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Data protection

Data Protection - Privacy

MeetingSphere is a solution for collaborative web conferencing and online workshops, which is also often used in face-to-face meetings. MeetingSphere provides a set of virtual workspaces in which participants brainstorm, discuss, present and prioritize. By default, all contributions are anonymous. There is no link between participants and their contributions even at the technical level.The MeetingSphere solution has been designed for data economy. User accounts are created and used only for the purposes of licensing and authentication. Meetings which are no longer required and inactive users are deleted automatically. As a matter of principle, activity or user related profiling are not supported. All data of a Meeting Center is owned by the customer and controlled by its appointed administrators. MeetingSphere does not use, analyze, profile or otherwise monetize customer data or share it with anyone.

MeetingSphere is committed to providing all its customers uniformly with the highest levels of privacy. However, since legal frameworks and language differ, please select your geography to read our contractual assurances that apply to you.

Clause 11 of the ‘MeetingSphere Terms and Conditions for the Software Service – United States’* binds the customer (You) and MeetingSphere contractually to the following:

11. Privacy

11.1 Scope. You acknowledge that MeetingSphere provides the Service to You under a shared responsibility model. This clause 11 defines the responsibilities and assurances between You and MeetingSphere regarding Privacy.

11.2 Types of Information Collected. The Service collects a minimum set of Personally Identifiable Information (PII) on Users of the Service, the contributions of Users and circumstantial information as follows:

11.2.1 Personally Identifiable Information (PII). The Service collects Personally Identifiable Information solely for the purpose of authenticating Users at login and their identification in the meeting. This information is limited to (a) first name and surname, (b) email address and (c) organization or department. For the purpose of maintaining User accounts via a centralized directory or single sign on, this information can be extended by a unique identifier such as a personnel number.

11.2.2 Contributions of Users. Contributions are ideas, comments, ratings and file uploads by Participants as well as meeting structures such as agendas and questions by which Licensed Users organize the meeting and guide the work of Participants in the meeting.

11.2.3 Circumstantial information. This is information logged for security auditing purposes such as the IP address from which Users connect or which records were created, accessed or changed. MeetingSphere screens and analyzes these logs solely for the purpose of securing the deployment and protecting the information therein. MeetingSphere deletes logs after 90 days.

11.3 MeetingSphere’s obligations and responsibilities. MeetingSphere implements and maintains technical and organizational measures to adequately protect Your data in accordance with and satisfying the requirements of national and international Privacy laws and regulations.

11.3.1 Processing. The Service processes Personally Identifiable Information and contributions of Users only in so far as it provides the technical functionality by which Your Users enter, change and delete such information. For the avoidance of doubt, MeetingSphere provides an automated software service which is controlled by You. In support of the Service, MeetingSphere creates, restores and deleting backup copies of the Meeting Center database, creates, stores and deletes Audit logs and records licensing information in the MeetingSphere Store.

11.3.2 Storage. Information collected by the Service is stored in encrypted format only in the agreed geography from where information will be transmitted to Users directly in encrypted format. For the avoidance of doubt: Meeting-Sphere will not store Your PII or any other content of your Meeting Center outside the agreed location. By default, MeetingSphere will host the Meeting Centers of U.S. customers in its American data center (Virginia). If You instruct MeetingSphere to host Your Meeting Center in a jurisdiction outside the United States, the assurances of this clause 11 survive except for assurances regarding American jurisdiction at the point of storage.

11.3.3 Disclosure of collected information. MeetingSphere will not disclose or transmit Information that has been collected by the Service to anyone, unless required by law following due legal process.

11.3.4 Sub-processing. MeetingSphere’s provisioning of the Service rests on the infrastructure services of Amazon (AWS) who acts as a sub-processor under MeetingSphere’s control. MeetingSphere will inform You of any changes of sub-processors.

11.3.5 Personnel. MeetingSphere warrants that personnel entrusted with processing Your data has been vetted and instructed on Data Protection and the principle of data secrecy.

11.3.6 Encryption. MeetingSphere warrants that information is stored and transmitted to Users only in encrypted format.

11.3.7 Use by MeetingSphere. MeetingSphere makes no use of information collected by the Service other than to keep track of the personal licensing and unlicensing of individuals as Host or Pro-Host and to provide information to these Users regarding their new or changed role. For the avoidance of doubt: MeetingSphere does not profile use patterns, User contributions or PII or related information for any purpose and will prevent any third party from doing so.

11.3.8 Other systems. Information collected by Your use of the Service is held (a) in a dedicated Meeting Center in-stance with dedicated database, (b) backups of that database and (c) the MeetingSphere Store. The MeetingSphere Store is located in Dublin, Ireland, and holds the names and email addresses only of personally Licensed Users, Subscription Administrators and Licensors. MeetingSphere maintains licensing information as part of its business records in compliance with legal requirements and good commercial practice.

