Privacy Policy

1. Overview

This policy explains what information Meetingrid collects, how it is used, and who it is shared with. Meetingrid can be used anonymously, without an email address or password, or you may optionally link a Google account or an email address for account recovery.

2. Information we collect

• The display name you provide when you join a meeting;
• An avatar image, if you choose to upload one;
• Meeting titles, settings, and the availability data you or other participants enter;
• Calendar (.ics) files you choose to upload to auto-fill your availability — these are parsed in memory to compute your availability and are never written to disk or stored, on our servers or elsewhere;
• Free-text availability descriptions you choose to type (e.g. "weekday evenings after 6pm") — we do not store this text ourselves, we only forward it to our AI provider in real time so it can be converted into grid selections;
• Standard technical data generated by using a website, such as IP address and request logs, retained only as needed for security and operation of the Service;
• Feedback or feature requests you submit through the Service. If you do not choose to send feedback anonymously, it is linked to your account; anonymous feedback is stored with no link to any account.

3. Cookies

Meetingrid uses a single first-party session cookie to keep you signed in between visits. This cookie is strictly necessary for the Service to function, is not used for advertising or tracking, and its expiry refreshes each time you actively use the Service, so it does not expire on a fixed schedule as long as you return periodically. We do not use analytics, advertising, or third-party tracking cookies of any kind.

If you have linked a Google account or email address, clearing this cookie or switching browsers/devices is recoverable — sign back in with the linked method to regain access. If you have not linked anything, this cookie is the only thing that identifies you, and clearing your browser's cookies/site data, using a different browser or device, or browsing in private/incognito mode will disconnect you from your existing meetings, availability, and any paid upgrades with no way to recover them. Some browsers also apply their own limits to how long any cookie can be kept, regardless of what we request, and may delete it sooner than described above.

4. How we use information

We use the information above to operate the Service: keeping you signed in, coordinating availability between participants in a meeting, deriving your availability from a calendar file you choose to import, powering the AI-assisted availability feature, processing payments for paid plans, reviewing and acting on feedback and feature requests, and improving the product.

5. Third parties we share data with

• OpenAI — processes free-text availability descriptions you choose to type, in order to convert them into grid selections;
• Stripe — processes payments for paid plans; Meetingrid never receives or stores your full card details;
• Google Fonts — fonts used on our pages are loaded from Google's font CDN, which may receive your IP address as part of that request, subject to Google's own privacy policy.

6. Data retention

You can permanently delete your account and all associated data at any time from the Danger zone on your profile page — see Section 8. Until you do, we retain your meeting and availability data. For meetings or participations tied to a purely anonymous account with no linked sign-in method, we generally cannot determine when the data is no longer needed by its participants, and retain it indefinitely unless you delete your account or request deletion.

Feedback and feature requests you submit are retained indefinitely so we can track and reflect their resolution status back to you. You can delete a non-anonymous submission yourself at any time via the Service. Anonymous submissions cannot be deleted, including on request, since we have no way to verify they belong to you.

7. Data security

We take reasonable measures to protect your information, but no method of storage or transmission over the internet is completely secure, and we cannot guarantee absolute security.

8. Your rights

You can delete your account yourself, instantly and without contacting us, from the Danger zone on your profile page. This permanently deletes your account, avatar images, linked Google/email logins, and your participation in all meetings, and cannot be undone. For access or correction requests, or if you've lost access to your account, contact us: if you have linked a Google account or email address, we can verify the request by asking you to sign in with that linked method. If you have not linked anything, we have no way to independently verify that a display name belongs to a specific requester — email us at the address below with the specific meeting link(s) or invitation code(s) involved, so we can locate and act on the relevant data. We cannot fulfill requests based on a name alone, since names are not unique and are not linked to any other identifying information. For the same reason, we cannot locate or delete anonymous feedback submissions, since they carry no identifying information at all. Linking a Google or email account does not retroactively identity-verify prior anonymous activity beyond what you explicitly combine into that account.

9. Children's privacy

The Service is not directed at children under 13 (or under 16 in the EU/UK), and we do not knowingly collect personal data from children in that age range.

10. International users

If you are located in the European Economic Area or the UK, we process your data on the basis of our contract with you (providing the Service) or our legitimate interest in operating and improving it. You have the right to lodge a complaint with your local data protection authority.

11. Changes to this policy

We may update this policy from time to time. We will update the "Last updated" date above when we do.

12. Contact

Questions about this policy, or requests regarding your data, can be sent to [email protected].