informally. Send a written description of the issue and requested resolution to legal@getsaywhen.com. We will do the same using the email associated with your account. Either party may proceed after 30 days, or sooner where urgent injunctive relief is reasonably necessary.

Subject to any mandatory rights you have where you live, the courts located in Toronto, Ontario will have exclusive jurisdiction over disputes arising from these Terms or the Service, and each party submits to those courts.

Nothing in this section prevents either party from seeking urgent relief to protect accounts, confidential information, personal information, intellectual property, or security. Nothing limits a consumer's right to bring a claim or complaint in another forum where applicable law does not permit that right to be waived.

Changes to these Terms

We may update these Terms to reflect Service changes, provider requirements, legal developments, or business needs.

We will post the revised Terms and update the date above. For a material change, we will provide reasonable additional notice, such as an in-app message or email. Unless a change is required sooner for law or security, a material change will take effect no earlier than 30 days after notice for existing Account Holders.

By continuing to use the Service after revised Terms take effect, you accept them. If you do not agree, you must stop using the Service and cancel any renewing subscription before the change applies.

Changes will not retroactively reduce rights or increase charges for a completed billing period unless you expressly agree or the law requires it.

General terms

Entire agreement

These Terms, the Privacy Policy, and any applicable checkout terms, order form, or signed supplemental agreement form the entire agreement about the Service and replace earlier discussions or agreements on the same subject.

Order of priority

If documents conflict, the following order applies unless a signed document says otherwise: a signed order form or business agreement; a signed data processing agreement for privacy matters; checkout terms for the purchased plan; these Terms; and incorporated policies.

Assignment

You may not assign these Terms or transfer an account without our written consent. We may assign these Terms in connection with a merger, acquisition, financing, reorganization, sale of assets, or transfer of the Service, provided the assignee assumes our obligations. Any other attempted assignment is void.

Force majeure

Neither party is liable for delay or failure caused by events beyond its reasonable control, including internet or provider outages, labour disputes, natural disasters, government action, war, civil unrest, epidemics, power failures, or cyberattacks, except that this does not excuse payment obligations already due or obligations that cannot legally be excluded.

Severability

If a provision is found unenforceable, it will be enforced to the maximum lawful extent and the remaining provisions will continue in effect.

No waiver

A failure to enforce a provision is not a waiver. A waiver must be in writing and applies only to the specific instance stated.

No agency or third-party beneficiaries

These Terms do not create a partnership, franchise, joint venture, employment, fiduciary, or agency relationship. Except for indemnified parties under Section 22, no person other than you and Teamsimple has a right to enforce these Terms.

Headings and interpretation

Headings are for convenience only. Words such as including mean including without limitation. Electronic records and acceptance have the same effect as paper records and signatures to the extent permitted by law.

Notices

We may send notices to the account email, display them in the Service, or post them on getsaywhen.com where appropriate. Legal notices to us must be sent to legal@getsaywhen.com and, where formal service of process is required, to our registered office address, available on request from legal@getsaywhen.com.

Contact

Teamsimple Inc. — Ontario, Canada

Support: support@getsaywhen.com
Privacy: privacy@getsaywhen.com
Security: security@getsaywhen.com
Legal notices: legal@getsaywhen.com