Privacy Policy

Last updated: 2 October 2026

Meet Me At Work (the “Service”) is a meeting room booking system operated by Puresoft Ltd, a company registered in Northern Ireland (company number NI051340) with its registered office at 27 Enterprise House Lisburn Enterprise Centre, Enterprise Crescent, Ballinderry Road, Lisburn, BT28 2BP, United Kingdom. Puresoft Ltd is the data controller for the personal data described in this policy for the purposes of the UK General Data Protection Regulation and the Data Protection Act 2018. This policy explains what personal data we collect, why we collect it, how we use it, and the choices you have. If you have questions, email support@meetmeat.work.

The short version

• We collect the minimum we need to make bookings work: email address, the bookings you make, and a device push-notification token if you install our mobile app. If you choose to connect your Google or Outlook calendar, we also keep encrypted access to it.
• We don’t sell your data, share it with advertisers, or use it for advertising profiling.
• We don’t use third-party analytics or tracking SDKs.
• You can delete your account at any time, in the mobile app or at meetmeat.work/delete-account; the sample organisation we set up for you when you first signed in, if you have one, is deleted with it. If you are the only administrator of any other organisation, you first add another administrator or delete the organisation. An organisation’s administrator can delete the organisation and its data from the customer portal.
• Card payments are handled by a third-party payment provider; we don’t see or store card numbers.

What we collect, and why

Where the data is stored

Your data is stored in Western Europe — our databases, file storage, and backups are located in the European Economic Area or the United Kingdom — using established third-party service providers under appropriate data-protection terms. Requests are served through a global edge network, so a request may be processed at the location nearest to you; the stored data itself remains in Western Europe.

We keep encrypted backups of our database for disaster recovery. Daily backups are retained for 35 days and monthly backups for up to 13 months, after which they are deleted automatically. Data erased at your request therefore also disappears from backups on that rolling cycle.

Card payments are handled by a third-party payment provider; we don’t see or store card numbers. We share your email and organisation details with that provider only so it can process your payments and send you receipts and statements.

What we don’t do

• We don’t use any third-party analytics or tracking services.
• We don’t use advertising identifiers or run ad-targeting cookies.
• We don’t share your data with data brokers or third-party marketing platforms.

Push notifications

The mobile app uses your device platform’s standard push-notification service to deliver booking notifications. The push payloads contain only the data needed to render the notification — typically a room name, start time, and a deep link. The platform handles delivery and does not see your booking detail beyond what we put in the payload.

You can turn notifications off in your device’s settings. Signing out of the app, or revoking a device on the app’s Devices screen, deletes that device’s push token from our database straight away.

Outlook, Teams & Microsoft 365 integration

Meet Me At Work offers an optional Microsoft integration: an Outlook add-in that lets you add a room to a meeting while you compose it, and a pinned Teams and Outlook tab that shows your rooms on one calendar so you can book in place. Both are published by Puresoft Ltd and are covered by this same policy.

How you sign in

Inside Teams and Outlook you can sign in with your existing Microsoft session (single sign-on). Everywhere else — and as a fallback inside Teams and Outlook — you sign in with a one-time link we email to your own mailbox, where possession of the mailbox is the proof of identity, or with Sign in with Google (described below). Either way there is no separate password to create, and we never receive your Microsoft or Google password.

What the add-in and tab access

• The meeting you’re composing. When you add a room to a meeting you’re composing in Outlook, the add-in sets the room as the location and aligns the start and end time on that meeting. It can reach only the item you have open, not your other messages or mailbox content.
• Your own calendar (optional). This switches on for your organisation when its Microsoft 365 administrator grants the permissions Meet Me At Work asks for, using Request permissions in the customer portal. It also switches on, for an organisation that has never had it switched on or off, when one of its administrators first connects their calendar through another organisation that uses it. From then on, the add-in and the tab connect your own calendar the next time you open them; there is nothing for you to switch on. The next section describes what the connection does.

What the calendar connection does

With the connection in place, Meet Me At Work acts as you in Microsoft 365, within what your own Microsoft account can already do:

