Privacy Policy for MeetSmart

Last Updated:May 17, 2025

Welcome to MeetSmart ("we," "us," or "our"). We are committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our scheduling application and services (collectively, the "Service").

Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access or use the Service.

We reserve the right to make changes to this Privacy Policy at any time and for any reason. We will alert you about any changes by updating the "Last Updated" date of this Privacy Policy.

1. INFORMATION WE COLLECT

We may collect information about you in a variety of ways. The information we may collect via the Service includes:

a) Personal Data:
When you register or use our Service, you may provide us with certain personally identifiable information that can be used to contact or identify you ("Personal Data"). This includes:
Account Information: Your name, email address, and password when you create an account.
Booking Information: Names, email addresses, phone numbers (optional), event titles, and other details related to bookings made or received through the Service.
Profile Information: Usernames, profile pictures, and timezone preferences.

b) Google Account Information (with your explicit consent):
To provide our scheduling and integration features, we may request access to your Google Account data. This includes:
Google Calendar Data:
Access to read your calendar events and free/busy information to display availability and prevent conflicts.
Permission to create and modify events on your calendar for new bookings.
Google Calendar access and refresh tokens to maintain this connection.
Google Meet Data:
Permission to create Google Meet conference links for your scheduled events.
Access to retrieve conference record details, including meeting IDs.
Permission to access and retrieve transcripts of Google Meet meetings associated with your bookings, if you use this feature.

We only access Google Account data that you have explicitly authorized and solely for the purposes of providing and improving the Service. Our use and transfer of information received from Google APIs will adhere to the [Google API Services User Data Policy](https://developers.google.com/terms/api-services-user-data-policy), including the Limited Use requirements.

c) Automatically Collected Information:
When you access the Service, we may automatically collect certain information, including:
Log and Usage Data: IP address, browser type, operating system, access times, pages viewed, and the referring URL.
Device Information: Information about the computer or mobile device you use to access the Service.
Cookies and Tracking Technologies: We may use cookies and similar tracking technologies to collect information about your interaction with our Service. You can control the use of cookies at the individual browser level.

2. HOW WE USE YOUR INFORMATION

We use the information we collect in the following ways:
To provide, operate, and maintain our Service.
To manage your account and bookings.
To facilitate scheduling and calendar integrations with your Google Account.
To generate Google Meet links and retrieve transcripts as requested by you.
To personalize and improve your experience with the Service.
To communicate with you, including responding to your inquiries and sending service-related notifications.
To monitor and analyze usage and trends to improve the Service.
To enforce our terms and conditions and to comply with legal obligations.
For security purposes, to protect against fraud and abuse.

3. DISCLOSURE OF YOUR INFORMATION

We do not sell your Personal Data. We may share information we have collected about you in certain situations:

With Service Providers: We may share your information with third-party vendors and service providers that perform services for us or on our behalf, such as data storage (e.g., Supabase), analytics, and customer support. These providers are obligated to protect your data.
With Google: As described above, to facilitate Google Calendar and Google Meet integrations, information is exchanged with Google APIs based on your authorization.
For Legal Reasons: We may disclose your information if required to do so by law or in the good faith belief that such action is necessary to:
Comply with a legal obligation.
Protect and defend our rights or property.
Prevent or investigate possible wrongdoing in connection with the Service.
Protect the personal safety of users of the Service or the public.
Business Transfers: In connection with any merger, sale of company assets, financing, or acquisition of all or a portion of our business by another company, your information may be transferred.

4. DATA STORAGE, SECURITY, AND INTERNATIONAL TRANSFERS

a) Data Storage Location:
All personal data we collect is processed and stored on servers located within the European Union (EU). Our primary data storage provider is Supabase, which utilizes infrastructure within the EU.

b) Data Security:
We use administrative, technical, and physical security measures to help protect your personal information. While we have taken reasonable steps to secure the personal information you provide to us, please be aware that despite our efforts, no security measures are perfect or impenetrable, and no method of data transmission can be guaranteed against any interception or other type of misuse.

5. YOUR DATA PROTECTION RIGHTS UNDER GDPR

If you are a resident of the European Economic Area (EEA), you have certain data protection rights. We aim to take reasonable steps to allow you to correct, amend, delete, or limit the use of your Personal Data.

Your rights include:
The right to access: You have the right to request copies of your personal data.
The right to rectification: You have the right to request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
The right to erasure (right to be forgotten): You have the right to request that we erase your personal data, under certain conditions.
The right to restrict processing: You have the right to request that we restrict the processing of your personal data, under certain conditions.
The right to object to processing: You have the right to object to our processing of your personal data, under certain conditions.
The right to data portability: You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.
The right to withdraw consent: You also have the right to withdraw your consent at any time where we relied on your consent to process your personal information. Withdrawing consent for Google Calendar/Meet integration will limit or disable those features.

If you wish to exercise any of these rights, please contact us using the contact information below. We may need to verify your identity before responding to such requests.

You have the right to lodge a complaint with a Data Protection Authority about our collection and use of your Personal Data. For more information, please contact your local data protection authority in the EEA.

6. DATA RETENTION

We will retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize it, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

7. CHILDREN'S PRIVACY

Our Service is not intended for use by children under the age of 13 (or a higher age threshold where applicable by local law). We do not knowingly collect personally identifiable information from children under this age. If we become aware that we have collected Personal Data from a child without verification of parental consent, we will take steps to remove that information from our servers.

8. THIRD-PARTY WEBSITES

The Service may contain links to third-party websites. We are not responsible for the privacy practices or the content of these third-party sites. We encourage you to read the privacy policies of any third-party site you visit.

9. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time. The updated version will be indicated by an updated "Last Updated" date and the updated version will be effective as soon as it is accessible. We encourage you to review this Privacy Policy frequently to be informed of how we are protecting your information.

10. CONTACT US

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at:

Support@meetsmart.online


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