Codecita privacy policy

Effective: October 1, 2026
Updated: October 28, 2026

Codecita is operated by Gavry LLC (“we”, “us”), North Carolina, USA. This policy explains what we collect when you use codecita.com, why, who we share it with, and the choices you have. Questions: hello@codecita.com.

1. Who this covers

Organizers: people with an account who set up Co-schedules, Co-priorities, Co-decisions, Co-groupings and Co-polls.
Participants: people an organizer invites. Participants don’t have accounts.
Visitors to the site.
People we email about Codecita: staff and students of universities and colleges (section 9).

2. What we collect

Organizers. You sign in with Google, which gives us the name on your Google account, your email address and profile picture. We keep that name as your display name (you can change it to anything), your email address, the web address of your Google profile picture, Google’s identifier for your account, and your language (English or Spanish). We store what you set up: titles, descriptions, dates and times, items to rank, the options, criteria (with any explanation and named levels), must-pass rules and facts of a Co-decision, a Co-poll’s options and their web links, the size of a Co-grouping, and the people you invite. If you give a Co-schedule a place (a ZIP code or town), we keep the ZIP code or town name, its state, latitude and longitude, to show that place’s weather and daylight on its calendar. You can save the people you invite as contacts, with a name, any labels you give them and, if you add one, an email address. We also store the importance and must-attend marks you set, which only you can see. If you answer something while signed in, with the same email address its organizer has for you, the organizer sees your account photo beside your name.
Recognizing schools. When you sign in with a confirmed email address, we check whether its domain — the part after the @ — belongs to a university or college. We look the domain up on a public list of academic domains and, when needed, read that domain’s public home page and ask an AI model (Anthropic’s Claude) what kind of organization it is. Only the domain and the page’s text are sent; never your address, your name or anything else about you. We keep the answer for each domain for up to 90 days.
Signing in by email. If you choose “Continue with email”, we send a one-time link to the address you give; it works once, for 15 minutes. The first name you type the first time becomes your display name (you can change it to anything). To stop abuse we keep the address, a scrambled copy of the link, the network address it was asked from and when it was used, for one day.
Participants. We store the name the organizer gave you (or the name you enter when joining by a group link), your email address if the organizer entered one, the times you mark or the order you rank items in, how much each criterion of a Co-decision matters to you and how you rate its options, anything you add (items, options, criteria, facts), how many people you’re bringing, and whether you share your times with the group. In a Co-grouping, we store whether you’re in the group or on its waitlist, your place in line, and the contact line you choose to share with the group. If you join a Co-grouping by its shared link, we ask for an email or a phone number so the organizer can reach you (you can leave it empty); it’s shown to the group only if you choose. We record when your personal link was last opened, and we show the organizer that you’ve opened it, how far you’ve got (for example 12 of 17 criteria weighted), and whether you joined by a group’s link. In a Co-poll, we store the entries you add (with any web link), and your votes, likes or pick; we keep your first name only if the organizer chose “By name” — an anonymous Co-poll never asks for a name. If something is full when you try to join or add, we keep the name you gave so the organizer can see who was turned away.
Chat and notes. When chat is on (it starts on in a new Co-schedule, Co-decision, Co-priority or Co-grouping, and the organizer can turn it off), we store the messages people write in it — and, in a Co-schedule, the notes they add to days — each with the writer’s name there and when it was written (in an anonymous Co-poll, no name). A message its writer deletes, or the organizer hides, is erased at once, and every message and note is deleted 24 hours after it was written. Messages and notes with a phone number, an email address or a street address in them aren’t accepted. We use them only to show them there; they never change anyone’s answer, and we never email or notify anyone about them.
Payments. When you start Pro, Stripe collects your card details; we never see your card number. Stripe gives us a fingerprint of the card, which we keep only to check that each card gets the free trial only once. We keep a record of your plan and its dates, with Stripe’s reference numbers for you and your subscription, and a record that you agreed to Pro’s renewal terms: when, and the words you agreed to.