• It reads your own calendar. We read the meetings in your calendar — their titles, times, locations, attendees, online-meeting links and your response — for the next 60 days, and for the dates you look at in the tab; when you open one of your meetings in the tab to change it, we also read its description. We use them to show your meetings beside your room bookings in the tab, and to keep the two in step: to link a room booking to its meeting, free the room when you delete the meeting, and follow the meeting when you change its title or time. Microsoft can notify us when your calendar changes, and we also check it on a schedule, so this carries on while the add-in and tab are closed. While the add-in is open, it reads the same 60 days itself and sends us each meeting’s title, times and identifier for the same matching. We keep only what links a room booking to its meeting, and the title and time we copy onto that booking; nothing else from your calendar is stored.
• It writes to your calendar. When a room is booked in your name outside Outlook — on a room’s booking page, in the mobile app or in the customer portal, or when a request or hold becomes a booking — we add it to your Outlook calendar. When you book a single meeting yourself, or your delegate books it for you, the entry carries its attendees and Microsoft sends them the invitation from your mailbox. Bookings someone else makes for you, bookings over several dates, bookings in sample organisations or the public demo rooms, and bookings with more attendees than the room seats are added with no attendees, and Meet Me At Work emails the attendees instead. If you or your delegate change the attendees of a booking one of you made — signed in, on the booking page, in the mobile app or in the customer portal — we put the new list on that entry and Microsoft sends the invitation to anyone on it who has not had one; if someone else changes them, the entry is left as it is and Meet Me At Work emails the people added. If a meeting whose attendees Microsoft invited is cancelled or moved to another time using the booking’s own link, which is sent to its organiser, we cancel or move that entry too, and Microsoft tells its attendees. When you build a meeting in the tab, we create it in your calendar with the attendees you choose, and a Teams link if you ask for one, and Microsoft sends them the invitations. From the tab you can also change or cancel your own meetings and reply to invitations. When a booking we added is changed or cancelled — on a room’s booking page, in the mobile app, in the customer portal or in the tab — we update or remove its entry, within the limits above.
• It looks up people. As you type an attendee in the tab, we search the people you work with and your organisation’s directory for matching names and addresses. We also show attendees’ profile photos and check their free/busy times so you can see who is available. None of this is stored.
• It reaches calendars you manage for others. If you have delegate access to someone else’s calendar, you can book a room on their behalf, and we add or change the meeting in their calendar.

Separately, while your calendar is connected and our Teams app is installed for you, booking notifications can reach you in the Teams activity feed instead of by email. Our app sends these with its own Teams permission, not as you.

Keeping this access secure

The access Microsoft grants is stored encrypted, with a key derived for your account alone, and the master key needed to decrypt it is not kept in our database. It is used only for the features above, never to read your email, and we never receive or store your Microsoft password.

Disconnecting

You can press Disconnect under Your Outlook calendar in the customer portal (Account & Billing, Organisation Settings), beside Outlook calendar under Connected accounts in the mobile app, or beside Outlook calendar in the menu that opens from your organisation’s name at the top of the Outlook add-in and the Teams tab. We then delete the access we store and ask Microsoft to stop telling us about changes to your calendar. The add-in and the tab stop connecting and reading your calendar until you press Connect Outlook calendar in the portal or Connect in the app, the add-in or the tab. Entries we already added stay in your calendar. Microsoft doesn’t let an app withdraw one person’s permission, so the permission your administrator granted stays in place for your organisation; without the stored access, we can’t use it for you.

We also delete the stored access when you delete your account (first asking Microsoft to remove the entries we added for the future bookings that deletion cancels). When an organisation turns the integration off or is permanently deleted, we stop using the stored access for that organisation, and we delete it once no organisation is left using it.

What we receive when you book

When you make a booking through the add-in or the tab, we receive your email address (verified by an emailed link or Microsoft sign-in) and the booking details — room, date and time, and any title or attendee emails you choose to include. This is the same booking data described in the table above, handled the same way.

Trust and visibility

The rooms you can see and book are limited to the organisations you administer and those that recognise your email address — through the lists of addresses and domains, and the invited users, that each organisation’s administrator manages in the customer portal.

Google sign-in & Google Calendar

Meet Me At Work offers two optional ways to use your Google account: Sign in with Google, and a Google Calendar connection that adds the room bookings you make to your own Google Calendar. Neither is required: you can always sign in with an emailed link, and bookings work the same without a connected calendar.

Sign in with Google

When you choose Sign in with Google, we ask Google only for your basic identity: your email address and basic profile. Google tells us your email address, confirms that it has verified that address, and gives us an identifier for your Google account; it may also include your name and profile picture. We use the verified email address to sign you in, exactly as if you had clicked an emailed sign-in link. We don’t use or keep your name or profile picture, and signing in this way gives us no access to your calendar, mailbox, contacts or files.

We record the Google account identifier in our security audit log with the sign-in, where it is kept for 90 days. Nothing else from Google is stored: the tokens Google issues for the sign-in are discarded once your identity has been checked.

What the Google Calendar connection does

If you choose Connect Google Calendar in the customer portal (Account & Billing, Organisation Settings), or Connect beside Google Calendar under Connected accounts in the mobile app, Google asks you to let Meet Me At Work see, create, change and delete events on the Google calendars you own. We accept the connection only if the Google account’s verified email address is the same address you use for Meet Me At Work. It connects your own calendar only, never anyone else’s.