11.3.9 Deletion. MeetingSphere deletes Your Meeting Center and its database including all backup copies automatically at the end of the Grace Period or on Your written order. MeetingSphere will also delete backup copies of Your Meeting Center on your written order should this be required for You to comply with deletion requests. For the avoidance of doubt: After such deletion no copies of Your information shall survive, and You accept that such information cannot be subsequently restored.

11.3.10 Use statistics. To improve its product, MeetingSphere keeps anonymous statistics on the use of system components. These statistics do not allow for disaggregation to the level of individual Users or groups of Users.

11.3.11 Notification of breaches. MeetingSphere will inform you without undue delay of any material breach of the regulations for the protection of Your Personal Data, committed by MeetingSphere, its personnel or third parties. MeetingSphere shall implement the measures necessary to secure the data and to mitigate potential adverse effects on the data subjects and shall agree upon the same with You without undue delay. MeetingSphere shall support You in fulfilling Your disclosure obligations regarding such breaches.

11.3.12 Inquiries by individuals. At your written request, MeetingSphere will assist You in answering an individual’s inquiry related to Your collection, processing or use of that individual’s PII by Your Use of the Service. You and MeetingSphere acknowledge the right of EU individuals to access their Personally Identifiable Information pursuant to the GDPR of the European Union and will grant individuals reasonable access to their PII. In addition, You and MeetingSphere will take reasonable steps to permit such EU individuals to correct, amend, or delete such information that is demonstrated to be inaccurate or incomplete. An EU individual may request to access his or her information, or otherwise correct, amend, or delete his or her information by contacting us at privacy [at]

11.4 Your obligations. While MeetingSphere is responsible for the technical security, availability, confidentiality and functionality of the Service it falls on You to assure that the Service is used in compliance with the principles of data secrecy and the Privacy laws and regulations that apply to you. This obligation includes but is not limited to the following sub-clauses of this clause 11.4:

11.4.1 Collection of Information. You will collect Personally Identifiable Information as defined in clause 11.2.1 only with the User’s consent and/or where You have a legitimate interest or legal basis to do so.

11.4.2 Authentication. You will set and enforce adequate authentication requirements and a separation of roles to protect the PII and contributions of Your Users. 

11.4.3 Data economy. You acknowledge that the Service is not a repository for the results and the minutes of meetings and will instruct Your Administrators and Licensed Users to delete Personally Identifiable Information after it has served its purpose and apply the principles of data secrecy and economy through the Service’s automated procedures to remove inactive User accounts and old unused meetings which may hold Participant lists. 

11.4.4 Irregularities. You will instruct Your Administrators that any attempt to circumvent the Service’s protective measures and controls regarding the bulk extraction, profiling or transfer of Personally Identifiable Information is a severe violation of this Agreement and may be a crime.

Definitions of the Terms & Conditions (Extract).

“Privacy Officer” designates the MeetingSphere officer responsible for compliance with MeetingSphere’s contractual and legal obligations regarding privacy, as detailed in Clause 11.

“GDPR” refers to the General Data Protection Regulation of the European Union.

“Grace Period” is the term measured in weeks or months for which a Meeting Center is preserved for renewal after the Meeting Center Subscription has expired.

“Licensed User” means a named individual who has been licensed personally through a User Subscription by the customer’s Subscription Administrators or Licensors to set up and run Meetings as a Host, Leader or Facilitator. Re-assignment of licenses from one individual to another is permitted after they have been held by the Licensed User for a year. Reassignment is also allowed to accommodate natural fluctuations of personnel or changes in individual job definitions. The re-assignment of licenses for sharing a limited number of licenses between a greater number of individuals is a severe breach of this agreement.

“Meeting Center” means the technical meeting environment in which Meetings are planned, executed and stored and for which a Meeting Center Subscription must be purchased.

“MeetingSphere Store” means MeetingSphere’s system used for transactions related to Meeting Center Subscriptions and User Subscriptions and for the provisioning of the Service.

“Personally Identifiable Information (PII)” is information that can be used on its own or with other information to identify, contact, or locate a single person, or to identify an individual in context. The MeetingSphere Service only collects the names, email address and organization of users for the purpose of authenticating users at login and for identifying users in Meetings. MeetingSphere does not store PII beyond its purpose and does not profile it. MeetingSphere does not share PII with anyone unless required by law, subject to due legal process.

* The 'Terms and Conditions for the Software Service - United States' apply to Meeting Center (Cloud) and Managed Server (Cloud). The 'Terms and Conditions for Personal Meeting Centers - United States' differ in the details of technical implementation.