Privacy Policy
Last updated: 25 October 2026
Who we are
Meeting Manager is provided by PCP Software Solutions Ltd, a company registered in England and Wales (company number 10937923), registered office Church View, Mellor Lane, Mellor, Blackburn, Lancashire, BB2 7JR, England. In this policy "we", "us" and "our" mean PCP Software Solutions Ltd.
Contact: hello@meeting-manager.co.uk. We are registered with the Information Commissioner's Office as PCP Software Solutions Limited, reference ZB176344.
Our two roles
- Our website and trial requests. When you visit meeting-manager.co.uk or ask about a trial, we decide how your details are used. We are the controller.
- Inside the app. Your organisation decides what goes into its Meeting Manager workspace, such as staff names, meeting notes and actions. Your organisation is the controller and we process that data on its behalf as its processor, under our Terms of Service and Data Processing Agreement. If you have a question about that data, please contact your organisation first.
What we collect
- Enquiries and trial requests: name, work email, company, role, country and your message.
- Account details: name, work email, job role, departments and sign-in records.
- Workspace content: meetings, attendance, notes, files, actions, comments and audit history your organisation adds.
- Billing: the company name and billing contact. Card payments are taken by Stripe; we never see or store full card numbers.
- Technical data: IP address, browser and device information and logs needed to keep the service secure and working.
- Support messages you send us from the app.
Why we use it and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Replying to enquiries and setting up trials | Legitimate interests (responding to people who contact us) |
| Providing the service to your organisation | Contract with your organisation |
| Billing and accounting | Contract, and legal obligation (tax records) |
| Security, abuse prevention and rate limiting | Legitimate interests |
| Service emails (password links, reminders, minutes) | Contract with your organisation |
We do not sell personal data, and we do not use it for advertising. We do not send marketing emails unless you have asked for them.
AI features
If your organisation uses AI features (meeting wrap-up and voice dictation), the relevant meeting text or audio is sent to OpenAI to produce the result. It is not used to train OpenAI's models under their API terms.
Who we share it with
We use these suppliers (sub-processors) to run the service:
| Supplier | What for | Where |
|---|---|---|
| Supabase | Database, sign-in and file storage | London, UK (eu-west-2) |
| Vercel | Website and application hosting | USA, with a global edge network |
| SendGrid (Twilio) | Sending email | USA |
| OpenAI | AI wrap-up and dictation, when used | USA |
| Stripe | Payments | UK/EU and USA |
Where data leaves the UK, we rely on the UK International Data Transfer Addendum or the UK Extension to the EU-US Data Privacy Framework, as applicable to each supplier.
How long we keep it
- Enquiries and trial requests: 24 months after our last contact.
- Workspace data: for as long as your organisation's subscription is active. After cancellation or an unpaid trial ends, the workspace is read-only for 30 days and is then deleted. Deleted data may remain in encrypted backups for a short time until those backups expire.
- Billing records: 6 years, as required for UK tax.
Your rights
You can ask for access to, correction of, or deletion of your personal data, or object to or restrict how we use it. For data inside your organisation's workspace, please contact your organisation, and we will help them respond. You can also complain to the Information Commissioner's Office (ico.org.uk).
Cookies
We use only the cookies needed to sign you in and keep your session secure. We do not use advertising or analytics cookies.
Changes
We will post any changes here and update the date above. If a change is significant, we will tell organisation admins by email.