Privacy Policy

Last updated: August 14th, 2024

Introduction

We are committed to ensuring your privacy and the legal use of your personal data. This Privacy Policy applies to our website and platform (collectively, the ‘Services’). We encourage you to read this Privacy Policy carefully before using any of the Services.

By using Meeting Reminders you agree to the collection, use, and processing of information in accordance with this policy.

Interpretation and Definitions

Interpretation

Words with capitalized initial letters have defined meanings under the following conditions. These definitions have the same meaning regardless of whether they appear in singular or plural forms.

Definitions

For the purposes of this Privacy Policy:

Meeting Reminders (referred to as either “Meeting Reminders”, “We”, “Us”, or “Our” in this Agreement) refers to meeting-reminders.com.
Account means a unique account created for you to access our service.
Affiliate means an entity that controls, is controlled by, or is under common control with a party, where “control” means ownership of 50% or more of the shares, equity interest, or other securities entitled to vote for the election of directors or other managing authority.
Cookies are small files placed on your device (computer, mobile device, or any other device) by a website, containing details of your browsing history on that website.
Country refers to Spain.
Device means any device that can access the service such as a computer, cellphone, or digital tablet.
Personal Data is any information that relates to an identified or identifiable individual.
Service refers to the website.
Service Provider means any natural or legal person who processes the data on behalf of Meeting Reminders. It refers to third-party companies or individuals employed by Meeting Reminders to facilitate the service, provide the service on behalf of Meeting Reminders, perform services related to the service, or assist Meeting Reminders in analyzing how the service is used.
Usage Data refers to data collected automatically, generated by the use of the service or from the service infrastructure (e.g., duration of a page visit).
Website refers to meeting-reminders.com, accessible from meeting-reminders.com.
You means the individual accessing or using the service, or the company, or other legal entity on behalf of which such individual is accessing or using the service.

Data Collection and Usage

Personal Data

While using Our Service, We may ask you to provide Us with certain personally identifiable information that can be used to contact or identify you. This may include, but is not limited to:

Email address
First and last name
Number of emails, SMS and WhatsApp reminders sent (for statistics and troubleshooting)
Calendar events and details (to retrieve meeting details)
Contacts information, namely the phone number and email address (to send SMS and WhatsApp reminders)

Usage Data

Usage Data is collected automatically when using the Service. This may include information such as your device’s Internet Protocol address (e.g., IP address), browser type, browser version, the pages of our Service that you visit, the time and date of your visit, the time spent on those pages, and other diagnostic data.

We do not make automated decisions using your data. We do not use any profiling tools or systems to process your data and make decisions based on profiling.

We use the collected data for various purposes:

To provide and maintain our Service
To notify you about changes to our Service
To allow you to participate in interactive features of our Service when you choose to do so
To provide customer support
To gather analysis or valuable information so that we can improve our Service
To monitor the usage of our Service
To detect, prevent and address technical issues

Specifically for Google user data:

Calendar Integration: We access your Google Calendar data to create and manage reminders based on your upcoming events.
Email Notifications: We use your email address to send reminder notifications and service-related communications.
Personalization: Your name is used to personalize the service experience and communications.
Contact Management: We access your Google Contacts to allow you to easily select recipients for reminders.
Service Functionality: Calendar and contact data are used to provide core functionalities of our reminder service.

We do not sell your Google user data to third parties. This data is used solely for providing and improving our reminder services.

Tracking Technologies and Cookies

We use Cookies and similar tracking technologies to track the activity on Our Service and store certain information. These technologies are used to collect and track information and to improve and analyze our Service.

Access to Google User Data

Meeting Reminders uses OAuth authentication to create an account on your behalf. OAuth is a secure mechanism that gives Meeting Reminders access to your Google account data without sharing your password. Our use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Meeting Reminders requests the following OAuth scopes:

https://www.googleapis.com/auth/calendar.addons.execute: To integrate with Google Calendar for creating and managing reminders.
https://www.googleapis.com/auth/calendar.readonly: To read your calendar events for setting up reminders.
https://www.googleapis.com/auth/calendar.events: To create and manage calendar events related to reminders.
https://www.googleapis.com/auth/script.external_request: To make external API requests necessary for our service functionality.
https://www.googleapis.com/auth/userinfo.email: To access your email address for account creation and communications.
https://www.googleapis.com/auth/userinfo.profile: To access your name for personalizing the service.
https://www.googleapis.com/auth/gmail.send: To send email reminders through your Gmail account.
https://www.googleapis.com/auth/script.scriptapp: To run our Google Apps Script application that powers some of our features.
https://www.google.com/m8/feeds: To access your Google Contacts for selecting reminder recipients.

