GDPR Policy

How we protect and handle your data

Data Collection

We collect the following data to provide our service:

  • Email address (for authentication and account identification)
  • User ID (automatically generated unique identifier)
  • Email verification status (timestamp of email confirmation)
  • Authentication credentials (securely hashed passwords)
  • Meeting statistics (duration, costs, participant information)
  • Meeting templates (saved participant configurations and settings)
  • Meeting notes and documentation
  • Scheduled meeting data (scheduled start times, meeting status, cost thresholds)
  • Team information (names, descriptions, creation and modification dates)
  • Team member details (names, positions, salaries, origin currency)
  • Report information (generated meeting reports and metadata)
  • Calendar and scheduling data (meeting schedules, status tracking)

Data Usage

Your data is used exclusively to:

  • Provide the meeting cost tracking and scheduling service
  • Authenticate and secure your account
  • Verify email addresses for account security
  • Generate meeting statistics and reports
  • Store and manage your meeting templates
  • Organize and manage team structures
  • Calculate meeting costs based on participant data
  • Provide currency conversion services
  • Display scheduled meetings in calendar view
  • Pre-populate meeting data for scheduled sessions
  • Track meeting status and progress
  • Send cost threshold notifications and alerts
  • Improve our service

Your Rights

Under GDPR, you have the following rights:

  • Right to access your data
  • Right to rectification (including password changes, team/member updates, and meeting modifications)
  • Right to erasure (including deletion of teams, members, meetings, and scheduled meetings)
  • Right to restrict processing
  • Right to data portability (export your meeting data, reports, and calendar information)
  • Right to object

Complete Account Deletion

You have the right to permanently delete your entire account and all associated data. This includes:

  • All meeting records and statistics (both completed and scheduled)
  • All teams and team member information
  • All meeting templates
  • All generated reports and associated files
  • All calendar and scheduling data
  • Your account authentication data

Account deletion is permanent and irreversible. This action can be performed through your profile settings.

Data Security

We implement appropriate technical and organizational measures to ensure the security of your personal data, including:

  • Encryption of data in transit and at rest
  • Secure password hashing and storage
  • Row-level security (RLS) for database access control
  • User-specific data isolation (users can only access their own data)
  • Regular security assessments
  • Access controls and authentication
  • Secure file storage for reports and exports
  • Protected calendar and scheduling data
  • Secure handling of meeting status and threshold data
  • Complete data removal upon account deletion
  • Regular backups (with secure deletion capabilities)

Data Retention

We retain your personal data only for as long as your account exists and is necessary to provide our services. This includes:

  • Meeting records and statistics (both completed and scheduled)
  • Team and team member information
  • Meeting templates
  • Generated reports and exports
  • Calendar and scheduling data
  • Meeting status and threshold information
  • Account authentication data

Data Deletion

When you delete your account, all personal data is immediately and permanently removed from our systems. This includes all database records, stored files, and any cached data. The deletion process is irreversible and ensures complete data erasure in compliance with GDPR requirements.

Data Processing Legal Basis

We process your personal data based on:

  • Contractual necessity (to provide the meeting cost tracking and scheduling service)
  • Legitimate interests (to improve our service and ensure security)
  • Your consent (where explicitly given for specific features such as calendar notifications)

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