MeetWithMe.ai Privacy Policy

This Privacy Policy explains how MeetWithMe.ai ("MeetWithMe", "we", "us", or "our") collects, uses, discloses, and protects personal data when you use our website, services, and AI-powered scheduling features (the "Service").

1. Scope and Roles

This Policy applies to:

  • Account Owners and Users (Hosts): individuals or entities that create or manage an account and use the Service to coordinate meetings; and
  • Invitees (Guests): individuals who interact with a host's poll, scheduling link or booking page without creating an account.

Account Owners act as data controllers for Invitee data submitted through their scheduling links. MeetWithMe acts as a data processor for such Invitee data and as a data controller for account-level data we collect directly. We do not use Invitee's data for any marketing purposes.

2. Personal Data We Collect

We may collect the following categories of personal data, depending on how the Service is used:

  • Account Data: name, business name, email address, login credentials, authentication information, billing details, subscription plan, payment status, and account settings;
  • Scheduling and Content Data: availability preferences, meeting titles, descriptions, agendas, locations, conferencing details, time zones, messages, notes, and other information submitted through the Service;
  • Invitee Data: name, email address, meeting preferences, responses, and any other information an Invitee submits through a scheduling link or booking page;
  • Third-Party Integration Data: data obtained from connected third-party services (such as calendar providers or conferencing tools), which may include event metadata, availability information, participant details, and related scheduling data, in accordance with the permissions you grant;
  • AI Input and Output: content provided for AI-assisted features (Input) and AI-generated suggestions or responses (Output);
  • Usage and Device Data: IP address, device identifiers, operating system, browser type and version, language settings, access times, log files, pages viewed, interactions with features, and diagnostic data;
  • Cookies and Tracking Data: information collected through cookies and similar technologies as described below; and
  • Communications and Feedback Data: support requests, survey responses, feedback, and correspondence.

We do not intentionally collect sensitive personal data unless Account Owners choose to request such data from Invitees.

3. How We Use Personal Data We use personal data for the following purposes:

  • to provide, operate, maintain, and support the Service;
  • to facilitate scheduling, coordination, and communication between Users and Invitees;
  • to process subscriptions, billing, payments, and related accounting matters;
  • to provide customer support, troubleshoot issues, and respond to inquiries;
  • to communicate with you about the Service, including transactional, security, and administrative messages;
  • to send product updates and promotional communications where permitted by law and subject to your preferences;
  • to analyze usage, conduct internal research, improve features, and develop new functionality;
  • to detect, prevent, and address fraud, abuse, security incidents, and technical issues; and
  • to comply with legal, regulatory, and contractual obligations.

AI Data Use Limitation: We use AI Input and Output strictly to deliver and support the Service. We do not use customer data to train generalized AI or foundation models.

Third-Party Connection Use Limitation:
Where users connect third-party services (such as calendars or email providers), MeetWithMe.AI's access is limited to the permissions granted and is used solely to deliver and operate the Service features enabled and/or requested by the user. Such access remains active only while the connection is enabled and may be revoked at any time through the relevant third-party provider or account settings. We do not access or review the contents of connected email or calendar services except as necessary to perform the specific features you enable. Revoking such access may affect our ability to perform the operations you request.

4. Legal Bases for Processing

We process personal data based on one or more of the following legal bases:

  • performance of a contract;
  • consent (where required);
  • legitimate interests (such as service improvement and security); and
  • compliance with legal obligations.

5. Sharing and Disclosure We may share personal data with:

  • Subprocessors and service providers (e.g., hosting, analytics, email, payment processing) solely to operate the Service;
  • Third-party integrations you enable (e.g., calendar or conferencing providers);
  • Authorities or advisors where required by law or to protect rights and safety.

6. International Data Transfers

Personal data may be transferred to, stored, or processed in jurisdictions outside Singapore, including jurisdictions that may not provide the same level of data protection as your home country. Where such transfers occur, we implement appropriate safeguards required under applicable law, such as contractual protections, to ensure that personal data remains adequately protected.

7. Data Retention

We retain personal data for as long as reasonably necessary to fulfill the purposes described in this Privacy Policy, including to provide the Service, comply with legal obligations, resolve disputes, and enforce agreements.

Retention periods may vary depending on the type of data involved:

  • Account and Billing Data: retained for the duration of the account relationship and thereafter as required by applicable accounting and tax laws;
  • Scheduling and Invitee Data: retained in accordance with Account Owner settings and instructions, or until deleted by the Account Owner, subject to technical and legal constraints;
  • Usage and Technical Data: retained for security, analytics, and service improvement purposes for a limited period;
  • Communications and Support Data: retained as reasonably necessary to address requests and maintain records.

Data may be anonymized or aggregated for analytical purposes where permitted by law.

8. Security Measures

We implement reasonable administrative, technical, and organizational measures to protect personal data against unauthorized access, loss, misuse, or alteration. However, no system is completely secure.

9. Marketing Communications

We may send product updates and promotional communications where permitted by law. You may opt out of promotional communications at any time using the unsubscribe mechanism or account settings.

10. Your Rights

Subject to applicable law, you have the right to:

  • access your personal data and obtain a copy;
  • correct or update inaccurate or incomplete data;
  • request deletion or anonymization of personal data;
  • request restriction or object to certain processing activities;
  • withdraw consent where processing is based on consent; and
  • request data portability where technically feasible.

We do not engage in automated decision-making that produces legal or similarly significant effects solely through automated processing. A cost may be imposed for such request.

Invitees should direct rights requests to the relevant Account Owner. We will reasonably assist Account Owners in responding to such requests in accordance with applicable law.

11. Cookies and Tracking Technologies

We may use cookies, web beacons, pixels, and similar tracking technologies to operate, maintain, and improve the Service, to remember user preferences, and to analyze usage trends. Cookies may be session-based or persistent.

Cookies are files with a small amount of data, sent to your browser from a website etc. Cookies allow your browser to remember some specific information which the web server can later retrieve and use to improve your experience of your use, such as not having to enter your login address each time.

If you choose to reject cookies, you may still use our platform though your access to some functionality and areas of our platform may be affected. You can also directly control what cookies are allowed by adjusting the settings in your browser. When you give your consent for third-party cookies, we or our service providers may use this information to perform data analytics and gather insights about how our users use our service so we may improve on our platform, design better advertisements in the future, and to measure the overall effectiveness of it. Your privacy matters to us, and we do not sell your data to advertisers.

12. Children's Data

The Service is not directed to children. We do not knowingly collect personal data from children.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. Where required by law, we will provide advance notice of material changes through the Service or by other appropriate means.

14. Complaints and Supervisory Authorities If you have concerns about our handling of personal data, you have the right to lodge a complaint with the relevant data protection authority, including the Personal Data Protection Commission of Singapore.

15. Contact Us If you have questions, requests, or complaints regarding this Privacy Policy or our data practices, please contact us at [].