These scopes are used strictly for the purposes described above and are essential for the core functionality of our Meeting Reminders service.

You may provide your consent to data collection during the account creation process or within your account settings. You can also opt-out or withdraw your consent at any time through your account settings. If you choose not to provide certain types of personal data, you may be unable to access some functionalities of the service, particularly those that require email processing or sending SMS/WhatsApp reminders.

Usage of Google Analytics

Meeting Reminders uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses “cookies”, which are text files placed on your device, to help the website analyze how users use the site. The information generated by the cookie about your use of the website, including your IP address, will be transmitted to and stored by Google on servers in the United States.

Purpose and Scope:

Analysis: Google will use this information to evaluate your use of our website, compiling reports on website activity for website operators, and providing other services relating to website activity and internet usage.
Data Sharing: Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf.
IP Anonymization: We have activated IP anonymization on Meeting Reminders, meaning that Google will truncate/anonymize the last octet of the IP address for Member States of the European Union as well as for other parties to the Agreement on the European Economic Area.

User Options:

Opt-Out: You may refuse the use of cookies by selecting the appropriate settings on your browser. However, please note that if you do this, you may not be able to use the full functionality of Meeting Reminders.
Browser Add-On: Additionally, you can prevent Google’s collection and use of data (cookies and IP address) by downloading and installing the browser plug-in available under Google Analytics Opt-out Browser Add-on.

We may share your personal information in the following situations:

With Service Providers: To monitor and analyze the use of our Service, to contact you, and to provide SMS and WhatsApp reminder services. We will only work with Service Providers that adhere to strict data usage policies.
For Business Transfers: In connection with any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
With Affiliates: Information may be shared within our family of companies.
With Business Partners: To offer you certain products, services, or promotions.
With Your Consent: We may disclose your personal information for any other purpose with your consent.

All data sharing, including with Google APIs, adheres to external policies like the Google API Services User Data Policy, including the Limited Use requirements.

Regarding Google user data specifically:

We do not sell, rent, or otherwise disclose Google user data to third parties for marketing purposes.
We share limited Google user data with specific Service Providers only to the extent necessary to provide our core services:
- Phone numbers obtained from Google Contacts are shared with Twilio to facilitate SMS reminder services.
- Phone numbers obtained from Google Contacts are shared with WhatsApp to enable WhatsApp reminder messages.
These Service Providers (Twilio and WhatsApp) are contractually obligated to use this data only for the purpose of providing reminder services and in compliance with our privacy policy and applicable data protection laws.
All other Google user data, including email addresses and calendar information, remains within the Google ecosystem and is used for sending email reminders directly through Google’s services.
We may disclose Google user data if required by law, regulation, legal process, or governmental request.
In the event of a business transfer (e.g., merger, acquisition, or sale of assets), Google user data may be transferred to the acquiring entity. In such cases, we will require the acquiring entity to honor the commitments we’ve made in this Privacy Policy.

We ensure that any sharing or transfer of Google user data complies with the Google API Services User Data Policy and applicable data protection laws. We maintain control over this data and limit its use to the purposes for which it was collected.

Data Retention

We retain your Personal Data only for as long as necessary for the purposes set out in this Privacy Policy. The retention period varies based on the type of data and the purpose for which it is processed. Below is a breakdown of various scenarios and their corresponding data retention periods:

General Use of Services: We will process your data as long as you have an active user account or as needed to provide you with our services. Once your account is deleted or your interaction with our services ends, we will retain your personal data for a period of 6 years to comply with our legal obligations and resolve any disputes.
Technical and Analytical Data: Data used for analytics and technical improvements will be retained as long as you have an active account. After account deletion, we may anonymize this data and use it for analytical purposes.
Marketing Communications: If you opt-in for marketing communications, we will process your data for this purpose until you withdraw your consent or opt-out of such communications.
Inquiries and Support: Data related to user support inquiries or feedback will be kept for a period of 2 years to ensure adequate follow-up and service improvement.
SMS and WhatsApp Reminders: Phone numbers and related data used for sending SMS and WhatsApp reminders will be retained as long as you have an active account and continue to use these features. Upon account deletion or feature deactivation, this data will be deleted within 30 days.
Legal Requirements: In cases where we are legally required to retain data for a longer period, such as for compliance with tax laws or other legal obligations, we will retain the data as per the required duration by law.

