Privacy | Meetings

# Privacy Notice – WebDigiTech Meetings Last updated: 8 October 2026 | Version 1.0 **1. Data Controller** The controller responsible for processing personal data is: Ventsislav Kolev – WebDigiTech Wichheimer Straße 275, 51067 Cologne, Germany Email: info@webdigitech.de Privacy contact: privacy@webdigitech.de Additional information: https://webdigitech.de/impressum. **2. Purpose of Processing** WebDigiTech Meetings is a platform for scheduling, organizing and conducting individual and group online meetings. We process personal data to handle appointment requests, check availability, manage bookings, provide secure meeting links, conduct video meetings and send confirmations, organizational messages and reminders. **3. Personal Data We Process** Depending on the features used, we may process: - name, email address and preferred language; - meeting date, time, time zone and duration; - voluntarily provided meeting topics and messages; - booking, attendance, cancellation and rescheduling status; - individual access identifiers and security-related events; - technical connection data, including IP address, timestamps and browser information; - audio, video and connection data necessary for participation in video meetings. For group bookings, participant information may be provided by the organizer. Participants are informed about the processing no later than when they are first contacted. Guests are not required to create an account. **4. Legal Bases for Processing** We process personal data under Article 6(1) of the GDPR: - Article 6(1)(b): taking steps prior to entering into a contract or performing contractual services, including meeting scheduling; - Article 6(1)(f): legitimate interests in handling general inquiries, ensuring secure communication, preventing misuse and maintaining reliable technical operations; - Article 6(1)(c): compliance with applicable legal obligations. Basic contact information is required to process the requested booking and related communications. Additional information is optional. **5. Service Providers and Data Recipients** The platform may use the following technical services: - 8x8 Jitsi as a Service (JaaS) for video meetings; - Google Calendar for checking availability and managing confirmed appointments; - Turso/libSQL and server infrastructure for technical data storage; - a configured SMTP email provider for sending confirmations, access links and reminders. We limit data transfers to what is necessary for the relevant functionality. **6. Secure Meeting Access** Each meeting has a unique session identifier. Participants receive individual, time-limited access links. Access permissions are validated server-side and may be revoked. Please do not share your personal meeting links with unauthorized individuals. During video meetings, the video service provider processes technical connection and communication data necessary to provide the service. WebDigiTech does not intend to record meetings automatically. If recording functionality is introduced in the future, participants will receive separate information before it is used. **7. Data Retention and Security** Personal data is retained only for as long as necessary for meeting administration, communication, technical security and any required documentation. Afterwards, data is deleted or anonymized unless legal retention obligations or other lawful grounds require further storage. We apply technical and organizational security measures, including protected administrative access, encrypted connections and time-limited participant permissions. Technically necessary cookies or locally stored language preferences may be used to provide requested functionality. **8. International Data Transfers** When external services such as Google or 8x8 are used, personal data may be processed outside the European Economic Area. Where applicable, such transfers rely on appropriate safeguards under the GDPR, including relevant adequacy decisions or Standard Contractual Clauses. Information about the safeguards applicable to specific transfers can be requested through our privacy contact. **9. Your Data Protection Rights** Subject to the conditions of the GDPR, you have the right to access, rectify or erase your personal data, restrict processing, request data portability and object to processing based on legitimate interests. Where processing is based on consent, you may withdraw that consent at any time with effect for the future. You also have the right to lodge a complaint with a competent data protection authority. The relevant authority in North Rhine-Westphalia is the Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen (https://www.ldi.nrw.de). The platform does not carry out solely automated decision-making with legal or similarly significant effects within the meaning of Article 22 GDPR. **10. Further Information** For privacy-related inquiries, please contact privacy@webdigitech.de. Additional information is available at https://webdigitech.de/datenschutz.