1. Who we are
MeetingConfirmed is operated by Outbound Partners Ltd, trading as MeetingConfirmed, company number 15045096 (England and Wales). Registered office: 20 Wenlock Road, London N1 7GU, United Kingdom. ICO registration ZB706778. Contact: privacy@meetingconfirmed.com.
2. Our role
The business that arranged your meeting decides why you are being contacted and is the controller of that relationship. MeetingConfirmed acts on its instructions to send and manage the invite and any recording. For the running of this service itself, meaning security, logs and this website, MeetingConfirmed is the controller.
3. What we hold and where it comes from
- Your name, work email address, company and job title, supplied by the sales team that arranged the meeting.
- Invite responses and calendar status.
- Replies you send to the invite, which we keep so the sales team can answer them.
- Reschedule and cancel actions.
- Who joined each meeting and for how long, which we record from the Teams attendance report.
- For recorded meetings only: the Teams recording and its transcript.
- Technical logs (IP address, user agent, timestamps) when you use links on this site.
4. Why, and the lawful basis
| Purpose | Basis |
|---|---|
| Sending and managing the invite | Legitimate interests of the business that arranged the meeting, in holding a meeting it agreed with you. |
| Reschedule and cancel links | The same legitimate interests. |
| Recording and transcription by Microsoft Teams, only where notice was given in the invite | Legitimate interests. You can object before or at the start of the meeting. Objecting has no effect on the meeting going ahead. |
| Verifying contact details | Legitimate interests in accurate records. |
| Security and logs | Legitimate interests in running the service securely. |
5. Who we share it with
The business that arranged the meeting and its named attendees. And the providers below, which process data on our behalf:
| Provider | Purpose | Region |
|---|---|---|
| Microsoft 365 | Mail, calendar, Teams meetings, recording and transcription | UK tenant, EU data location |
| Cloudflare R2 | Transcript storage | EU jurisdiction |
| Anthropic | Meeting summaries via API; no training on content | See section 6 |
| Railway | Application hosting and database | TODO_RAILWAY_REGION |
| FullEnrich | Verification of business contact details | See section 6 |
No advertising partners. No analytics providers. No sale of data.
6. International transfers
Data is held in the regions stated above. Where a provider processes data outside the UK or the EU, the transfer is made under the UK International Data Transfer Agreement or the EU Standard Contractual Clauses, as applicable.
7. How long we keep it
- Teams recordings and transcripts in Microsoft 365
- A limited period under our retention policy
- Transcript copies and meeting reports
- 24 months from the meeting date
- Invite, RSVP, replies and lifecycle data
- 24 months from the meeting date
- Technical logs
- 90 days
- Client consent records
- Duration of the client relationship plus six years
Deletion is automatic.
8. Your rights
You have the right to access the personal data we hold about you, to have it rectified, to have it erased, to restrict or object to its processing, and to receive it in a portable form. Where we rely on consent, you can withdraw it at any time.
To exercise any of these, email privacy@meetingconfirmed.com. We respond within one month.
You also have the right to complain to the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, ico.org.uk.
9. Security
Data is encrypted in transit and at rest. Access is limited to named staff. Reschedule and cancel links are signed and single-purpose. We hold no credentials and no payment data.
10. Cookies
This site sets no cookies. The reschedule and cancel pages set none either. No consent banner is needed, and none is shown. There is no analytics and no tracking.
11. Changes to this notice
If this notice changes, the new version is published here with a new date at the top. Changes that affect how a recording is handled are also reflected in the invite before the meeting.