Privacy Policy
Your privacy matters to us. This policy explains how we collect, use, and protect your information when you use SmartMeetTime.
📋 Privacy at a Glance
Data Security
We use industry-standard encryption and security measures to protect your information.
Limited Collection
We only collect data necessary to provide our meeting scheduling services.
No Selling
We never sell your personal information to third parties. Period.
Your Control
You can access, update, or delete your data at any time through our platform.
1. Information We Collect
📝 Information You Provide
Meeting Information:
- Meeting titles and descriptions
- Time zone preferences
- Meeting duration and scheduling preferences
- Participant time zones (no personal details of participants)
Optional Account Information:
- Email address (if you choose to save preferences)
- Display name or organization name
- Communication preferences
🔍 Information We Automatically Collect
Technical Information:
- IP address and general location (country/region level)
- Browser type, version, and language settings
- Device type and operating system
- Referral source (how you found our website)
Usage Analytics:
- Pages visited and time spent on our service
- Features used and interaction patterns
- Error logs and performance data
- Meeting scheduling patterns (anonymized)
2. How We Use Your Information
🎯 Core Service Delivery
- Generate optimal meeting time suggestions
- Calculate time zone differences and overlaps
- Create shareable meeting links
- Save your preferences for future use
📈 Service Improvement
- Analyze usage patterns to improve our algorithms
- Identify and fix technical issues
- Develop new features based on user needs
- Optimize performance and user experience
💬 Communication
- Respond to your questions and support requests
- Send important service updates (with your consent)
- Notify you of new features or improvements
- Provide technical support when needed
🛡️ Security & Compliance
- Protect against fraud and abuse
- Ensure compliance with legal obligations
- Monitor for security threats
- Maintain system integrity and reliability
3. Data Sharing & Disclosure
4. Data Security
🔐 How We Protect Your Data
🔒 Encryption
All data transmission is encrypted using TLS/SSL. Sensitive data is encrypted at rest using industry-standard encryption methods.
🏰 Access Controls
Strict access controls ensure only authorized personnel can access your data, and only when necessary for service delivery.
🔍 Regular Audits
We conduct regular security audits and vulnerability assessments to identify and address potential security risks.
💻 Secure Infrastructure
Our systems are hosted on secure, regularly updated infrastructure with multiple layers of protection against threats.
⚠️ Important Security Notice
While we implement robust security measures, no system is 100% secure. We encourage you to use strong passwords and follow good security practices when using our service.
5. Your Privacy Rights
🌍 Rights Under GDPR, CCPA, and Other Privacy Laws
📋 Access
Request a copy of the personal information we have about you, including how we use it and who we share it with.
✏️ Correction
Request that we correct any inaccurate or incomplete personal information we have about you.
🗑️ Deletion
Request that we delete your personal information, subject to certain legal and operational limitations.
📤 Portability
Request a copy of your personal information in a structured, machine-readable format for transfer to another service.
🚫 Object/Restrict
Object to or request restriction of certain processing of your personal information based on your specific situation.
📧 Opt-Out
Opt out of marketing communications at any time by using the unsubscribe link or contacting us directly.
🔧 How to Exercise Your Rights
To exercise any of these rights, please contact us at privacy@smartmeettime.com. We will respond to your request within 30 days (or as required by applicable law).
7. International Data Transfers
🌐 Global Service, Protected Data
SmartMeetTime is designed to serve users worldwide. Your information may be transferred to and processed in countries other than your own, including the United States.
🛡️ Transfer Protections
- Adequate Protection: We only transfer data to countries with adequate data protection laws or under appropriate safeguards
- Standard Contractual Clauses: We use EU-approved Standard Contractual Clauses for transfers outside the EEA
- Security Measures: All international transfers are protected by the same security measures described in this policy
8. Data Retention
⏰ How Long We Keep Your Data
Meeting Data
Meeting information is retained for 90 days after creation, unless you delete it sooner or save it to your account.
Account Information
Account data is retained while your account is active and for 1 year after account deletion, unless longer retention is required by law.
Analytics Data
Anonymized usage analytics are retained for up to 2 years for service improvement purposes.
Support Communications
Support ticket information is retained for 3 years to help us provide better assistance and resolve ongoing issues.
🗑️ Automatic Deletion
We automatically delete data when the retention period expires, unless we have a legal obligation to retain it longer.
9. Children's Privacy
👶 Protection of Minors
SmartMeetTime is not intended for use by children under 16 years of age. We do not knowingly collect personal information from children under 16.
If We Discover Child Data:
- We will delete the information as quickly as possible
- We will not use the information for any purpose
- We will not share the information with third parties
- We will take steps to prevent future collection
📧 Notice to Parents
If you believe your child has provided us with personal information, please contact us immediately at privacy@smartmeettime.com and we will take appropriate action.
10. Changes to This Privacy Policy
📝 Policy Updates
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or service features.
How We Handle Updates:
- Notice: We will post the updated policy on our website with a new "Last Updated" date
- Material Changes: For significant changes, we will provide additional notice via email or prominent website notification
- Your Consent: Continued use of our service after updates constitutes acceptance of the revised policy
- Review Period: We encourage you to review this policy periodically
11. Contact Us
📧 Privacy Questions & Requests
If you have questions about this Privacy Policy or want to exercise your privacy rights, please contact us:
Email:
privacy@smartmeettime.com
Response Time:
We will respond to privacy-related inquiries within 30 days (or as required by applicable law)
Data Protection Officer:
For EU residents, you can contact our Data Protection Officer at dpo@smartmeettime.com
🏛️ Regulatory Authorities
You also have the right to contact your local data protection authority if you believe we have not adequately addressed your concerns.