Privacy Policy

1. Who we are

Tovena is a shared calendar and coordination service for families, households and other groups.

MODES AS is the data controller for personal data processed through Tovena.

2. What this Privacy Policy covers

This Privacy Policy explains how we collect, use, store and share personal data when you create an account or use Tovena.

Tovena is intended to be operated by adults. Adults may create profiles for children, dependants, family members or other contacts for the purpose of coordinating a shared calendar. Children and dependants do not have their own Tovena accounts in the current version of the service.

3. Categories of information we process

3.1 Account, authentication and profile information

When you create and use a Tovena account, we may process:

• your email address;
• authentication information needed to create and maintain your account, including a unique account identifier issued by our authentication provider;
• your chosen sign-in method(s), which may include:
  • email and password;
  • Google Sign-In; and/or
  • Sign in with Apple;
• your display name;
• your selected avatar and member colour within a group;
• your preferred app language;
• basic account and notification preferences;
• device language and time-zone information used when setting up or using the service (for example so events and reminders can be shown in a suitable local time); and
• other basic settings associated with your account, such as which group you are currently using.

Passwords are handled through our authentication provider. Tovena does not store your password in plaintext.

If you sign in with Google or Apple, those providers process authentication data according to their own services and privacy policies. Tovena receives the information needed to authenticate you and link the sign-in method to your Tovena account. We do not claim to receive additional Google or Apple profile data beyond what is needed for that authentication and account-linking purpose.

3.2 Group information

When you participate in a group, we process information such as group membership, your role in the group, group ownership, group settings, and invitation and join information.

Group invitations may expire after a limited period (currently about seven days from creation).

3.3 Calendar and coordination information

Tovena processes information you and other group members add to the service, including:

• event titles;
• event descriptions and notes;
• dates and times;
• recurring event settings;
• manually entered location or address text;
• event participants and the people an event concerns (“For”);
• responsibility assignments, requests and responses;
• messages attached to responsibility requests;
• Event Updates and related activity history;
• reminder settings; and
• in-app notifications.

Users may enter location or address text on an event. Tovena does not currently access your device’s GPS location and does not currently collect device GPS coordinates.

3.4 Attachments (photos and documents)

If you choose to attach a file to an event, you may deliberately select:

• a photo from your device photo library; and/or
• a PDF or similar document from your device.

The current version of Tovena does not use the device camera to capture new photos for attachments.

When you choose an attachment and save it to an event, the file is uploaded to our storage provider and associated with that event and group. Group members who can access the event may access attachments that are ready to view.

Tovena does not continuously or silently browse your photo library or files. Access happens when you choose to attach something.

3.5 Shared lists

Groups may create shared lists (for example checklists or grocery-style lists). List names and list items are stored as part of the group’s shared data and may be visible to members of that group.

3.6 Information about children, dependants and other people

Adult users can create profiles for dependants, children and saved contacts. These profiles may contain a display name, an optional relationship label, a selected avatar, and a colour used within the calendar.

These dependent and contact profiles do not have their own Tovena login or account. Tovena does not currently require an email address, date of birth or GPS location for these profiles.

Event titles, notes and other free-text fields may also refer to dependants or other people.

If you add information about another person, you are responsible for ensuring that you have an appropriate basis to provide that information and that you do not add information that is unnecessary for using the shared calendar.

3.7 Notifications — local reminders and remote push

Tovena uses two different notification mechanisms.

(a) Local “Remind me” reminders

If you set a personal reminder on an event, Tovena may schedule a local notification on your device. These reminders are personal to you and are delivered by the device’s local notification system. Delivery can depend on device settings and is not guaranteed.

(b) Remote collaboration notifications

Tovena may also send remote push notifications about shared activity, such as:

• responsibility requests and changes;
• event updates; and
• Weekly Overview summaries,

and other collaboration categories supported in the current version of the app.

These are service notifications for coordination. They are not advertising or marketing messages.

To deliver remote push notifications, Tovena may store:

• a push token for your device;
• platform or device-routing information needed to deliver the notification (for example whether the device is iOS or Android);
• your notification preferences; and
• delivery or dispatch records used to send and track delivery attempts.

Push delivery may involve Expo’s push infrastructure and, depending on the platform, Google’s Firebase Cloud Messaging services and/or Apple’s notification infrastructure.

You can manage relevant notification preferences in the app where those controls are available. Delivery of any notification is not guaranteed.

