Last Updated: January 1, 2025

Privacy Policy

At Meeting Conversion ("we," "our," or "us"), we respect your privacy and are committed to protecting your personal data. This privacy policy explains how we collect, use, and safeguard your information when you use our timezone conversion and calendar coordination services.

1. Information We Collect

Information You Provide

  • Account Information: Email address, name, and timezone preferences when you connect calendar services
  • Calendar Data: Free/busy information from connected calendars (Google Calendar, Microsoft Outlook)
  • Meeting Information: Meeting titles, descriptions, and proposed times you create
  • Communication Data: Messages and support inquiries you send us

Information Automatically Collected

  • Usage Data: How you interact with our service, including features used and time spent
  • Device Information: Browser type, device type, IP address, and operating system
  • Log Data: Server logs including access times, pages viewed, and errors encountered

2. How We Use Your Information

We use your information to:

  • Provide timezone conversion and calendar coordination services
  • Sync your calendar availability for meeting scheduling
  • Generate shareable availability links
  • Send meeting proposals and coordination emails
  • Improve our service through usage analytics
  • Provide customer support and respond to inquiries
  • Ensure security and prevent fraud

3. Calendar Data Privacy

Privacy-First Approach: We only access free/busy information from your calendars - never the details of your events, attendees, or content.

  • Google Calendar: We request only calendar.readonly scope for availability data
  • Microsoft Outlook: We access only calendars.read permission for free/busy times
  • No Event Details: We never store or access event titles, descriptions, locations, or attendee lists
  • Secure Storage: Calendar tokens are encrypted and stored securely

4. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information. We may share your information only in these limited circumstances:

  • With Your Consent: When you explicitly authorize sharing (e.g., availability links)
  • Service Providers: Trusted third parties who help operate our service (hosting, analytics)
  • Legal Requirements: When required by law or to protect our rights and safety
  • Business Transfers: In connection with mergers, acquisitions, or asset sales

5. Data Security

We implement robust security measures to protect your data:

  • HTTPS encryption for all data transmission
  • Encrypted storage of sensitive information
  • Regular security audits and vulnerability assessments
  • Access controls and authentication for our systems
  • Secure OAuth flows for calendar integration

6. Data Retention

  • Account Data: Retained while your account is active and for 30 days after deletion
  • Calendar Tokens: Stored only while calendar is connected; deleted upon disconnection
  • Sharing Links: Retained according to expiration settings or until manually revoked
  • Log Data: Retained for 90 days for security and debugging purposes

7. Your Rights and Choices

You have the following rights regarding your personal data:

  • Access: Request a copy of your personal data
  • Correction: Update or correct inaccurate information
  • Deletion: Request deletion of your personal data
  • Portability: Receive your data in a machine-readable format
  • Withdrawal: Disconnect calendar services and revoke sharing links

To exercise these rights, contact us at privacy@meetingconversion.com

8. International Data Transfers

Our service is hosted on Cloudflare's global network. Your data may be processed in countries other than your own, but we ensure appropriate safeguards are in place to protect your privacy rights.

9. Children's Privacy

Our service is not intended for children under 13. We do not knowingly collect personal information from children under 13. If we become aware of such collection, we will delete the information promptly.

10. Cookies and Tracking

We use essential cookies for:

  • Authentication and session management
  • Storing your timezone and preference settings
  • Security and fraud prevention

You can control cookies through your browser settings, but disabling them may affect service functionality.

11. Third-Party Services

Our service integrates with:

  • Google Calendar API: Subject to Google's privacy policy
  • Microsoft Graph API: Subject to Microsoft's privacy policy
  • Cloudflare: For hosting and security services

12. Changes to This Policy

We may update this privacy policy periodically. We will notify you of significant changes by email or through our service. Your continued use of the service after changes constitutes acceptance of the updated policy.

13. Contact Us

If you have questions about this privacy policy or our data practices, contact us:

This privacy policy is designed to be transparent about our data practices. We believe in privacy by design and minimal data collection to provide you with the best possible service while protecting your privacy.