Privacy at Meeting Room 365
Meeting Room 365 treats privacy as a design constraint on every plan. It shapes every decision we make, from the services we use to the data we choose not to collect.
How we build and operate today
We hold ourselves to 3 constraints on every release.
Collect Less
The best way to protect data is to not have it. We store room configurations and admin email addresses. Calendar data is fetched in real time and never persisted on our servers. We don't track behavior or build shadow profiles.
Fewer Third Parties
Every external service is a potential data leak. We're actively reducing third-party dependencies, not adding them, and we have removed Google Analytics, Hotjar, and retargeting pixels for self-hosted and EU-hosted alternatives.
Your Controls, Not Ours
You can toggle off all data sharing and internal analytics from room displays in the admin portal. We use diagnostic data for troubleshooting and nothing else. You make the privacy decisions, and we give you the switches.
What we refuse to do
We hold ourselves to this list.
Data Sales
We never sell, share, or provide your data to advertisers or data brokers, whether anonymized, aggregated or in any other form.
Tracking Pixels
We put no tracking pixels in the emails we send. We don't track whether you opened a message, when, or on what device.
Endless Email
We send a handful of emails a year, not one a week. We run no upsell campaigns or re-engagement drips, and we send no feature spam.
Retargeting
We run no retargeting campaigns. We removed Facebook Pixel and Google Ads tracking, so we don't follow you around the web.
Fingerprinting
We use no canvas or device fingerprinting, and no technique designed to identify you beyond a standard session.
Dark Patterns
We don't guilt-trip you when you cancel, hide the unsubscribe link or build a 14-step cancellation flow. Leaving is as simple as arriving.
AI Training
Your calendar data, room configs, and account info are never used to train machine-learning models or AI systems.
Shadow Profiles
If you haven't signed up, we don't have a profile on you. We don't scrape, infer, or collect data about non-customers.
What we took out of the product
Here is each one, with what it did and why it went.
| Service removed | What it did | Why we removed it |
|---|---|---|
| Google Analytics | Website analytics | Replaced with our own analytics. No data sent to Google. |
| PostHog | Product analytics | Removed. Website analytics run on our own service. |
| Hotjar | Session recordings, heatmaps | Unnecessary surveillance of user behavior. Removed entirely. |
| Headway | Changelog widget | Third-party script on every page. Replaced with an internal changelog. |
| Cookiebot | Cookie consent management | Fewer tracking cookies means less need for a consent manager. |
| Facebook Pixel | Ad conversion tracking | We don't run retargeting campaigns. |
| Bing UET | Ad conversion tracking | Same reason. Removed all ad-tracking scripts. |
| External ClickHouse | User analytics hosting | Moved to internal infrastructure. Data stays in-house. |
| Sentry | Error tracking | Removed. Errors go to our own error tracker. |
| Non-EU Storage | Backups, databases, object storage | Moved entirely to the EU region. |
How authentication, deletion, monitoring and cookies work
Authentication
Most customers authenticate via OAuth 2.0 through Microsoft or Google: SSO by default, no separate password. For password-based EWS deployments, auth is handled by Google Firebase. We never store passwords ourselves.
Deletion Is Real
When you delete your account, your data is actually deleted, not soft-deleted and not archived. Configuration data is removed, and calendar data was never stored in the first place.
Internal Monitoring
We're moving log aggregation, error tracking, and monitoring to internal infrastructure, so your data doesn't pass through unnecessary third-party services.
Diagnostic Data Is Optional
Displays can share status like online/offline and occupancy for troubleshooting. Every data-sharing feature has a toggle in the admin portal. Turn it off and we collect nothing.
Cookies
We set only the cookies necessary for authentication and session management, and no third-party tracking or advertising cookies.
Warrant Canary
As of this page's last update, Meeting Room 365 has never received a government request for customer data, a national security letter, or a gag order.
Privacy protections on every plan
We don't reserve these protections for enterprise plans. Every customer gets them.
SSO Included
Single sign-on through Microsoft or Google is included for all customers. We don't charge extra for the security feature your IT team requires.
Public Pricing
Our pricing is on the website. No sales calls, no "contact us for enterprise pricing." Evaluate and purchase without talking to anyone.
Easy Cancellation
Cancel from the admin portal. We make no retention calls, send no reconsider emails and show no countdown timers. The choice is yours.