3.8 External / device calendars

Tovena can optionally show events from calendars already on your device alongside your Tovena events. This works as follows in the current version:

1. You choose to enable External calendars and grant the operating system’s calendar permission.

2. Tovena can then read events from the calendars you select on the device so they can be displayed locally in the app.

3. Merely browsing or displaying those external calendar events does not upload their contents to Tovena’s servers.

4. Your selection of which calendars to show is stored locally on the device for your signed-in account on that device.

5. If you deliberately choose “Copy to Tovena” and then save the Create Event form, the fields you copy and save become a normal Tovena event.

6. Once saved as a Tovena event, that information is stored with Tovena’s backend, may be visible to the relevant group under normal group sharing rules, is independent from the original device/Apple/Google calendar event, and is not automatically kept in sync afterwards.

7. The current implementation does not store native external event or calendar identifiers in Tovena’s backend.

3.9 Information stored on your device

The app may store limited information locally on your device, for example:

• your signed-in session;
• a cache of which group you are currently using;
• your external-calendar selections;
• temporary invitation state; and
• short-lived notices related to account deletion or similar flows.

Local storage helps the app function on your device. It is separate from the shared group data stored in Tovena’s backend.

3.10 Diagnostics and crash reporting

Tovena uses Sentry to help identify crashes and technical errors in the app.

We configure this diagnostics tooling to avoid sending default personal identifiers and do not use it as a behavioural product-analytics or advertising system. In the current version, session replay and performance tracing are not enabled for product analytics purposes.

Error reports may contain limited technical context and may incidentally contain personal data depending on the circumstances of the error.

3.11 Information you send to us

If you contact us, for example at contact@modesgroup.com, we may process your email address and any information you include in your message so that we can respond to your request.

4. Information we do not currently collect for advertising or tracking

The current version of Tovena does not use:

• advertising SDKs;
• behavioural advertising;
• Google Analytics or similar behavioural product-analytics SDKs;
• advertising identifiers for ads;
• GPS tracking of your movements;
• contact-book access;
• camera access for capturing attachment photos;
• remote marketing push notifications; or
• user tracking across third-party apps or websites for advertising.

This section is about advertising and behavioural tracking. It does not mean that Tovena uses no third-party services at all. Tovena still uses service providers for authentication, hosting, push delivery, diagnostics and related app infrastructure, as described in this Privacy Policy.

If this changes, we will update this Privacy Policy and, where required, ask for appropriate permission before the new processing begins.

5. Why we process personal data

5.1 To provide Tovena

This includes creating and authenticating accounts (including Google and Apple sign-in where used), maintaining profiles, creating and managing groups, displaying shared calendars and lists, creating and editing events, handling attachments, coordinating participants and responsibilities, providing local reminders and remote collaboration notifications, supporting optional external- calendar display and Copy to Tovena, providing diagnostics needed to keep the service working, and allowing users to manage or delete their accounts.

For personal data necessary to provide your account and the service you request, our legal basis is generally that processing is necessary to perform our agreement with you.

5.2 To provide shared group functionality

Some information concerns other people, including dependants, saved contacts and information entered into shared events, updates, attachments and lists.

Where appropriate, we process this information on the basis of our legitimate interest in providing a shared coordination service requested by our users, while limiting the information collected to what is relevant to that functionality.

5.3 To protect Tovena and its users

We may process information where necessary to secure accounts and data, prevent misuse, investigate technical or security problems, and maintain the integrity of the service.

Our legal basis is our legitimate interest in operating a secure and reliable service and, where applicable, compliance with legal obligations.

6. How information is shared inside Tovena

Tovena is a shared-group application.

Members of the same active group may be able to see information relevant to that group, including as applicable:

• member names, avatars, colours and roles;
• dependants and saved contacts;
• shared events, including titles, descriptions/notes and manually entered location or address text;
• participants and who an event is for;
• responsibility assignments, statuses and related messages;
• Event Updates and related activity history;
• attachments associated with events; and
• shared lists and list items.

Information in one group is not intended to be visible to people who are not active members of that group.

Some information remains personal to you and is not treated as group content, including for example:

• your personal notification inbox;
• your personal local reminders;
• your push token and related delivery routing data; and
• certain account or notification preferences.

You should only place information in a shared event, attachment, list or group that is appropriate to share with the other members of that group.

7. Service providers we use

We use third-party service providers to operate Tovena. The main providers used in the current version include:

7.1 Supabase

We use Supabase for account authentication, database hosting, file storage for attachments, application programming interfaces, server-side functions, and authentication emails such as password recovery.

Our Tovena Supabase project uses the West EU (Ireland) region. Supabase may use subprocessors and, where applicable, transfer mechanisms for processing outside the EEA.

