Privacy policy

Who we are

KOP – Ke Ola Pono is provided by Hickory and Willow, LLC ("we," "us"). This policy covers the KOP app, its widget, and this support website. Contact us at info@hickoryandwillow.com with privacy questions or requests.

Your records and iCloud

KOP processes the information you enter to organize your schedule, tasks, and time off. This can include your display name, employer or hospital and unit, workplaces, shift types, shifts and PTO, availability, notes, tasks and completion status, trips, home airport, travel preferences, PTO balance, and app preferences.

These records are stored on your device. When iCloud is available, KOP uses Apple’s CloudKit to synchronize its schedule database, including your profile, tasks, and supported preferences, through your private iCloud database across devices using the same Apple Account. Some device preferences and connection bookkeeping stay local. The KOP widget reads schedule information from the app’s shared storage on your device.

There is no separate KOP username or password. Apple manages your Apple Account; KOP uses an app-specific CloudKit identifier for synchronization and sharing. KOP does not receive your Apple Account password. We do not operate a separate server that receives a copy of your private schedule database.

People and shared schedules

KOP’s People directory uses Apple’s CloudKit public database. Your listing contains your display name, hospital/employer and unit if supplied, a visibility preference, and an app-specific user identifier. When connected to iCloud, KOP can publish and update this listing. “Let coworkers find me” controls whether it appears in KOP’s directory search; turning this off hides the listing from search rather than deleting the stored record.

Invitation and response records include sender and recipient identifiers, dates, status, and a share link when needed. This directory and invitation metadata is stored in the public CloudKit database, where it is accessible under that database’s permissions, including to us as the app developer. Your private schedule database and Health records are not stored there.

When you grant someone access, KOP publishes a limited schedule containing item types, categories, dates, start times, durations, and all-day status through a participant-restricted, read-only CloudKit share. It does not include your tasks, day notes, personal Custom-item titles, or Health records. Custom shift-type names may appear, so avoid putting sensitive details in a shift-type name. The shared schedule currently covers a rolling window of approximately two weeks back and three months ahead.

Sharing is directional. Giving someone access to yours does not grant you access to theirs. Sharing back requires a separate choice. A share link alone does not grant access without the required CloudKit permission.

• Hide from my calendar changes only what you see.
• Stop sharing my schedule revokes that person’s access to yours while preserving access they separately granted to you.
• Disconnect removes the connection and access in both directions.

A sharing review reminder uses your permission count and locally stored review dates. KOP does not track or expose when other people view your schedule. Revocation prevents future access through KOP; it cannot erase screenshots or copies someone already made.

Optional Apple Health access

Health features are optional and require your permission for each category. Depending on the features you enable, KOP requests access to menstrual flow, symptoms and headaches, steps, walking/running distance, flights climbed, active/resting energy, heart rate, resting heart rate, heart-rate variability, and sleep. KOP uses permitted information for private activity summaries, cycle estimates, and symptom or migraine tracking.

When you log periods, symptoms, or migraine details in KOP, those entries are saved in Apple Health. KOP reads permitted Health data on the device and does not copy Health records or derived results into its schedule database, coworker shares, calendar exports, widget, website, or an external AI service. Apple Health’s own storage and synchronization are governed by your Apple settings and Apple’s policies.

Health information is not used for advertising, sold, or shared with data brokers. Optional wording of scheduling insights uses Apple’s on-device model when available; Health-derived information is excluded.

Calendar, exports, and external links

If you enable Apple Calendar export, KOP requests calendar access so it can create, update, and remove its own events. Exported events can include shift titles, custom labels, times, and day notes. They are stored with the calendar provider used by Apple Calendar and may be visible to people with whom you share that calendar. KOP does not import your unrelated personal calendar events into the combined shared-schedule view.

If you share a schedule image or file, its contents go to the app or recipient you choose using Apple’s share sheet. Those copies are separate from KOP’s live sharing permissions. Opening a flight-search link sends the airports and travel dates included in that link to Google. These external services handle information under their own privacy policies.

Support, beta testing, and this website

If you contact us, we receive your email address and the information you choose to send. We use it to respond, investigate problems, and handle privacy requests. Please avoid sending Health records or sensitive schedule details unless necessary, and redact screenshots where possible.

During TestFlight testing, Apple provides developers with beta-testing information such as installation and usage information, crashes, and feedback you submit, which may include screenshots and contact details. We use this information to test and improve KOP. See Apple’s TestFlight privacy information.

This website uses no advertising trackers, analytics scripts, or cookies of its own. Our hosting provider, InMotion Hosting, may process standard server logs such as IP address, requested page, timestamp, browser information, and errors to deliver and secure the site. Visiting this website does not give it access to your app, iCloud, or Health records.

Control, retention, and deletion

We retain information only for the purposes described here, including operating the requested features, resolving support requests, maintaining security, and meeting applicable legal obligations. Different stores have different controls:

• Schedules, tasks, and profile: edit or delete supported records in KOP. With iCloud synchronization working, those changes propagate to your other devices. Clearing schedule items does not delete tasks, notes, or availability.
• Sharing: use People to review permissions, stop sharing, or disconnect. Hiding a person or hiding your directory listing does not revoke an existing share or erase its metadata.
• Health: change KOP’s permissions in Apple Health. KOP’s “Erase health data this app logged” control removes the periods, symptoms, and migraine entries KOP wrote, not entries from other apps. You can also manage records in Apple Health. Turning a feature off does not itself delete existing Health records.
• Apple Calendar: turn off KOP’s calendar export to stop future updates. Existing exports remain until you remove them in Apple Calendar. Recipients’ saved exports and images cannot be recalled by KOP.
• iCloud and device copies: manage KOP’s iCloud storage and backups through your Apple settings. Deleting the app alone does not necessarily erase iCloud records, Health records, exported calendars, backups, or information already shared.

For access, correction, or deletion assistance—including directory and invitation records—contact info@hickoryandwillow.com. We may need enough information to verify and locate your records. We cannot directly read your private iCloud database or erase copies controlled by another person or service; we will explain the relevant controls and what we can remove. Server logs, support correspondence, and beta diagnostics may remain for operational or legal needs; backups may persist until their normal retention cycle ends.

How information is protected and used

KOP uses Apple’s device protections, iCloud services, and CloudKit participant permissions. We limit use of support and beta information to operating, supporting, securing, and improving KOP. We do not sell personal information or use it for targeted advertising. Service providers process information to provide their services; we may disclose information when required by law or needed to protect rights and security. No storage or transmission system can be guaranteed completely secure.

Apple and hosting or email providers may process information in countries other than yours under their applicable privacy terms. See Apple’s privacy policy and InMotion Hosting’s privacy policy. KOP is designed for adult scheduling and is not directed to children under 13. Contact us if you believe a child has provided personal information to us.

Questions or changes

For privacy questions or requests, contact Hickory and Willow, LLC at info@hickoryandwillow.com. Your applicable law may provide rights to access, correct, delete, or restrict use of your personal information; we will respond as required.

We may update this policy as KOP changes. The effective date above identifies the current version. Material changes will be explained here and, where appropriate, in the app or release information.