Privacy notice

Who we are

VillageOS is a small calendar tool for families, run by an independent developer. We are the “controller” of the data you enter. You can reach us about anything in this notice at privacy@villageos.co.uk.

What we collect

• Your account: your email address and a password (stored securely, never in plain text).
• What you enter:the calendar events, messages, and images you add — which may include children’s names, schools, and schedules.
• Sensitive details those events may reveal: because a family calendar naturally includes things like medical and dental appointments or vaccinations (which reveal health) and religious events (which reveal religion), the events you add may contain this kind of information about your family. Under UK law this is “special category” data, which gets extra protection — see below.

Because this is a test, please use realistic-but-fake family details where you can. You don’t need to enter real names or schools to try the product.

Why we use it

Only to run the product for you: to turn the messages and images you submit into calendar events, and to show you your calendar. Our lawful basis is your consent, which you give when you sign up and can withdraw at any time by deleting your account.

Sensitive (special category) information

Some of what you enter may reveal health (for example a doctor, dentist, or vaccination appointment) or religion(for example a religious celebration). UK law treats this as “special category” data and asks for your explicit consent before we process it. By ticking the consent box at sign-up, you explicitly consent to VillageOS processing any health or religious information contained in the events you add, for the sole purpose of running your calendar. You can withdraw this consent at any time by deleting your account. We do not use this information for any other purpose, and we do not single it out, categorise it, or build health or religious profiles from it.

AI extraction (Groq and OpenAI)

To turn what you submit into calendar events, we send that content to specialist AI providers that read it and return structured events:

• Text you paste is processed by Groq.
• Photos you upload are processed by OpenAI.

We do not store the original message or photo — only the calendar events it produces. We have enabled Groq’s Zero Data Retention option, so Groq does not retain your messages. We have turned off OpenAI’s use of this data to train its models; OpenAI may retain it briefly (around 30 days) for abuse monitoring, then deletes it. Both providers are based in the United States, so this content is transferred there.

Who else processes your data

We use a small number of trusted providers to run the service:

• Supabase — database and sign-in.
• Amazon Web Services — hosting, and storage for provider profile and cover images. (The photos you submit for extraction are never stored — see above.)
• Groq and OpenAI — AI extraction (see above).

We don’t run product analytics or use any third-party analytics service, and we set no analytics or advertising cookies.

How long we keep it

We keep your data for as long as you have an account, and delete it when you ask us to. As this is a time-limited test, we may also delete test data once the test concludes.

Your rights

You can ask to see the data we hold about you, correct it, or have it deleted. The fastest way to delete everything is Settings → Delete account, which permanently erases your account and all associated data. You can also email us at privacy@villageos.co.uk. If you’re in the UK and think we’ve mishandled your data, you can complain to the Information Commissioner’s Office (ico.org.uk).