7.2 Expo

Tovena is built using Expo and React Native technologies. Expo and related services may be used for app functionality, builds/updates, linking, local notifications and Expo’s push-delivery infrastructure. We do not use Expo as the primary store of Tovena’s shared calendar database.

7.3 Google

If you use Google Sign-In, Google processes authentication data under Google’s own terms and policies. On Android, Google’s Firebase Cloud Messaging services may also be used as part of delivering remote push notifications.

7.4 Apple

If you use Sign in with Apple, Apple processes authentication data under Apple’s own terms and policies. On iOS, Apple’s notification infrastructure may be used as part of delivering remote push notifications.

7.5 Sentry

We use Sentry for crash and error diagnostics, as described above.

7.6 Cloudflare

We use Cloudflare-hosted web infrastructure for related public web pages and links used with Tovena, including legal pages and app-link / join-link hosting where applicable.

These providers process information only as needed to provide their services to us, subject to their terms and applicable data-protection requirements.

8. International processing

Tovena’s primary application database is currently hosted in the West EU (Ireland) Supabase region.

Some service providers or their subprocessors — including authentication, push, diagnostics and content-delivery providers — may process limited information outside Norway or the EEA. Where GDPR requires safeguards for transfers outside the EEA, the relevant transfer mechanism must be used.

9. How long we keep information

Retention periods vary depending on the type of information, its purpose, applicable legal requirements, and the settings of the service providers we use. We keep information only for as long as reasonably necessary for those purposes, subject to the shared nature of Tovena.

9.1 If you leave a group

Your active membership is removed. Some historical information may remain where necessary to preserve the group’s event and responsibility history. Your previous membership record may therefore remain in the group. Future responsibility assignments associated with the removed membership are cleared where applicable.

Leaving a group is not the same as deleting your Tovena account.

9.2 If you delete your account

Before deleting your account, you must first transfer ownership of, or delete, any groups that you own.

When account deletion is completed:

• your authentication account, profile and account preferences are deleted;
• personal reminders and your personal notification inbox are deleted;
• push tokens tied to your account are removed;
• your active memberships are removed; and
• future responsibilities associated with those memberships are cleared where applicable.

Because Tovena is a shared calendar and coordination service, shared content does not necessarily disappear when one participant deletes their account.

Shared events, Event Updates, attachments, lists and other relevant group history may remain for the other group members so that the shared group’s history remains meaningful.

Historical membership records that need to remain are de-identified in the app as “Former member” rather than continuing to display your account identity.

Some event or request history may also remain where it is part of the shared group’s history but no longer directly linked to your deleted user account.

We do not claim that every item you ever contributed is erased from every shared group history.

9.3 If an owner deletes a group

The group and its group-scoped content, including its events, people, lists, attachments and related group data, are deleted. Deleting a group does not delete the personal accounts of its other members.

10. Account deletion

You can delete your account inside Tovena:

You will be asked to confirm your identity using a sign-in method linked to your account. Depending on how you signed up and what is linked to the account, this may be your password, Google Sign-In, and/or Sign in with Apple. A recent confirmation may be required before deletion proceeds.

If you own a group, you must first transfer ownership to another eligible adult member or delete the group.

If you cannot access your account and wish to request deletion, contact contact@modesgroup.com.

11. Security

We use technical and organisational measures intended to protect personal data. The current service includes measures such as authentication, HTTPS connections between the app and backend, database and access controls, and restricted server-side functions for sensitive actions.

No internet-connected service can guarantee absolute security.

12. Your privacy rights

Depending on the circumstances, applicable data-protection law may give you rights including the right to information, access, correction, deletion, restriction, objection, and data portability.

To exercise a privacy right relating to Tovena, contact contact@modesgroup.com. We may need to verify your identity before acting on a request.

You also have the right to lodge a complaint with the Norwegian Data Protection Authority (Datatilsynet) if you believe that your personal data has been processed unlawfully.

13. Children

Tovena is designed as an adult-operated shared calendar. Children do not currently create Tovena accounts.

An adult may create a limited dependent profile for a child in order to coordinate family activities. We intentionally limit the information required for such profiles.

Users should not enter sensitive or unnecessary information about children into event titles, descriptions, notes, attachments or other free-text fields.

14. Changes to this Privacy Policy

We may update this Privacy Policy as Tovena develops or where legal requirements change. If we make material changes, we will take reasonable steps to inform users through the service or other appropriate means.

The effective date at the top of this page identifies the current version.

15. Contact