What we hold, and what you can do about it

In effect from 5 October 2026

1. Who this is about

Meetowt is a company workspace — email, chat, meetings, calendar, files and staff records — sold to a business. Beside it are two things sold to nobody: a free personal profile that anybody aged 16 or older may keep with their own email address, and the job applications people send to companies that use Meetowt.

Meetowt is a company in the process of being formed. Its registered name and address will be written here when it is, and nothing else in this notice changes when that happens. Until then you can reach us about anything in it at info@meetowt.com.

That means there are several different relationships in this document and they are governed differently:

• Your company's data, and your staff's. Your company decides what goes in and who may see it. We hold it and run the machinery. In data-protection language your company is the controller and we are the processor. We do not decide what to do with your staff's records; you do.
• Your own dealings with us. Signing up, being invoiced, writing to support. Here we decide, so we are the controller.
• Your personal profile, if you make one. You make it yourself at my.meetowt.com, and no company stands between us, so we are the controller. See section 2.4 and the terms for personal profiles.
• An application you send to a company. The company you apply to decides what happens to it; we keep it for them, inside their workspace. See section 2.5.

Written enquiries about this document, or about any data we hold, go to info@meetowt.com and are answered by a person.

2. What is actually stored

2.1 What your company puts in

Whatever your workspace is used for. In practice that is:

• People: name, work address, username, job title, department, staff number, start date, telephone number if given, and a photograph if one is uploaded.
• Work: attendance and hours, leave and its approvals, shifts and swaps, tasks, tickets, notes and checklists.
• Employment records: notes, warnings and their history, where your company chooses to keep them here.
• Content: mail in the mailboxes, chat messages, calendar entries, uploaded files and documents.
• Working records the system keeps by itself: an audit trail of administrative actions, and a record of when somebody was last active, so the workspace can show who is in today.
• New Signatures: when your company sends a PDF to be signed, Meetowt keeps the signature that was drawn or typed, the time of each step, and, for a person outside the company who signs from an emailed link, the network address and browser they used at that moment. It is kept so the signature can be shown to be theirs, for as long as the request and the signed copy are kept by your company.

Some of that is sensitive — a warning on somebody's record, or a sick day. It is held under the same rules as everything else and shown only to the people your company's own settings allow.

2.2 What we collect ourselves

• What you typed when you signed up: company name, your name, your email address, the domain you asked for, and how many people you said you had.
• Billing details, where you are paying for a workspace. We do not hold card details at any point: the payment is handled by Paddle, who are named in section 5. Nobody is being charged yet, and this was written down before anybody is.
• What you write to us, and what we write back.
• Server logs: the address a request came from, the page or route asked for, the time, and the answer given. They exist to keep the service running and to investigate abuse.

2.3 A page you choose to publish

If you work at a company that uses Meetowt and switch on your public profile, we copy onto a page at meetowt.com/in/ followed by the address you chose: your name, and the headline, "about", place, skills, languages and links you wrote; your role and employer from your company's records; how many colleagues vouched for each skill (not who); your photo if you chose it; and the endorsements whose writer allowed them to be public and that you chose to show.

Anybody with the address can read it, and search engines and AI services may find it, read it and list it. Meetowt has no directory or search of these pages, but a page that is on is public. You can switch it off at any time, and the copy is deleted when you do — not hidden — though a search engine may take a while to forget it. Your company can switch every page at the company off, and leaving the company takes yours down. Private endorsements, endorsements you have not shown, your mail address, your login and anything else in your workspace are never on it.

2.4 If you have a personal profile

Anybody aged 16 or older may make a free personal profile at my.meetowt.com with their own email address. We keep:

• your email address and the name you give us;
• that you confirmed you are 16 or older, and when, and which version of the terms for personal profiles you accepted;
• what you write on your profile — headline, "about", place, skills, languages, the roles and companies you list, links, and your photo if you add one;
• the applications you send from it (below), and, if you link your profile to a work account at a company that uses Meetowt, the link itself: which company, which account there, and when its records say you started.

Your password is held by our sign-in service and never seen by us in plain form. We send you one message when you sign up, to confirm the address and set the password — another only if you ask for it again — and nothing you did not ask for. So that nobody can use the form to fill somebody else's inbox, we count those messages: by the connection they were asked from, which we hold for an hour, and by the address they go to, which we hold for a day only as a code made from it, never the address itself. Neither is kept with your profile.

Nothing of it is public until you switch your page on. Then we copy your name and what you wrote — your photo only if you choose — to a page at meetowt.com/in/ followed by the address you chose, and, only if you linked a work account and chose to show them, the line saying you work there and since when, and your colleagues' public endorsements. Anybody with the address can read the page, and search engines and AI services may find, read and list it. Your email address, your account and your age are never on it. Switching the page off deletes the copy.

When you apply for a job from your profile, the company you apply to receives your name, your email address, your profile as it was when you pressed Apply, a note if you write one, and your CV if you attach one; from then on it is an application as described in section 2.5. While it is open you can withdraw it from My applications, which removes your details, your profile and your CV from that company's Meetowt: it keeps only a note that an application for that role was withdrawn, and when. My applications says where each one stands in three words — sent, being looked at, closed — and says "closed" only where the company has chosen to.

Deleting your account deletes your profile, your page, your sign-in and every application you sent from it — at every company, CVs included — straight away. We use this information only to run your account, your page and your applications. Our lawful basis is our contract with you (Article 6(1)(b) GDPR).

2.5 If you apply for a job at a company that uses Meetowt

Some companies that use Meetowt advertise their open roles on their own careers page, and may list them on meetowt.com/jobs. When you apply, what you send goes to that company: your name and email address; a phone number, a link and a note if you give them; and your CV. The company decides what happens to your application. We keep it for them, inside their workspace, where only the people that company has chosen to handle hiring can read it — nobody else there, and nobody at any other company. We do not email you about it, we do not use it for anything else, and we do not sell it or pass it on.

It is kept for twelve months from the day you apply and then deleted, CV and all; copies in our backups are gone within about three weeks after that. While we count how many applications arrive from one connection, we hold the address it came from for an hour; it is not kept with your application. meetowt.com/jobs shows only what a company chose to publish about a role, never anything about the people who applied.

To see, correct or remove your application before then, write to the company you applied to — or to help@meetowt.com, and we will pass it on. If you applied with a personal profile you can also withdraw it yourself (section 2.4).

3. Why we hold it

To run the workspace you are paying for, to bill you, to answer you when you write, and to keep the service secure and available. Nothing else.

We do not sell it. We do not share it with advertisers. We do not use the contents of your mail, files, chat or staff records to train any model, ours or anybody else's. Nobody at Meetowt reads your content as a matter of routine — see section 8 for the narrow circumstances in which a person here can reach it at all.

4. Where it lives

On one server in Europe, rented from an established European hosting company. Your data does not leave the European Union in the ordinary course of running the service, with two exceptions named in section 5: the notification email Google delivers for us, and the optional help with writing emails, which sends the text somebody asks it about to Anthropic in the United States — and only once your company has switched it on.

If you need to know exactly who hosts it and where — some companies do, and their own auditors ask — write to info@meetowt.com and we will tell you.

Your company's data is kept apart from every other customer's inside that server, and the separation is enforced by the database itself rather than only by our code — the rule travels with the data, so a mistake in an application query cannot quietly return somebody else's rows.

5. Who else touches it

As few as possible, and each for one job:

• Our hosting company (European Union) — the server itself and the disks under it. Named on request; see section 4.
• Google — notification email only. When the system needs to send you something operational (a sign-in handover, a confirmation link, a report that something is broken) it hands that one message to Google's mail service to deliver. Your own mail does not go through them. Mail to and from your company's addresses is held on our server.
• Let's Encrypt — issues the certificates that make the padlock work. It sees hostnames, never contents.
• Anthropic (United States) — only if your company switches on help with writing emails, which stays off until an administrator turns it on. When somebody presses one of its buttons, the draft they asked about goes to Anthropic's model — with the message being answered, when the help is for a reply — and a suggestion comes back; pressing Summarise in Mail sends the sender, subject, date and preview line of the messages being summarised, never a whole message and never an attachment. Nothing else goes, and Anthropic do not train their models on it.
• Paddle (Paddle.com Market Ltd and its group) — the payment company, for when charging starts. Paddle is the seller of record: they take the payment, handle the tax wherever you are, and send the receipt, so your card details go to them and never to us. They see what you buy, what you pay and the billing details you give them at the checkout. They see nothing inside your workspace. Nobody is being charged yet — they are named here now because this notice said they would be named before anybody is. See section 6 of the terms.

If that list changes we will say so here before the change takes effect.

We will hand data to a public authority only where the law actually requires it. If we are permitted to tell you that has happened, we will.

6. Cookies and tracking

This website sets no cookies at all and keeps nothing in your browser — no advertising, and no other company's scripts. Nothing on these pages is loaded from another company's server, so no one else learns that you visited. That is why there is no consent banner: there is nothing stored on your device to ask about.

We do count visits, with software we run ourselves. The pages of this website carry a small script from Umami, free open-source software that runs on our own server at meetowt.com — what it counts goes nowhere else, and Umami's makers receive nothing. For each page opened it records which page it was, the page you came from if your browser said, the kind of browser and system, the size of the screen, your language, and the country, region and city your internet address is in, looked up from a database on our own server. It also counts when somebody presses Get started, Start a workspace or Make my profile, and which of the three it was.

Your IP address is not stored. It is used as the request arrives, to look up that place and to tell one visitor from another for counting: the visitor is a one-way fingerprint of the address and browser details, mixed with a value that changes every day and with a secret key that stays on our server. So the same person on two different days is two unrelated fingerprints, and a fingerprint cannot be turned back into an address. If your browser tells sites not to track it (Do Not Track), we do not count you at all. Not counted, ever: the workspace itself, my.meetowt.com, personal pages under meetowt.com/in/, and the pages that carry a one-time link.

Inside the workspace itself, and at my.meetowt.com where personal profiles live, there are only the cookies that sign you in and keep you signed in between pages. They are strictly necessary, they are not shared, and they are not used to follow you anywhere.

7. How long it is kept

• While you are a customer: as long as you keep it. Deleting things is your decision, not ours.
• Deleted files: recoverable for 30 days, then permanently removed. This exists because deleting the wrong contract is a weekly event.
• Backups: taken nightly and kept on a rolling basis, so something deleted may persist in a backup for a short period after it is gone from the workspace.
• When you leave: see section 9.
• A page on meetowt.com/in/: until it is switched off — by you, by your company for everybody there, or by leaving the company — and then the copy is deleted at once.
• A personal profile: until you delete it. Deleting it takes your profile, your page, your sign-in and every application you sent from it, at every company, with it straight away.
• A job application: twelve months from the day it was sent, then deleted with its CV. One sent from a personal profile and withdrawn before then keeps nothing about you from the moment it is withdrawn. Copies in backups are gone within about three weeks after either.
• Counts of visits to this website: two years, then deleted — see section 6.
• Server logs: kept short-term for security and troubleshooting.
• Invoices: kept as long as tax law requires.

8. Your rights

If you are a member of staff at a customer, your first stop is your own employer — it is their workspace and their decision what is kept in it. Write to us and we will help them help you; we will not go behind them and change their records on our own initiative.

If you have a personal profile, you can do most of this yourself at my.meetowt.com: your profile shows what we hold, switching your page off deletes it, withdrawing an application removes what you sent, and Delete my account removes everything at once. If you applied for a job, write to the company you applied to, or to help@meetowt.com and we will pass it on.

Whoever you are, you can ask us to:

• tell you what we hold about you,
• give you a copy of it,
• correct it where it is wrong,
• delete it, where we are not required to keep it,
• stop doing something we are doing with it.

Access on our side is limited to what running the service needs. An operator here can see which companies exist, how many people are in them and whether things are working. Reaching the contents of a mailbox or a staff record takes a deliberate act on the server, which we do when you ask us to help with something and not otherwise. New Each time one of our own tools does reach it — a copy of your data, your company put back from a backup, a person's mailbox signed in to — the tool writes down when, who at Meetowt and why first, in a list your administrators can read in the app under Admin, Company, Meetowt access, and they are told; it is a promise our tools keep and not a lock on the server, so work done by hand outside them does not appear there unless the person writes the line themselves.

If we get this wrong you are entitled to complain to a data-protection authority.

9. Leaving, and taking it with you

This is a promise made on the front page of this site and it is repeated here so it is binding rather than decorative.

• Ask, and we will give you a copy of everything. Mail, files, staff records, hours, leave — in ordinary formats another system can read.
• Within 30 days of asking.
• No fee. Not for the first copy, not as a leaving charge, not as a condition of staying.

After you have your copy and have confirmed it is complete, we remove your workspace and its data from the live service. If we cannot get an answer from you we ask at least twice, and if we still have not heard 90 days after you left we remove it anyway — holding a former customer's mail and staff records indefinitely is a risk to them rather than a favour. Copies inside existing backups age out on the ordinary backup cycle rather than being surgically removed from archives.

10. Security, said plainly

What is true:

• Everything between your browser and us travels over TLS, and the site refuses unencrypted connections outright. Mail between our server and another company's is encrypted whenever the other server offers it; one that offers no encryption still gets its mail, unencrypted, rather than having it refused.
• Each company's data is separated inside the database, enforced by the database.
• Sign-in is handled by a dedicated identity server with lockout on repeated failures. We never see your password.
• Backups are taken nightly and are restorable — which we test, because a backup nobody has restored is a rumour.

What we will not claim: that we are unbreakable. If something happens that puts your data at risk, we will tell you what happened, when, and what we did — quickly, and without waiting until the wording is flattering.

11. Changes to this document

The date at the top is the version you are reading. If we change something that matters, customers are told directly rather than left to notice a new date.

12. Writing to us

info@meetowt.com. A person reads it.