Privacy Policy

1. Introduction

Tibera LLC ("Company," "we," "us," or "our"), operating as "MeetingRoomHQ," is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our meeting room booking platform, including our website and related services (collectively, the "Service").

By accessing or using MeetingRoomHQ, you consent to the data practices described in this policy. If you do not agree with our policies and practices, please do not use our Service.

2. Information We Collect

We collect several types of information from and about users of our Service:

Information You Provide to Us

• Account Information: Name, email address, and password when you create an account
• Company Information: Company name, office locations, and meeting room configurations
• Booking Data: Meeting room reservations, booking times, meeting titles, and attendee information
• Communications: Information you provide when contacting us for support

Information Collected Automatically

• Device Information: IP address, browser type, operating system, and device identifiers
• Usage Data: Pages visited, features used, booking patterns, and interaction data
• Log Data: Access times, error logs, and referring URLs

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our meeting room booking Service
• Process and manage room reservations
• Send booking confirmations, calendar invites, and reminders
• Communicate with you about service updates, changes, and support requests
• Monitor and analyze usage patterns to improve user experience
• Detect, prevent, and address technical issues and security breaches
• Comply with legal obligations and enforce our Terms of Service

4. Legal Basis for Processing

We process your personal information based on:

• Contract Performance: To provide the services you have requested
• Consent: Where you have given explicit consent for specific processing
• Legitimate Interests: For our business operations, security, and service improvement
• Legal Obligations: To comply with applicable laws and regulations

5. Information Sharing

We do not sell your personal information. We may share your information in the following circumstances:

• Within Your Organization: Booking information is visible to other members of your company workspace as necessary for the service to function
• Service Providers: With third-party vendors who assist in operating our Service, including hosting providers, email delivery services, and analytics providers
• Legal Requirements: When required by law, subpoena, or other legal process, or to protect our rights, privacy, safety, or property
• Business Transfers: In connection with a merger, acquisition, reorganization, or sale of assets
• With Consent: When you have given explicit consent to share information

6. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to:

• Essential Cookies: Maintain your session and authentication state
• Functional Cookies: Remember your preferences and settings
• Analytics Cookies: Understand how our Service is used to improve it

You can control cookie settings through your browser preferences. We honor Global Privacy Control (GPC) signals as valid opt-out requests. Note that disabling certain cookies may affect the functionality of our Service.

7. Data Security

We implement appropriate technical and organizational security measures to protect your personal information, including:

• TLS/SSL encryption for data in transit
• Encryption of sensitive data at rest
• Secure password hashing
• Access controls and authentication requirements
• Regular security assessments

However, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security of your data.

8. Data Retention

We retain your personal information as follows:

• Account Information: Retained for as long as your account is active, plus a reasonable period after deletion
• Booking Data: Retained for 2 years for historical reference and analytics
• Usage Data: Typically retained for 2 years
• Communications: Retained as needed for support and legal purposes

9. Your Rights

Depending on your location, you may have the following rights:

• Access: Request a copy of your personal data
• Correction: Request correction of inaccurate personal data
• Deletion: Request deletion of your personal data
• Portability: Request transfer of your data to another service
• Objection: Object to or restrict certain processing of your data
• Marketing Opt-Out: Unsubscribe from marketing communications

To exercise these rights, please contact us at privacy@meetingroomhq.com.

10. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

• Right to Know: What personal information we collect, use, and disclose
• Right to Delete: Request deletion of your personal information
• Right to Correct: Request correction of inaccurate information
• Right to Opt-Out: Opt out of the sale or sharing of personal information
• Right to Limit: Limit use of sensitive personal information
• Non-Discrimination: Not be discriminated against for exercising your rights

We do not sell personal information as defined under CCPA/CPRA.

11. State Privacy Rights

Depending on your state of residence, you may have additional privacy rights under state law. The following states have comprehensive consumer privacy laws that may apply to you:

Virginia, Colorado, Connecticut, Utah, Texas, Oregon, Montana, Delaware, Iowa, Nebraska, New Hampshire, New Jersey, Tennessee, Minnesota, Maryland, Indiana, Kentucky, and Rhode Island.

If you are a resident of one of these states, you generally have the right to:

• Access: Confirm whether we process your personal data and obtain a copy
• Correction: Correct inaccuracies in your personal data
• Deletion: Delete your personal data
• Portability: Obtain your data in a portable, readily usable format
• Opt-Out of Sale: Opt out of the sale of your personal data (we do not sell personal data)
• Opt-Out of Targeted Advertising: Opt out of targeted advertising (we do not engage in targeted advertising)
• Opt-Out of Profiling: Opt out of profiling in furtherance of decisions that produce legal or similarly significant effects
• Non-Discrimination: Not receive discriminatory treatment for exercising your rights

How to Exercise Your Rights

To submit a privacy request, contact us at privacy@meetingroomhq.com or call (917) 382-2726. You may also designate an authorized agent to make a request on your behalf.

We will respond to verifiable consumer requests within 45 days. If we need additional time, we will inform you of the reason and extension period in writing (up to an additional 45 days).

Right to Appeal

If we decline to take action on your request, you have the right to appeal our decision. To appeal, contact us at privacy@meetingroomhq.com with the subject line "Privacy Request Appeal." We will respond to appeals within 60 days. If your appeal is denied, you may contact your state's Attorney General to submit a complaint.

Universal Opt-Out Mechanisms

We honor Global Privacy Control (GPC) signals and other universal opt-out preference signals as valid requests to opt out of the sale or sharing of personal information where required by law.

12. Sensitive Personal Information

We do not intentionally collect sensitive personal information such as:

• Social Security numbers or government identifiers
• Financial account information (bank accounts, credit card numbers)
• Precise geolocation data
• Racial or ethnic origin
• Religious or philosophical beliefs
• Biometric data for identification purposes
• Health information
• Sexual orientation or sex life information

If you believe we have inadvertently collected sensitive personal information, please contact us immediately so we can delete it.

13. International Data Transfers

MeetingRoomHQ is based in the United States. If you access our Service from outside the United States, your information may be transferred to, stored, and processed in the United States where our servers are located. By using our Service, you consent to the transfer of your information to the United States.

14. Data Breach Notification

In the event of a data breach that compromises your personal information, we will notify affected users and relevant authorities as required by applicable law. Notifications will include information about the breach, steps we are taking, and recommendations for protecting yourself.

15. Third-Party Services

Our Service may contain links to third-party websites or integrate with third-party services (such as calendar applications). We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal information.

16. Children's Privacy

MeetingRoomHQ is a business service not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take steps to delete such information promptly.

17. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page, updating the "Last updated" date, and where appropriate, notifying you by email. Your continued use of the Service after changes constitutes acceptance of the updated policy.

18. Dispute Resolution

Any disputes arising from this Privacy Policy will be resolved in accordance with our Terms of Service, including the dispute resolution and arbitration provisions contained therein.

19. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us: