Privacy Policy

1. Introduction

Meeting Guardian is operated by Ebenezer Consulting Inc. ("we", "us", or "our"). Meeting Guardian helps you track upcoming meetings, set importance levels and alarms, and optionally sync events from your connected Google or Outlook calendar so you show up on time.

This Privacy Policy explains what personal information we collect, how we use it, and the choices you have when you use Meeting Guardian at https://meetingguardian.drecodes.com. By using the service, you acknowledge this policy.

2. Information We Collect

We collect information in the following categories:

• Account information: email address, optional name, and a hashed password when you create an account. We do not use Google or Microsoft to sign you into your account.
• Google Calendar connection (optional): if you connect Google Calendar, we receive your Google account email and subject identifier to label and manage that connection. We request read-only calendar access only.
• Outlook / Microsoft Calendar connection (optional): if you connect Outlook or Microsoft 365, we receive your Microsoft account email and account identifier to label and manage that connection. We request read-only calendar access only.
• Calendar event data: when you connect a calendar, we import event information from your default calendar, including event title, description, start and end times, meeting links (extracted from event data), and the provider's event identifier. We skip all-day events. We do not store attendee lists or calendar list metadata.
• Manually entered meetings: title, description, times, importance, status, and meeting links you add in the app.
• Alarm and notification preferences: whether you have enabled in-app notifications, and alarm dismiss or snooze state associated with your meetings.
• Technical and usage data: essential session cookies, authentication tokens, server logs, and basic device or browser information needed to operate and secure the service. We use only essential cookies and browser local storage (for example, to keep you signed in and remember preferences such as theme and dismissed notices). We do not use advertising cookies or third-party tracking.
• Optional first-party analytics: if you choose “Allow analytics,” we record a pseudonymous session identifier, page path, campaign parameters, broad country code, and product activation events such as signup, meeting creation, calendar connection, and alarm configuration. We do not store your IP address in the analytics table or send these events to a third-party analytics provider.
• Billing information (future): if paid features are added, payment details will be processed by a third-party payment provider such as Stripe. We do not intend to store full payment card numbers on our servers.

3. How We Use Information

We use personal information to:

• Create and authenticate your account.
• Display your meetings and calendar-synced events in the dashboard.
• Sync upcoming events from your connected default calendar (default: approximately 30 days ahead).
• Trigger in-browser alarms and notifications based on your settings.
• Enforce plan limits, improve reliability, and protect against abuse.
• Measure which public pages and onboarding steps help users successfully configure the service, when optional first-party analytics are allowed.
• Respond to support requests and comply with legal obligations.

4. Connected Calendar Data

If you choose to connect Google Calendar, we request read-only access using the scope https://www.googleapis.com/auth/calendar.readonly. If you connect Outlook or Microsoft 365, we request read-only access using the delegated Microsoft Graph scope Calendars.Read. Calendar connections are separate from your Meeting Guardian account login, which uses email and password only.

• We use read-only access. We do not create, edit, or delete events in your connected calendars.
• We currently sync your default calendar only for each connected account.
• Calendar data is used only to provide features inside Meeting Guardian, such as displaying meetings and triggering alarms.
• We do not sell calendar data from any provider.
• We do not use calendar data for advertising.
• We do not use calendar data to train general artificial intelligence models.
• We do not transfer calendar data to any third-party AI or machine learning service.
• The use of raw or derived user data received from Google Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements.
• Microsoft calendar data accessed through Microsoft Graph is used only to provide Meeting Guardian features (displaying meetings and triggering alarms). We do not sell Microsoft calendar data, use it for advertising, or transfer it to third-party AI or machine learning services.
• When you disconnect a calendar in the app, we stop syncing, delete calendar-imported meetings from our database for that connection, and remove stored OAuth tokens. You can also revoke access from your Google Account or Microsoft account security settings.
• Ended meetings may be removed from our database after a retention period (default: 24 hours after the meeting ends).

Important limitations:

5. How We Share Information

We do not sell your personal information. We may share information in these limited situations:

• Service providers that help us operate the service, such as hosting (Vercel), database providers (e.g., Neon or other Postgres hosts), Google (when you connect Google Calendar), and Microsoft (when you connect Outlook). These providers process data on our behalf.
• When required by law, legal process, or to protect rights, safety, and security.
• In connection with a merger, acquisition, or sale of assets, with notice where required.
• With your consent or at your direction.

We do not currently use third-party analytics services. If that changes, we will update this policy.

6. Data Retention

We retain account information while your account is active. Calendar-imported meetings are retained as needed to provide the service and may be deleted after meetings end, per our retention settings.

When you disconnect a calendar, calendar-imported meetings and stored tokens for that connection are removed from our systems.

Backups and logs may take a reasonable period to purge.

Optional first-party analytics events are retained for up to 90 days and then deleted automatically.

To request deletion of your account or personal information, email us at the contact address below. We will respond within a reasonable time, subject to legal retention requirements.

7. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information, including encrypted transport (HTTPS) and encryption of calendar OAuth refresh tokens at rest.

No method of transmission or storage is completely secure. We cannot guarantee absolute security.

8. Your Choices and Rights

You can:

• Disconnect calendars from Settings.
• Revoke Meeting Guardian's access from your Google Account or Microsoft account security settings.
• Enable or disable notification preferences in the app (browser permission is also required on each device).
• Request access to, correction of, or deletion of your personal information by contacting us.

If you are in Canada, you may have rights under applicable privacy laws to access and challenge our handling of your personal information. Contact us to exercise those rights.

9. International Processing

Your information may be processed in Canada, the United States, or other countries where our service providers operate. Data protection laws in those countries may differ from those in your jurisdiction.

10. Children

Meeting Guardian is not intended for children under 13 years of age (or the applicable age of digital consent in your region). We do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will take appropriate steps.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated policy with a new effective date on this page. Continued use of the service after changes means you accept the updated policy.

12. Contact Us

For privacy questions or requests, contact Ebenezer Consulting Inc. at support@drecodes.com.