Privacy Policy and General Data Protection Regulation Policy

NeedToMeet is committed to protecting your privacy. NeedToMeet takes measures to protect personal information against loss, misuse, unauthorized access, unauthorized disclosure, manipulation, or destruction. This Privacy Policy describes how NeedToMeet handles the data it has access to.

Overview

When you use NeedToMeet, you send pieces of data to NeedToMeet; this can be a name, an e-mail address, or information relating to your meeting. Other data is generated implicitly by your use of NeedToMeet, e.g. log data. NeedToMeet puts in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

What We Collect

  • Your name
  • Contact information including email address
  • Information about the meeting you are creating, such as location, phone numbers, and other conference details
  • List of attendees invited to the meeting and their associated email addresses
  • Your location and/or time zone

What we do with the information we gather

We require this information in order to provide a useful service to you and your meeting attendees. We may also use this information for the following reasons:
  • To improve our products and services
  • Internal record keeping.
  • To contact you regarding important information about our service or the meetings you have created using our service.

Log Data

NeedToMeet records certain requests and transactions in log files. This log data is used for troubleshooting, statistics, quality assurance, and to monitor system security and can be analyzed to that end. NeedToMeet can publish anonymous statistics under the condition that no personally identifiable information can be derived from such statistics.

NeedToMeet also uses Google Analytics to compile usage statistics. These services are provided by Google, Inc. Their privacy policies can be found at https://privacy.google.com.

Cookies

When you use NeedToMeet, the service can store cookies on your computer. Cookies are little pieces of information that can help identify your browser and that can store information, e.g. application settings. NeedToMeet uses cookies to track usage, to improve ease-of-use and the overall user experience.
Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Payments

The third party service provider that we use to process your payments is Braintree, Inc. (www.braintreepayments.com), and the personal data that you provide relevant to payment processing is subject to Braintree’s security and privacy policies. Braintree is a validated Level 1 PCI DSS compliant service. For more information regarding the security of your personal information related to credit card processing, visit https://www.braintreepayments.com/legal/braintree-privacy-policy.

Advertising

All of NeedToMeet's services are ad-free.

Outdated and Completed Polls

You can delete outdated or completed (or, in fact, any) polls manually at any time via your user-account dashboard. When deleting a poll, that poll's information will be deleted from the NeedToMeet databases. Furthermore, outdated polls are automatically deleted from time to time, but no earlier than 30 days after the last date in the poll, or 30 days after the last access to a poll without dates.

Inactive Accounts

NeedToMeet retains the right to delete user-accounts if they remain inactive (i.e. not accessed) for 1 year or longer.

Unauthorized Access

NeedToMeet implements several mechanisms to prevent unauthorized access to polls, accounts, or other data.

To access a poll, you use the unique link which NeedToMeet provides and which contains a random access code. This link is an important element to prevent unauthorized access to a poll. You should send this link only to authorized people, i.e., the people you wish to participate in your poll.

User-accounts are protected by passwords. You should choose a secure password and ensure its confidentiality to prevent unauthorized access to your account.

NeedToMeet Email Invites

As an option, you can contact and invite people to participate in a poll from NeedToMeet. In this case, NeedToMeet needs to know the e-mail addresses of the people to be contacted. You can enter these e-mail addresses in the corresponding form. NeedToMeet stores these e-mail addresses in your user account for your convenience; NeedToMeet will be able to offer you the same contacts again next time you use the service.

Syncing Contacts

As an alternative (or complement) to the NeedToMeet contacts, you can use your existing Microsoft Outlook or mobile contacts to gain access to the e-mail addresses of the people to be contacted. In this case, you authorize NeedToMeet to access your contacts. Support for the Microsoft Outlook add-in is supported up to version 2013.

Calendar Integration

You can connect NeedToMeet with your Microsoft Outlook calendar to make the scheduling process even easier and more efficient. The Outlook add-In makes it possible to share your Calendar information with anyone you choose. You may set this to be available to anyone (public), or only to individual contacts. Support for the Microsoft Outlook add-in is supported up to version 2013.