Bookmarks. If you bookmark a page while signed in, your account keeps a pointer to that page and its title, so your bookmarks follow you to other devices.
Help. Any account can ask Help questions. Your questions, your plan (Free or Pro), any screenshots you attach and, if you allow it, the details of the page you’re on go to Anthropic, whose model answers them. Anthropic doesn’t use what we send it to train its models. We don’t store your conversations on our servers: a conversation stays in that browser tab until you reload or close it. We keep only counts: how many questions each account asked that day, for the daily limit, and, for each question, when it was asked and whether it was answered. If you choose Send on a problem report, we keep that conversation, its screenshots, the page and your browser for our team, and delete the report after 180 days.
Problem reports. If you send a report, we keep what you write, your email address, any screenshots and, if you allow it, what the page showed you. With it we keep the page’s address, your account and plan if you’re signed in, your browser, system and screen size, the time and time zone, Codecita’s version, and the last few requests that failed on that page (which address and when, never their contents). Our team reads it to fix the problem and deletes it after 180 days.
Everyone. The servers that run Codecita keep short-lived technical logs, including network addresses, for security and to keep the service running.
Counting. We count how often things happen in Codecita — for example sign-ins, new accounts, events created and finished, people added, answers and emails sent — per hour, day, week and month. To count how many accounts and participants were active, we note the days each one signed in, changed something or answered, and delete those notes after 40 days. The counts are totals only: no names, accounts, network addresses or devices.
Our emails to schools. If you came to Codecita from one of our emails, we note which email campaign it was (not who you are in it), to count what works.
AI assistants you connect. If you connect an AI assistant such as Claude or ChatGPT, it can make Codecita items in your account and see their status and results (counts and outcomes, never who answered what). We keep which assistant you connected, when, and when it was last used, until you disconnect it or it goes 90 days without use. What you type to the assistant is handled under that assistant’s own terms.
Organizations that buy Pro for their people. If your organization buys Codecita Pro, we keep its email domain, the number of places it bought, the dates of its term, its contact’s email address and its invoice number. If you sign in with an email address at that domain during the term, you take one of its places, and we keep which account holds it until the term ends or the place is freed. If your organization buys its places on the site, the people who manage the team can see who holds a place: each holder’s name and email address. If the team lists its people by email address, we keep that list until the term ends or an address is removed. If you manage a team, we keep that you manage it and since when.
Cookies and similar. We don’t set cookies. When you sign in with Google, our hosting provider’s network may set one security cookie that lasts about 30 minutes, to tell people from bots; it holds nothing about you, and we don’t read it. Your browser’s own storage keeps you signed in on that device, and remembers the invitation link you opened there, the time zone you chose to see times in, your language choice, where you were on a page, which way round you chose to show a Co-decision’s table, whether you chose “Don’t show it” for the introduction at the top of a page you were invited to, whether you chose “Not now” on the tip to install Codecita, and — for Co-groupings — the name you last joined a group with and the groups you joined from that browser, and — for Co-polls — a random ID for each poll you joined from that browser, so each browser votes once (your votes are kept with us under that ID), and, in a Co-poll you organize, that you’ve voted in it, and — for chat — the last chat message you saw in each Co-schedule, Co-priority, Co-decision, Co-grouping or Co-poll, to count the new ones on the Chat button, and, if you came from one of our emails, which email campaign it was, for 30 days. If you bookmark a page without signing in, that browser keeps the bookmark: a pointer to the page and its title. If you’re signed in, that browser also keeps, separately for each account signed in there, the titles and links of the latest 8 pages you organized or opened from an invitation, for “Recently opened” in the ☆ menu. Pages you were invited to can’t be bookmarked any more; one bookmarked before keeps your personal link to reopen it. We don’t use analytics or advertising cookies.

