Data Protection Policy

Last Updated: July 5, 2026

Purpose

MeetIQ is committed to protecting the confidentiality, integrity, and availability of personal information processed through its platform.

This Data Protection Policy establishes the principles, responsibilities, and safeguards that govern how MeetIQ collects, processes, stores, protects, and disposes of personal information while providing appointment scheduling and meeting management services.

This policy applies to all MeetIQ employees, contractors, service providers, and any individual or organisation processing personal information on behalf of MeetIQ.

Scope

This policy applies to all personal information processed by MeetIQ, including information relating to:

  • customers;

  • account users;

  • booking attendees;

  • website visitors;

  • prospective customers;

  • contractors;

  • suppliers; and

  • business partners.

The policy covers information processed through the MeetIQ website, applications, APIs, infrastructure, integrations, customer support systems, and internal business operations.

Data Protection Principles

MeetIQ processes personal information in accordance with the following principles.

Lawfulness

Personal information is processed only where there is a lawful basis for doing so.

Fairness

Individuals are informed about how their information is collected and used through clear privacy notices.

Transparency

MeetIQ seeks to ensure that individuals understand what information is collected, why it is collected, how it is used, and who it may be shared with.

Purpose Limitation

Personal information is collected only for specified, legitimate, and business-related purposes.

Information will not be processed in a manner incompatible with those purposes.

Data Minimisation

MeetIQ collects only the information reasonably necessary to provide the Services and meet legal or contractual obligations.

Accuracy

Reasonable steps are taken to ensure that personal information remains accurate and up to date.

Users may update their account information at any time.

Storage Limitation

Personal information is retained only for as long as necessary to fulfil legitimate business purposes, contractual obligations, or legal requirements.

Security

MeetIQ implements appropriate technical and organisational measures designed to protect personal information against:

  • unauthorised access;

  • accidental disclosure;

  • alteration;

  • destruction;

  • loss;

  • misuse.

Accountability

MeetIQ maintains policies, procedures, and internal controls intended to ensure compliance with applicable privacy legislation.

Categories of Information Processed

MeetIQ may process information including:

  • names;

  • email addresses;

  • business information;

  • booking details;

  • calendar availability;

  • appointment history;

  • customer communications;

  • payment information processed by payment providers;

  • technical logs;

  • usage analytics;

  • authentication records.

MeetIQ does not intentionally collect unnecessary personal information.

Lawful Processing

Where required by applicable law, MeetIQ processes personal information under one or more lawful bases including:

  • contractual necessity;

  • legal obligations;

  • legitimate interests;

  • consent;

  • protection of vital interests.

Data Security

MeetIQ maintains security measures appropriate to the nature of the information processed.

Security measures may include:

  • encrypted communications using TLS;

  • encrypted password storage;

  • role-based access controls;

  • authentication mechanisms;

  • least-privilege access principles;

  • audit logging;

  • secure cloud infrastructure;

  • vulnerability monitoring;

  • software updates;

  • routine backups;

  • disaster recovery procedures.

Security measures are reviewed periodically and updated where appropriate.

Access Controls

Access to personal information is restricted to authorised individuals who require access to perform legitimate business functions.

Access permissions are reviewed regularly and removed when no longer required.

Third-Party Service Providers

MeetIQ may engage trusted third-party service providers to assist in delivering the Services.

These providers may include:

  • cloud hosting providers;

  • payment processors;

  • email delivery providers;

  • analytics providers;

  • customer support platforms;

  • calendar and meeting integrations.

Where appropriate, MeetIQ requires service providers to maintain appropriate security and confidentiality obligations.

International Transfers

Where personal information is transferred internationally, MeetIQ will implement appropriate safeguards where required by applicable law.

Data Retention

Personal information is retained only for as long as reasonably necessary to:

  • provide the Services;

  • maintain customer accounts;

  • comply with legal obligations;

  • resolve disputes;

  • protect legal rights;

  • maintain security;

  • enforce contractual obligations.

When information is no longer required, it is securely deleted or anonymised where reasonably practicable.

Individual Rights

Where required by applicable law, individuals may request to:

  • access their personal information;

  • correct inaccurate information;

  • delete personal information;

  • restrict processing;

  • object to certain processing activities;

  • receive their information in a portable format;

  • withdraw consent where consent is the legal basis for processing.

MeetIQ will respond to valid requests within applicable legal timeframes.

Data Breach Management

MeetIQ maintains procedures for responding to suspected security incidents involving personal information.

Where appropriate, MeetIQ will:

  • investigate the incident;

  • contain the breach;

  • assess potential impact;

  • implement corrective measures;

  • notify affected individuals where required by law;

  • notify regulatory authorities where legally required.

Employee Responsibilities

Individuals with authorised access to MeetIQ systems must:

  • protect confidential information;

  • follow security procedures;

  • use strong authentication practices;

  • report suspected security incidents promptly;

  • access information only where authorised;

  • comply with this policy and related procedures.

Monitoring and Compliance

MeetIQ may periodically review compliance with this policy through internal reviews, security assessments, and operational monitoring.

Appropriate corrective action may be taken where deficiencies are identified.

Policy Updates

This Data Protection Policy may be updated periodically to reflect changes in applicable laws, business operations, security practices, or technology.

Updated versions will replace previous versions from the effective date stated above.

Contact

Questions regarding this Data Protection Policy may be directed to MeetIQ using the contact information provided on the MeetIQ website.

This policy pairs well with your Privacy Notice, but serves a different purpose: the Privacy Notice explains to users how their data is handled, while the Data Protection Policy documents MeetIQ's internal principles and controls for protecting personal information.