We use that permission for one purpose: keeping a copy of your room bookings in your Google Calendar.

• What we write. When a room is booked in your name — on a room’s booking page, in the mobile app or in the customer portal, or when a request or hold becomes a booking — in an organisation that uses the Google Calendar connection, we add the booking to your primary Google Calendar with its title, the room and site, the date and time, and any agenda you added. The connection switches on for an organisation when one of its administrators connects their own Google Calendar, unless the organisation has switched it off. If the booking is changed or cancelled — on a room’s booking page, in the mobile app, in the customer portal or in the Teams and Outlook tab — we update or remove that entry. The entry has no attendees and no video-meeting link, and Google sends no invitations or notifications about it — Meet Me At Work sends its own booking emails.
• What we don’t do. We don’t read your calendar. We never look at your other events, their details, your free/busy time or anyone else’s calendar, and we only change entries that Meet Me At Work created.

What we store, and how it’s protected

So that your calendar stays up to date when you aren’t using Meet Me At Work, we store the access Google grants us. It is encrypted before it is stored, with a key derived for your account alone, and the master key needed to decrypt it is not kept in our database. Alongside it we keep your Google account identifier, the permissions you granted, and when the access was granted and last used. On each booking we keep the identifier of the calendar entry we created, so that later changes reach the right entry. If a calendar update fails, we log the error Google returns for 90 days to diagnose the fault. Nothing else from your Google account is stored.

Disconnecting

You can press Disconnect in the same places. We then ask Google to cancel our access, and delete the stored access from our database straight away, whether or not Google answers. Calendar entries we already added stay in your Google Calendar until you delete them, and while you are disconnected, changes to those bookings are no longer copied there.

You can also remove Meet Me At Work’s access from your Google Account’s own settings. The stored access then stops working, and the portal and the app show the connection as expired or needing reconnecting, with Disconnect beside the reconnect button, so you can delete the stored copy too.

We also cancel and delete the stored access when you delete your account (first asking Google to remove the entries we added for the future bookings that deletion cancels), and when an organisation you belong to turns the Google Calendar connection off or is permanently deleted, unless another organisation you belong to still uses the connection. Otherwise we keep it until you disconnect.

How we use information from Google

We use information from your Google account only to sign you in and to keep your room bookings in your own Google Calendar. We don’t sell it, use it for advertising, or use it to develop or train AI or machine-learning models, and we don’t share it with anyone apart from the service providers that host Meet Me At Work.

Meet Me At Work’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Cookies

The web Service uses three cookies, all needed for it to work. We don’t use tracking, advertising, or analytics cookies.

• __session keeps you signed in. It expires after a period without use that we set, currently 30 days, and signing out deletes it.
• verified_email is set when you sign in, on your organisation’s own booking address, or when you open a room’s booking page from our mobile app. It lets the booking pages recognise you, show the details of your bookings and let you change them. It lasts up to 30 days from when you signed in.
• edit_tokens is set on a room’s booking page when you make a booking from that browser, or open a booking’s link from one of our emails. It holds a code for each of those bookings, so you can change or cancel it, or check in to a desk, from the same browser. It lasts 90 days.

The mobile app, the Outlook add-in and the Teams tab don’t use cookies: each keeps a sign-in token on your device, which lasts 90 days from when you last used it. The web pages also remember a few display choices in your browser’s storage, such as which organisation and panels you last had open.

Your rights

If you live in the United Kingdom, the European Union, or any jurisdiction with comparable data-protection law, you have the right to:

• Ask what personal data we hold about you.
• Have inaccurate data corrected.
• Have your data deleted (the “right to be forgotten”) — you can delete your account with Delete my account in the mobile app or at meetmeat.work/delete-account, and an administrator can delete their organisation with Delete Organisation in the customer portal.
• Export a copy of your data in a portable format (email support@meetmeat.work).
• Object to processing or restrict it.
• Lodge a complaint with the UK Information Commissioner’s Office (ico.org.uk) or your national supervisory authority.

Children

The Service is intended for use by adults in a workplace context. We do not knowingly collect data from children under 13.

Data breaches

If we discover a personal data breach that is likely to result in risk to your rights and freedoms, we will notify you and the relevant supervisory authority within 72 hours of becoming aware of it, as required by UK GDPR Article 33.

Changes to this policy

If we change this policy in a way that affects your rights, we’ll notify users by email at least 30 days before the change takes effect. Minor wording or clarifications are made silently — check this page’s “Last updated” date to see when it was last revised.