Privacy Policy

1. Introduction

Meeting Guardian is operated by Ebenezer Consulting ("we", "us", or "our"). Meeting Guardian helps you track upcoming meetings, set importance levels and alarms, optionally sync events from your Google primary calendar, generate automated prep suggestions and late-message text, and recover when you are running behind.

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.ebenezerconsulting.ca. 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 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.
• Calendar event data: when you connect Google Calendar, we import event information from your Google primary calendar, including event title, description, start and end times, meeting links (extracted from event data), and Google'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: session cookies, authentication tokens, server logs, and basic device or browser information needed to operate and secure the service.
• 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 Google primary calendar (default: approximately 30 days ahead).
• Trigger in-browser alarms and notifications based on your settings.
• Generate automated prep suggestions and late-message text in the app.
• Enforce plan limits, improve reliability, and protect against abuse.
• Respond to support requests and comply with legal obligations.

4. Google Calendar Data

If you choose to connect Google Calendar, we request read-only access using the scope https://www.googleapis.com/auth/calendar.readonly. This is 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 Google Calendar.
• We currently sync your Google primary calendar only.
• Google Calendar data is used only to provide features inside Meeting Guardian, such as displaying meetings and triggering alarms.
• We do not sell Google Calendar data.
• We do not use Google Calendar data for advertising.
• We do not use Google Calendar data to train general artificial intelligence models.
• When you disconnect Google Calendar in the app, we stop syncing, delete calendar-imported meetings from our database, and remove stored OAuth tokens for that connection. You can also revoke access from your Google Account permissions page.
• Ended meetings may be removed from our database after a retention period (default: 24 hours after the meeting ends).

Important limitations:

5. Automated Features

Prep suggestions and late-message text are generated automatically using rule-based templates inside the app. They are not produced by a third-party AI service today.

These outputs may be generic, incomplete, or inaccurate. You should review them before relying on them or sending them to others. Do not enter sensitive information into the app unless you are comfortable with how it is handled.

Prep notes and late messages generated in your browser session are not stored on our servers unless we explicitly add that feature in the future.

If we introduce third-party AI providers later, we will update this policy and describe what data is shared and why.

6. 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), and Google (when you connect Calendar). 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.

7. 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 Google 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.

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.

8. Security

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

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

9. Your Choices and Rights

You can:

• Disconnect Google Calendar from the dashboard.
• Revoke Meeting Guardian's access from your Google 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.

10. 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.

11. 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.

12. 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.

13. Contact Us

For privacy questions or requests, contact Ebenezer Consulting at support@ebenezerconsulting.ca.