Privacy Policy

Meeting Ringer (“Meeting Ringer”, “we”, “us”, or “our”) values and respects your personal privacy. This Privacy Policy explains our practices regarding the collection, use, processing, and protection of information when you access or use our native desktop and mobile applications, our website at meetingringer.com (the “Site”), and related services (collectively, the “Services”).

Please read this Privacy Policy carefully. By downloading, accessing, or using the Services, you acknowledge that you have read and understood this Privacy Policy and agree to our processing of information as described herein. If you have questions, please reach out to us at [email protected].

1. Information We Process & Collect

A. Google User Data (Calendar & OAuth)

Meeting Ringer integrates with Google Calendar via the Google Calendar API to detect upcoming conference calls and sound alarms. To provide this functionality, our application requests access to the following OAuth scopes:

• https://www.googleapis.com/auth/userinfo.email and openid: Used during authentication to verify your identity and link your active account.
• https://www.googleapis.com/auth/calendar.readonly: Used to inspect your primary calendar for scheduled events, event start/end timestamps, and conference URLs.
• https://www.googleapis.com/auth/calendar.events: Used to evaluate meeting timings, conference details, and metadata required to trigger audio ring alerts.

B. Account & Synchronized Settings Data

When you sign in to Meeting Ringer, we collect and store minimal operational data necessary to deliver your preferences across devices:

• Email Address: Your normalized email address (e.g., [email protected]) is used as your account identifier.
• Application Preferences: To ensure your preferred settings persist across restarts or multiple devices, your custom configuration (chosen ringtone audio filename, loop repetition count, and alarm lead time in seconds) is securely stored in our Cloudflare Key-Value (KV) database keyed by your email address.
• Ring Usage Counts: To enforce free trial limits (e.g., 30 trial rings) and verify active subscription status, a numeric counter of rings executed (rings:[email protected]) is maintained in our edge database.

C. Technical Device & Usage Telemetry

To identify crashes, fix bugs, monitor platform reliability, and gauge feature adoption, we collect technical telemetry using PostHog (hosted in the United States):

• Device Identifier: A randomly generated anonymous UUID (e.g., $device:uuid) generated on first launch and stored locally in your application directory to distinguish unique desktop installations.
• System Metadata: Operating system (Windows, macOS, Linux, Android, iOS), operating system version, CPU architecture (e.g., x86_64, aarch64), and Meeting Ringer application version.
• Identity & Domain Classification: When signed in, PostHog associates events with your account email and extracts your email domain to distinguish personal consumers from corporate domains.
• Lifecycle & Feature Events: Aggregate events such as application launch (app_started), daily heartbeat checks (app_heartbeat), authentication status, and ring occurrences. We do not log event titles or meeting descriptions in analytics.

D. Website & Cookie Information

When you browse our Site at meetingringer.com, we collect standard web analytics using Google Analytics 4 (gtag.js) and PostHog. This includes your IP address, browser type, referral source, pages visited, and button clicks. These analytics help us optimize site performance and improve user onboarding.

E. Subscription & Billing Data

All subscription payments are processed by our authorized Merchant of Record, Polar.sh (Polar Software Inc.). When you purchase a subscription, Polar collects your billing details, address, and payment card information. Meeting Ringer never receives, handles, or stores your credit card number or full payment credentials. We receive only your Polar Customer ID, active subscription status, and billing email.

2. Google API Services User Data Policy Compliance (Limited Use)

In strict compliance with Google’s User Data Policies, we enforce the following restrictions:

• NO AI / LLM Model Training: We do not use Google user data (including calendar event data, summaries, or attendee information) to develop, train, retrain, fine-tune, or evaluate generalized artificial intelligence (AI) or machine learning (ML) models.
• NO Advertising or Commercial Profiling: We do not use or disclose Google user data for serving advertisements, personalized marketing, retargeting, or data brokering.
• NO Transfer to Unauthorized Third Parties: We do not transfer Google user data to external third parties, except as strictly necessary to provide the core functionality of the Application, comply with applicable law, or as part of a corporate merger or acquisition with appropriate notice.
• Strict Human Access Limitations: No human beings at Meeting Ringer are permitted to read or inspect your Google Calendar data, unless: (i) you have granted explicit prior consent for troubleshooting a specific technical support ticket; (ii) it is necessary for security investigations (such as investigating abuse); (iii) it is required to comply with applicable laws; or (iv) the data is aggregated and anonymized for internal system performance reporting.

Revoking Google Permissions

You maintain complete control over your Google Account authorization. You can revoke Meeting Ringer’s access to your Google Calendar at any time:

• From the Meeting Ringer App: Open the application settings and click “Sign Out” or remove your linked account to wipe all local tokens.
• From your Google Account: Navigate to your Google Account Third-Party Apps & Permissions page, select “Meeting Ringer”, and click “Remove Access”. Google will instantly invalidate all issued tokens.

