Privacy Policy of Veeting AG

Privacy Policy

This privacy policy covers the Veeting Room products, software, or services available at *.veeting.com (or *.veeting.ch and other top-level domains) (collectively referred to as "Veeting Rooms") provided by Veeting AG ("Veeting").

Veeting takes great care to protect your privacy and to secure the data that is stored on the Veeting Rooms servers. Veeting takes measures to protect personal information against loss, misuse, unauthorized access, unauthorized disclosure, manipulation, or destruction.

This Privacy Policy describes how Veeting handles the data it has access to.

1. Overview

• When you use Veeting Rooms, you send pieces of data to the Veeting Rooms; this can be a name, an e-mail address, or information relating to your meetings. Other data is generated implicitly by your use of the Veeting Rooms, e.g. log data. For a detailed description of all data pieces stored in the system, consult section "12. Detailed description of stored data" below.

2. Log data

• Veeting Rooms 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. Veeting can publish anonymous statistics under the condition that no personally identifiable information can be derived from such statistics. Veeting does not use any third party service provider to produce statics, e.g. we do not use Google Analytics or similar third party services.

3. Cookies

• When you use the Veeting Rooms it 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. Veeting Rooms uses cookies to track usage, to improve ease-of-use and the overall user experience.

4. Outdated and completed meetings

• You can delete outdated, completed or any other of your meetings manually at any time using the admin link or the account management tools. When deleting a meeting, that meeting's information will be deleted from the Veeting Rooms databases. Furthermore, free meetings are automatically deleted after the meeting ended.

5. Inactive accounts

• Veeting can delete user-accounts if they remain inactive (i.e. not accessed) and not payed for 6 month or longer.

6. Unauthorized access

• Veeting implements several mechanisms to prevent unauthorized access to meetings, accounts, or other data.
• To access a meeting, you use the unique link which the Veeting Rooms provide and which contains a random access code. This link is an important element to prevent unauthorized access to a meeting. You should send this link only to authorized people, i.e., the people you wish to participate in your meeting.
• User-accounts are protected by passwords. You should choose a secure password and ensure its confidentiality to prevent unauthorized access to your account.

7. Invitations from the Veeting Rooms

• As an option, you can contact and invite people to participate in a meeting from the Veeting Rooms account. In this case, the Veeting Rooms need to know the e-mail addresses of the people to be contacted. You can enter these e-mail addresses in the corresponding form. Veeting Rooms stores these e-mail addresses in your user-account for your convenience; The Veeting Rooms will be able to offer you the same contacts again next time you use the service. You can have Veeting Rooms delete all stored e-mail addresses at any time using the corresponding function in your user account.
• Like all other personal information, Veeting will not share participants' e-mail addresses with third parties. Veeting will not send any e-mail communication to participants' e-mail addresses without your consent or the consent of the participants with one exception: if a participant of a meeting fills in the optional e-mail field Veeting Rooms sends the meeting summary to that e-mail address after the meeting.

8. Communication between you and Veeting

• If you send Veeting a message, this message can be stored to process it, to compile statistical information, to improve our services and support, or to get in touch with you.

9. Payment processing

• Veeting uses the Swiss payment provider Datatrans for all payments. Veeting sends your email address and a unique identification number to Datatrans during the payment process.

10. Location of data

• The Veeting Rooms databases and servers are located in Switzerland.

11. Sharing personal information

• Veeting uses personal information according to the Terms of Service and this Privacy Policy.
• Veeting may share personal information with Swiss government agencies, other companies or individuals only in the following limited circumstances:
  1. Veeting has your consent;
  2. Veeting has good faith that there is a legal obligation to share the data;
  3. Veeting needs to access or share the data to protect the security of Veeting Rooms or of other users' data;
  4. Veeting needs to access or share the data to protect Veeting's rights and property or to enforce the Terms of Service

12. Detailed description of stored data

Meeting organizer data stored in the system

This data is stored for as long as the account is paid for. Once the account becomes inactive (not paid anymore) the data is retained for 360 days in case the user decides to re-activate the account. After that the data, including “Meeting Data” is completely removed from the system.

The system only stores the most current values of these data sets.

