Privacy

Overview

We use your information to run the Meetniq service. This includes allowing you and your organisation to use the service, improving and maintaining the service, promoting Meetniq, and meeting legal obligations.

We avoid collecting any information that we don't need to provide the service. You are welcome to use psuedonyms, and only give as much detail as you choose about yourself and your organisation.

We'll tell you if we change anything about how we use your information.

Definitions

  • "We" means Meetniq Pty Ltd.
  • "Meetniq" means the Meetniq.org service.
  • "Account owner" means the person responsible for the account.
  • "Participant" and "coordinator" mean a person whose data is entered into Meetniq by the account holder.
  • "You" means you, the account holder, or a participant associated with a Meetniq account.
  • "Your organisation" means the organisation, group, or entity for which you are creating or hold a Meetniq account.
  • "Your information" means information or data we hold about you.

Information we collect about you

We collect:

  • your name, nickname or psuedonym,
  • your email address,
  • the fact of your involvement in the group or organisation,
  • which meetings you attended (if your organisation records attendance),
  • what tasks were assigned to you,
  • your IP address, and
  • information about your browser, and interractions you have with Meetniq (like when you logged in).

How we use your information

When your organisation uses Meetniq, your information is used in these ways:

  • To run Meetniq and allow your group to use it. For example, your name might be added by the account holder or coordinator to meeting minutes or agendas, to note that you attended, did not attend, spoke, facilitated, took minutes, were assigned a task, completed or updated a task, or contributed in other ways.
  • To improve and maintain Meetniq. For example, we might use information about how many overdue tasks there are to make improvements to our reminders.
  • To fix problems or make improvements you request. For example, if you send us a bug report or feature request, the information you include in that form, along with your IP address and browser information will be used by us to investigate the problem, fix the issue, and contact you about the result or to ask questions about the feature or bug.
  • To promote Meetniq. For example, we might publish a graph about how many tasks are assigned in Meetniq, or show how many organisations within a given movement use Meetniq. Any such use would NOT include names, organisation names, or other identifying information, unless we asked for and received your explicit and specific permission.
  • To find and fix security problems, fraud, misuse, bugs, or similar. For example, information about log in attempts, such as IP address and time, are used to show us if anyone is trying to hack your account.

Contacting you

We will only contact you:

  • about the account, payment or plan (if you are the account owner or coordinator),
  • about changes to our terms or privacy policy,
  • if we are required to by law, or
  • as part of the service, such as to remind you about a task assigned to you.

The account holder and group coordinators for your organisation can contact you via Meetniq, as part of the service, such as when they send out the minutes.

Sharing your information

Meetniq shares your information with:

  • the account holder for your organisation, for the purpose of using Meetniq and running the organisation (such as noting your attendance at meetings, and setting pricing),
  • other participants in your organisation for the purpose of using Meetniq and running the organisation (such as sending out minutes that include you on the attendee list), and
  • our sub-processors, which you can find here, such as our web hosting provider and email providers, for the purpose of providing the service.

Law enforcement agencies

If we receive a request or demand for your information from a law enforcement agency or other authority, we will refuse unless compelled by law.

Where possible we will let you know if we receive a request or demand for your information.

If compelled to disclose your information, we will give you reasonable notice of the request or demand to allow you to seek a protective order or other remedy, unless we are legally prohibited from doing so.

How we use cookies

We only uses cookies for authentication, to make sure that you, and only you, can access your account.

We don't use cookies to track your other activity on the web outside Meetniq. We don't use cookies to track our website visitors, unless they try to log in.

Email tracking

We don't use email tracking technologies.

However, when you open an email sent through Meetniq, in some cases your IP address is logged. This is because the email may contain a link to our logo or your organisation's logo, and when your email downloads the image the download is logged.

The purposes of these logs is to allow us to monitor traffic on our website, to improve and protect it.

This log is not linked to your name, email address, the email you received, or even the fact that you opened an email.

Meetniq will not use these logs to track you in any way.

Data retention

We will keep your information as long as it is necessary for the purpose for which we obtained it, unless you ask us to delete it at an earlier time. Our retention practices take into account legal requirements and the smooth operation of Meetniq.

We will keep non-identifying metadata, such as the number of meetings in a month, and use it to promote Meetniq, or for research purposes.

Deleting, accessing or updating your information

If you are the account holder or logged in user:

  • You can update your own information at any time.
  • You can remove your information so that it is not used in the future, by deleting your own participant record, and nominating a new account holder.
  • You can delete the whole account.

If you are a participant:

  • You can contact the account holder for your organisation, and they can update or delete your information, to prevent it being used in the future.
  • If you would like to make a request under GDPR "right to erasure", you can contact the account holder.
  • If you think your information is being used illegally by the account holder, such as for spam or harrassment, or that the account holder does not have your consent to use the information, please email us at mail@meetniq.org.

More information

If you, your organisation, or any of your participants are covered by the European GDPR you should also read our GDPR Information and our Data Processing Addendum.