3. What we use it for

To run Codecita: show your group what section 4 of our terms describes, work out the best times or the group’s order, and publish the result when the organizer finalizes.
To manage Pro: payments, free months and cancellations.
To prevent fraud and abuse, and to respond when you contact us.
To see how Codecita is used, from those totals.

We don’t sell your personal information, and we don’t use it for advertising.

4. Email and text messages

Emails. Codecita sends email through a sending service, Hermes, which uses Resend to deliver it. Emails to participants about an organizer’s event show the organizer’s name as the sender (“Mike G via Codecita”) and carry the organizer’s email address as the reply address, so a reply goes straight to the organizer. An address an organizer types is used only for emails about that organizer’s event, and only when the organizer presses “Email the invite” or “Remind”; the other emails about an event go only to people who were emailed an invite or who gave their own address when joining. Every email to a participant carries a link to stop emails about that one event, and a link to stop all email from Codecita. If you choose “Stop all email from Codecita”, we don’t email that address again, except a sign-in link you ask for and notices about the plan of a Codecita account at that address (an Education plan, or Pro’s renewal); this can’t be undone. You can also do this without an email from us: at codecita.com/stop-all, type the address, then press the button in the one email we send to it. We also stop emailing an address that bounces or that someone marks as spam. The titles of events whose invites are emailed are checked automatically for spam, by rules and by an AI model, before the first invite goes out. Before your name first appears as the sender of an email, it’s checked the same way, so that it can’t pose as a company or as someone else; if it reads like one, the email comes from plain “Codecita”.

Codecita doesn’t send text messages. Stripe sends the receipts for your payments; we email you about Pro’s renewal: when it starts, 7 days before a free month ends, and once a year while it runs.

5. Who we share it with

Only the providers that run the service for us, each bound to use it only for that purpose:

Stripe: payments;
Google: sign-in (and your browser loads your profile picture from Google);
DigitalOcean and Vercel: hosting and our database;
Hermes, Gavry LLC’s own sending service, for email;
Resend: delivering the emails we send;
Smartlead: sends our emails to universities and colleges and checks the addresses (names, email addresses, school and role only);
Visual Crossing: forecasts for a Co-schedule’s place — only the place’s latitude and longitude are sent, nothing about people (when Visual Crossing doesn’t answer, the US National Weather Service is asked the same way);
Anthropic: the AI model behind Help (with your plan and, if you allow it, the details of the page you’re on), the school check for the Education plan, the spam check on the titles of events whose invites are emailed, and the check on an organizer’s name shown as the sender.

We disclose information when the law requires it, or to protect someone’s safety.

6. How long we keep it

We keep information only as long as we need it for the reason we collected it.