Data set	Required?	Reason for storing this data set
Freely selectable account name	Yes	To identify an account by a name. Only applicable if the meeting organizer is also the account admin.
Company name	No	Only for billing purposes, will appear on invoices
First and last name of the meeting organizer	Yes	The name of the meeting organizer is shown in the meeting invitation that this meeting organizer sends through the system
Email address	Yes	The email address is used as the login user name. It also acts as a reply-to address for meeting invitations and summaries, etc, sent by that user
Password	Yes	The password is stored slated and hashed, required to log in to the system
Description/comment	No	To add an internal comment to this customer.
Filter for network connections	No	The user can add network filters to prevent media traffic to be routed through internal VPN networks
Information about account-specific logo and colors	No	The user can upload a logo and define colors. The logo and colors are displayed during meetings organized by that account.
Preferred language of the user interface	Yes	The preferred language is stored to display the user interface in that language. It is also used to identify the language used in meeting invitations and summaries.
Timezone	No	Required to display additional timezones times in the meeting invitation
Permissions template for meeting	No	Permissions allow the user to restrict access to meeting room features.
Address book (List of email addresses)	Yes	Every email address used to send a meeting invitation is stored in the users address book. The address book is used for the “forward typing” feature when scheduling a meeting. Each email address can be deleted by the session organizer at any time. The email addresses in this address book are not used for any other purpose.
Documents	No	Documents uploaded by the meeting organizer. Can at any time be irrevocably deleted by the meeting organizer.
List of all planned and future meetings	Yes	To allow access to the meeting room. For details, see “Meeting data”. Can at any time be irrevocably deleted by the meeting organizer.

Participant data stored in the system

The data is stored for as long as the “Meeting data stored in the system” is stored in the system, see below.

Data set	Required?	Reason for storing this data set
Name	Yes	The name will be visible to all other meeting participants of this meeting. It will also appear in the chat history next to any chat message that was sent. The name will also appear in the “Connection Statistics”
Email address	No	To send the meeting summary at the end of the meeting

If a participant participates in several meetings, no connection is made between the different meeting sessions. We do not track meeting participants across multiple meetings

Meeting data stored in the system

During the session all data filled in by participants (chat messages, uploaded documents, etc) are stored. The meeting organizer has access to all these data, except the private notes of other participants in the “Past Meetings” section of the administration control panel. The meeting organizer can delete meetings and all related data at any time. The Meeting Organizer can also configure the system to automatically delete past meeting data after a certain period of time.

Data set	Required?	Reason for storing this data set
Topic of the meeting	Yes	Required for the meeting invitation and summary as well as to identify meetings in the list of upcoming and past meetings
Meeting agenda	No	The agenda of the meeting.
Start date and time	Yes	Required to schedule a meeting and send a Calendar invitation.
Invited persons: list of email addresses	No	The list of participants are required to send meeting invitations and invitation updates.
Meeting password	No	The meeting can be protected by a password. If a password was set we require it to compare it with passwords entered by meeting participants prior to joining that meeting
Documents and files	No	Before and during the meeting the organizer and the participants can upload documents to be shared among all other participants. The system sends out a meeting summary with all the documents after the meeting to all meeting participants that have provided their email address.
Whiteboard drawings	No	Users can draw on the white board. These drawings are shared among all other participants. The system sends out a meeting summary with all the drawings after the meeting to all meeting participants that have provided their email address.
Chat messages	No	Users can chat in a group chat or individually between participants. The system sends out a meeting summary with the group chat after the meeting to all meeting participants that have provided their email address.
Meeting minutes	No	Users can write the meeting minutes during the meeting. The minutes are shared among all participants during the meeting. The system sends out a meeting summary with the meeting minutes after the meeting to all meeting participants that have provided their email address.
Private notes	No	The user can take private notes during the meeting. The system sends out a meeting summary including this private notes to the author of the notes, give that the author has provided an email address.

After the meeting, the meeting data is automatically sent by email to all participants as a meeting summary.

Connection statistics data stored in the system

During the meeting the system collects connection statistics of the participants. These connection statistics are stored exclusively for technical support purposes and are automatically deleted after 14 days.

1. Operating system (name, version)
2. Browser (vendor, type, version)
3. Effectively used bandwidth and network statistics (round trip time, jitter, packet loss), every 15 seconds
4. Type of connection (audio only or video)
5. Connection errors
6. System and software errors
7. Name of the participant, to easily identify the connection and find potential problems with a connection, upon user request.

13. Changes

• Veeting reserves the right to update this Privacy Policy at any time. The most current version of this policy is available at https://www.veeting.com/privacy.