Right to Request Deletion

You have the right to request the deletion of your personal data at any time. Upon your request, we will delete your data unless we are legally required to retain it.

Data Security

The security of your Personal Data is important to us. We strive to use commercially acceptable means to protect your Personal Data but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. We implement a variety of security measures including encryption, access control, and regular security audits to ensure the safety of your personal data.

We ensure that adequate technical, physical, electronic, and organizational security measures are in place to protect your personal data from unauthorized access. We follow industry-accepted standards to protect personal information sent to us, both during transmission and once we receive it.

SMS and WhatsApp Reminders

For users who choose to use our SMS and WhatsApp reminder features:

We collect and store phone numbers solely for the purpose of sending reminders.
Phone numbers are obtained from your Google Contacts or when manually provided by you.
We use third-party services (such as Twilio) to send SMS and WhatsApp messages. These services have their own privacy policies and security measures.
We do not use your phone number for any purpose other than sending the reminders you request.
You can opt-out of SMS and WhatsApp reminders at any time by changing your settings in the Meeting Reminders app.

Compliance with Local and International Laws

This Privacy Policy is also designed to comply with local data protection laws in Spain and the European Union’s General Data Protection Regulation (GDPR). You have the right to be informed about the processing of your personal data (e.g., for what purposes, what type of data, to whom it is communicated, retention periods, and any third-party sources from which it was obtained). We undertake to respect the confidentiality of your Personal Data and to guarantee your rights. You may exercise your rights by contacting us.

As per the General Data Protection Regulation (GDPR) and the Organic Law 3/2018, of December 5, on Personal Data Protection and guarantee of digital rights, Meeting Reminders is the data controller responsible for your personal data. Our strategic decisions regarding the purposes and means of processing personal data are made by our team in Spain. You can contact our Data Protection Officer (DPO) through the support button on the website.

Children’s Privacy

Our Service does not address anyone under the age of 13. We do not knowingly collect personally identifiable information from children under 13. If you are a parent or guardian and become aware that your child under the age of 13 has provided us with Personal Data, please contact us.

Links to Other Websites

While we try to include only links to websites that share our high standards and respect for privacy, we are not responsible for the content, security, or privacy practices employed by other sites. A link does not constitute an endorsement of their website.

Cookies Policy

What Are Cookies

Cookies are small text files that are used to store small pieces of information. They are stored on your device when the website is loaded on your browser. These cookies help us make the website function properly, make the website more secure, provide a better user experience, and understand how the website performs and to analyze what works and where it needs improvement.

How We Use Cookies

We use cookies for a variety of reasons detailed below:

Essential: Some cookies are essential for you to experience the full functionality of our site. They allow us to maintain user sessions and prevent security threats. They do not collect or store any personal information.
Functional: These are the cookies that help certain non-essential functionalities on our website. These functionalities include embedding content like videos or sharing content on the website on social media platforms.
Analytics: These cookies store information like the number of visitors to the website, the number of unique visitors, which pages of the website have been visited, the source of the visit, etc. These data help us understand and analyze how well the website performs and where it needs improvement.
Marketing: Our website may display advertisements. These cookies are used to personalize the advertisements that we show to you so that they are meaningful to you. These cookies also help us keep track of the efficiency of these ad campaigns.
Preferences: These cookies help us store your settings and browsing preferences like language preferences so that you have a better and efficient experience on future visits to the website.

Managing Cookies

You can manage your preferences for cookies directly from within your own browser and prevent – for example – third parties from installing cookies. Through browser preferences, it is also possible to delete cookies installed in the past, including the cookies that may have saved the initial consent for the installation of cookies by this website.

Please note that disabling cookies will affect the functionality of this and many other websites that you visit. Therefore, it is recommended that you do not disable cookies.

Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the “Last updated” date. If significant, updates to our Privacy Policy will be communicated through a direct notification to users via email.

Contact Us

For general inquiries about this Privacy Policy, please contact us through the support button on the website. For specific queries related to your personal data or to exercise your rights, please contact our Data Protection Officer through the support button on the website.