Your account, your contacts, and the Co-schedules, Co-priorities, Co-decisions, Co-groupings and Co-polls you organize: to run Codecita for you; until you delete them or ask us to.
Email addresses and phone numbers an organizer entered for the people they invite: to send invitations and reminders; until 30 days after what they were invited to finishes — its time is chosen or its result published, it’s closed, or it’s archived (for a Co-schedule, never before the chosen time).
Co-grouping contact lines: so the organizer (and, if shared, the group) can reach its members; 30 days after the Co-grouping closes or is archived.
Chat messages and notes on days: to show them there; deleted 24 hours after they’re written.
Requests to stop emails (the address and which emails): so we keep honoring them; for as long as we send email.
Published result pages: to show the result to the people it’s for; until the organizer or we take them down.
Payment records: because tax and accounting law requires them; as long as it does.
A record that you agreed to Pro’s renewal terms (when, and the words you agreed to): kept 3 years, or 1 year after your subscription ends if that’s later, as California law requires.
Records of the emails we send (the address, which email, and when): to keep our anti-spam limits working; 180 days.
How many questions each account asked Help that day: for the daily limit; 2 days.
When each question to Help was asked and whether it was answered (no words, no account): to see how well Help works; 180 days.
Problem reports you choose to send: so our team can look into them; 180 days.
Sign-in links we email: so each works once, for 15 minutes; deleted after 1 day.
Our check of whether an email domain belongs to a university or college: so it isn’t repeated at every sign-in; 90 days (a decision our team made by hand is kept).
Notes of active days, for counting: to count active accounts and participants; 40 days.
Organizations that buy Pro for their people: An organization’s details are deleted 365 days after its term ends, unless it renews. A place is let go when the term ends or when it’s freed. A team’s list of email addresses goes with its details.
AI assistants you connect (which one, when, and when it was last used): so it can act for you; until you disconnect it or it goes 90 days without use.
Who manages a team: kept with the team’s entry; deleted when that manager is removed, when their account is deleted, or with the team’s entry.
Notes that something was deleted: so its old links can say so; 90 days.
Technical logs (which can include network addresses): to keep the service running and secure; deleted after 30 days. Our hosting provider also keeps a short-lived copy of its own.
People we email about Codecita: to tell them it’s free for their school; deleted 12 months after our last email unless they sign up. A stop request is kept as the email address, date and reason, so we never write again.
Backups: to recover from a failure; anything deleted leaves our database provider’s daily backups within 8 days.

7. Your choices and rights

Participants can change their times, ranking, weights, ratings or votes, and switch sharing on or off, until the organizer finalizes (a Co-poll: closes). In a Co-grouping, they can join or leave until the organizer closes it, and change their contact line at any time.
Organizers can delete anything they organize themselves: on its page, More ▾ → Delete… removes it for good, with everyone’s answers in it and its result page. We keep a short note that it was deleted (whose it was, when it was made and deleted, and scrambled copies of its links), so its old links can say so and it still counts toward the daily limit on new ones. Records of the emails we sent for it (the address and when) stay, so our anti-spam limits keep working. Deleting your whole account is still by email (see Data deletion).
Anyone can ask what personal information we hold about them, or ask us to correct or delete it, by writing to hello@codecita.com. We’ll respond within 30 days. Some records must be kept, as described in section 6.
Residents of states with privacy laws, such as California, have the rights those laws give. We don’t sell or share personal information for advertising, so there’s nothing to opt out of on that front.

8. Children

Codecita is for adults and teens. Organizers must be 18 or older, and the people they invite must be 13 or older. We don’t knowingly collect personal information from children under 13.

If we learn that someone under 13 took part in something on Codecita, we delete their information: their name, any email address or contact, their answers, entries and votes, and any chat messages or notes they wrote.

If you’re a parent or guardian and think your child under 13 took part in something on Codecita, write to hello@codecita.com with the link they were invited by, or the event’s name and the organizer’s name. We’ll delete their information, usually within 2 business days, and tell you when it’s done.

We never use anyone’s information for advertising or to build profiles. What a participant gives is used only to show it in what they were invited to.

9. People we email about Codecita

We sometimes email staff and students of universities and colleges to tell them that Codecita is free for their school. For that we keep your name, your work or school email address, your role and school, and where we found your address: a business-contact data provider, your school’s public pages, or your name joined to your school’s email pattern, which we check is a working address before writing. We don’t track whether you open our emails, and the link in them doesn’t identify you.

We send at most three short emails, then stop. Every email lets you stop with one click; to also stop invites that people you know send you through Codecita, use codecita.com/stop-all, or write to hello@codecita.com and we’ll erase your details.

If you don’t sign up, we delete your details 12 months after our last email. If you asked us to stop, we keep only your email address, the date and the reason, so we never write to you again. We never sell these details. Besides our hosting and database providers, the only service that sees them is Smartlead, which sends these emails and checks the addresses for us, and only for us.

10. Changes

We’ll post changes here, and for material changes we’ll tell organizers by email before they take effect.

11. Contact

Gavry LLC · hello@codecita.com