3. How We Use Your Information

We process the information we collect strictly for legitimate business and operational purposes:

• To provide, operate, and maintain the core ringing functionality of the Application;
• To synchronize your custom audio and alert settings across your devices;
• To track free trial usage and verify active paid subscriptions;
• To monitor infrastructure reliability, detect performance regressions, and fix application crashes;
• To protect the security and integrity of our edge network, preventing automated attacks and abuse;
• To communicate with you regarding software updates, security alerts, and customer support inquiries.

4. Legal Bases for Processing (GDPR & UK GDPR)

If you reside in the European Economic Area (EEA) or United Kingdom, our lawful bases for collecting and processing your personal data under the General Data Protection Regulation (GDPR) are:

• Performance of a Contract: Processing your email, synced settings, and licensing status is necessary to fulfill our contractual obligation to provide the Services under our Terms of Service.
• Legitimate Interests: Processing device telemetry and crash reports is necessary for our legitimate interests in debugging software, securing our infrastructure, preventing fraud, and improving product reliability, provided these interests are not overridden by your fundamental rights.
• Compliance with Legal Obligations: Retaining financial transaction records for tax, accounting, and regulatory compliance.
• Consent: Where you have provided express consent (such as opting in to non-essential website analytics cookies).

5. Third-Party Service Providers (Sub-processors)

We do not sell, rent, or trade your personal data. We share information only with trusted third-party service providers who process data strictly under our instructions and subject to robust data protection agreements:

6. Data Retention & Deletion

We adhere to strict data minimization principles and retain personal data only for as long as necessary to fulfill the purposes described in this Privacy Policy:

• Calendar Data: Processed ephemerally on your local device and discarded immediately after meeting evaluation. Never retained on Meeting Ringer servers.
• Account Settings & Ring Counts: Retained in our Cloudflare KV store as long as your account remains active.
• Telemetry Data: Application telemetry in PostHog is retained for a maximum of 12 months, after which it is automatically deleted or permanently aggregated.

Requesting Complete Data Deletion

You have the right to request the permanent deletion of your account, synced preferences, and telemetry data. To request complete data erasure, email us at [email protected] from the email address associated with your account. We will process your deletion request within thirty (30) days in accordance with applicable laws.

7. International Data Transfers

Meeting Ringer operates globally. Information collected through our Services may be stored and processed in the United States or any other country where Meeting Ringer or its service providers maintain facilities. When transferring personal data from the EEA, UK, or Switzerland to countries without an adequacy decision, we utilize European Commission-approved Standard Contractual Clauses (SCCs) and enforce stringent technical and organizational security measures (including TLS encryption in transit and AES encryption at rest).

8. Your Privacy Rights (EEA, UK, and Global)

Depending on your jurisdiction, you may have the following legal rights regarding your personal data:

• Right of Access: You may request a copy of the personal information we maintain about you;
• Right to Rectification: You may request correction of inaccurate, outdated, or incomplete data;
• Right to Erasure (“Right to be Forgotten”): You may request that we delete your personal data from our systems;
• Right to Restrict Processing: You may request that we temporarily halt processing of your data under certain circumstances;
• Right to Data Portability: You may request your data in a structured, commonly used, and machine-readable format;
• Right to Object: You may object at any time to our processing of your personal data based on legitimate interests;
• Right to Lodge a Complaint: You have the right to lodge a complaint with your local supervisory data protection authority if you believe our data processing violates applicable regulations.

To exercise any of these rights, please contact us at [email protected]. We will respond within thirty (30) days without undue delay.

9. California Privacy Rights (CCPA / CPRA Notice)

Under the California Consumer Privacy Act as amended by the California Privacy Rights Act (collectively, “CCPA/CPRA”), California residents are entitled to specific disclosures regarding their personal information:

California consumers have the right to know, delete, correct, and be free from discrimination for exercising their privacy rights. To submit a verified California consumer request, email [email protected].

10. Children’s Privacy (COPPA)

Meeting Ringer is designed exclusively for adult professionals and general audiences. We do not knowingly collect, solicit, or maintain personal information from children under the age of 13 (or under 16 in the EEA/UK). If we discover that a child has provided personal information to our Services, we will immediately take steps to permanently delete that information. If you believe a minor has provided us with personal data, please notify us immediately at [email protected].

11. Data Security

We employ modern administrative, organizational, and technical safeguards to protect your personal information against unauthorized access, loss, alteration, or disclosure. All data in transit between your device, our backend edge workers, and third-party APIs is encrypted using industry-standard Transport Layer Security (TLS 1.2+). However, please note that no electronic transmission over the internet or storage architecture can be guaranteed 100% secure.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our legal obligations, features, or data practices. When updates occur, we will revise the “Last Updated” date at the top of this page. For significant modifications, we will provide conspicuous notice via our website or an in-app prompt. We encourage you to periodically review this page to stay informed about our privacy practices.

13. Contact Us

If you have any questions, concerns, comments, or requests regarding this Privacy Policy or our privacy practices, please contact our privacy team:

• Privacy & Data Inquiries: privacy@meetingringer.com
• General Inquiries: support@meetingringer.com