Privacy Policy

MeetingKeep ("we", "us") provides meeting cost intelligence software that helps organisations understand and reduce the time and money they spend in meetings. This policy explains what data we collect, why, and the choices you have. For any privacy question or request, contact us at hello@meetingkeep.com.

MeetingKeep is used inside organisations: your employer (the account administrator) decides who is invited to a workspace and configures information such as hourly cost rates. For workspace data, your employer is the data controller and MeetingKeep is the processor.

Account information. When you sign in with Google we receive your name, email address, and profile picture. We do not receive or store your password.

Calendar data. If you connect a Google or Outlook calendar, we sync meeting metadata: event title, start and end times, duration, organiser, attendee email addresses, and recurrence information. We do not read event descriptions, attachments, or the contents of your emails.

Cost settings. Workspace administrators may enter an hourly cost rate for team members so meeting costs can be calculated. Rates are encrypted at rest (AES-256-GCM) and are only visible to administrators of your workspace — never to other employees.

Meeting notes you choose to submit. If you paste a meeting transcript or notes into the outcomes feature, we process that text to generate a summary and action items, and store the result in your workspace.

Contact and support details. If you contact us or request enterprise pricing, we keep the details you provide (name, email, company, message) to respond.

• To calculate and display meeting costs and analytics for your workspace
• To flag meetings that exceed thresholds your workspace configures
• To apply meeting changes (shorten, reduce attendees, cancel) that an authorised admin explicitly requests, by writing to the organiser's connected calendar
• To generate AI summaries and action items from notes you submit
• To send transactional emails such as workspace invitations and verification codes
• To operate, secure, and improve the service

We do not sell your data, use it for advertising, or train AI models on it.

MeetingKeep's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Google Calendar data is used only to provide the meeting cost and calendar features described above, is never sold, never used for advertising, and is not read by humans except with your permission, for security purposes, or where required by law.

We use a small number of service providers to run MeetingKeep:

• Vercel (application hosting)
• Neon (database hosting)
• Google and Microsoft (calendar connections you authorise)
• Anthropic (AI processing of meeting notes you submit)
• Stripe (payment processing — we never see full card details)
• Resend (transactional email delivery)
• Upstash (rate limiting)

Each provider processes data only as needed to provide their service to us.

All data is encrypted in transit (TLS) and at rest. Particularly sensitive fields — hourly cost rates and calendar access tokens — carry an additional layer of application-level AES-256-GCM encryption. Access within a workspace is controlled by role: employees see only their own meetings and never see cost rates; costs and analytics are restricted to administrators. Sensitive administrative actions are recorded in an audit log.

We keep workspace data for as long as the workspace is active. You can disconnect your calendar at any time, which stops all syncing. If you leave a workspace or request deletion, your account is removed and historical meeting records are anonymised (your identity is detached from past attendance data). Workspace administrators can remove members, and members can request account deletion from Settings.

Depending on where you live (including under UK and EU GDPR), you have the right to access, correct, export, restrict, or delete your personal data, and to object to certain processing. Because your employer controls workspace data, some requests may be handled together with them. To exercise any right, email hello@meetingkeep.com and we will respond within 30 days. You also have the right to complain to your data protection authority (in the UK, the ICO).

If we make material changes to this policy we will notify workspace administrators by email and update the date at the top of this page.