Third Party Platform Applications

NeedToMeet collaborates with and allows Facebook to use our developer platform to offer services and functionality in conjunction with NeedToMeet's services. Facebook has either negotiated an agreement to use our platform technology or have agreed to our self-service API and Plugin terms in order to build applications (“Platform Applications”). Both the negotiated agreements and our API and Plugin terms contain restrictions on how Facebook may access, store, and use the personal information you provide to us.

If you choose to use the Facebook Platform Application to login to NeedToMeet, you will be asked to confirm acceptance of the privacy policy and user agreement of Facebook. To revoke permission granted to Facebook's Platform Application, please visit Facebook. Note, however, that even if you revoke the permission granted to Facebook's Platform Application, your connections may still be using Facebook's Platform Application, so Facebook may still have access to certain information about you. You may opt out of providing information to Facebook through your connections by accessing Facebook's App Privacy Settings.

Communication Between You and NeedToMeet

If you send NeedToMeet a message via the contact form, we do not store email addresses provided, however, the message can be stored to process it, to compile statistical information, to improve our services and support, or to get in touch with you.

Contact support@needtomeet.com to be removed from any marketing email lists. Please be aware that in order for NeedToMeet to function and communicate with you and your attendees, both you and they will need to receive transactional or informational emails from the company. The NeedToMeet system will not function without the transactional or notification emails.

Location of Data

The NeedToMeet databases are located in an AWS US-East server in northern Virginia, United States. For failover purposes the data is also kept on cloud servers in the United States.

Sharing Personal Information

NeedToMeet uses personal information according to the Terms of Service and this Privacy Policy.

Your contact information and any other data you add to your account, including but not limited to your email address, may sometimes be shared only with authorized partners that have permission to send promotional and marketing materials that are not necessarily related to NeedToMeet’s services.

Aside from the instance above, NeedToMeet does not share any personal information, including participants' e-mail addresses with other third parties. NeedToMeet may share personal information with other companies or individuals only in the following limited circumstances: (i) NeedToMeet has your consent; (ii) NeedToMeet has good faith that there is a legal obligation to share the data; (iii) NeedToMeet needs to access or share the data to protect the security of the service or of others users' data; (iv) NeedToMeet needs to access or share the data to protect NeedToMeet's rights and property or to enforce the Terms of Service.

In addition, contact information is sometimes shared with authorized NeedToMeet Channel Partners or Marketing Partners that are designated by NeedToMeet to manage marketing efforts.

Rights of Subscribers

Individuals have rights regarding their data which we respect and comply with to the best of our ability.

  • Right to be informed: Our privacy notice is transparent, intelligible and easily accessible, free of charge, and is written in clear and plain language.
  • Right of access: Subscribers may access their own information at any time via the NeedToMeet dashboard.
  • Right to erasure: We will delete or remove an individual’s data if requested and there is no compelling reason for its continued processing. We encourage users to erase their own information using the NeedToMeet dashboard. In addition, you can object to the processing of your personal data in some circumstances (in particular, where we don’t have to process the data to meet a contractual or other legal requirement, or where we are using the data for direct marketing). These rights may be limited, for example if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping. To exercise any of these rights, you can get in touch with us at support@needtomeet.com.

Mobile Applications

Our mobile apps request the following permissions for NeedToMeet to function properly:

  • Your phone’s camera and photos
  • Reading accounts, including contacts and calendars
  • Reading your phone’s state and your phone’s device ID
  • Your location and/or time zone

Changes

NeedToMeet reserves the right to update this Privacy Policy at any time and without notice. For the latest update to our privacy policy, please visit http://www.needtomeet.com/privacy-policy. The privacy policy posted at http://www.needtomeet.com/privacy-policy supersedes this and any other previous version.

 

Last updated: August 8, 2018
Meet on the go with our apps
App Store
Google Play
Outlook