Privacy Policy
How MeetAna collects, uses, protects, and deletes your data.
1. Scope and our role
This Privacy Policy explains how MeetAna collects, uses, discloses, retains, and protects personal data when people visit our website, request a demonstration, communicate with us, create or use a MeetAna workspace, or connect a third-party service to MeetAna. It applies to the MeetAna website, application, support channels, and related services (collectively, the “Service”).
MeetAna is a business-to-business service for wedding studios. The MeetAna entity identified in the applicable order form or service agreement is the controller of personal data used to manage website visits, accounts, commercial relationships, security, support, and our own business operations.
For content a customer places in the Service or makes available through a connected account—including information about couples, guests, vendors, employees, and contractors—the customer ordinarily acts as controller or business and MeetAna acts as its processor or service provider. We process that Customer Content on the customer's documented instructions, as described in this Policy and the applicable agreement.
Customers are responsible for providing any notices, obtaining any permissions, and establishing any lawful basis required for the personal data they direct MeetAna to process. If you are an individual whose data is held in a studio's workspace, that studio is normally the best first contact for a privacy request.
2. Personal data we process
Account and commercial information
We may process names, business contact details, login and authentication information, role and team membership, studio profile information, plan and subscription details, invoices, transaction records, and preferences. Payment card details are handled by the applicable payment provider and are not intended to be stored in full by MeetAna.
Customer Content
Depending on the features a customer enables, Customer Content may include client and vendor contact details; email and message content; calendar events and availability; meeting details, links, transcripts, or notes; wedding dates, locations, participants, files, contracts, invoices, payment status, tasks, decisions, studio rules, preferences, and other context needed to operate the customer's workflows.
Connected-service data
If a customer connects Gmail, Google Calendar, Google Meet, Zoom, WhatsApp, or another supported service, MeetAna receives the account identifiers, authorization tokens, permissions, and content necessary to provide the features the customer enables. The exact permissions requested are displayed during connection. We do not ask customers to provide their third-party passwords to MeetAna.
AI interaction data
We process the prompts, instructions, retrieved workspace context, drafts, summaries, classifications, recommendations, corrections, approvals, and other outputs required to provide AI-assisted features. This may include limited portions of Customer Content relevant to the task being performed.
Website, device, and usage data
Like most online services, our infrastructure may process IP address, browser and device type, operating system, referring page, approximate region, timestamps, pages viewed, feature events, authentication and security events, and diagnostic information. We use this information to deliver the Service, maintain reliability, prevent abuse, and understand product performance.
Sales, support, and feedback data
We process information submitted in demonstration requests, support conversations, service reviews, surveys, and other communications, together with any attachments or workspace examples a person chooses to provide.
3. How we obtain personal data
We obtain personal data directly from customers and users, from the people who communicate with a customer's studio, from connected services a customer authorizes, from a customer's teammates and administrators, and automatically through the operation and security of the Service. We may also receive business contact information from referral partners or publicly available professional sources where permitted by law.
The current marketing Studio Fit Check validates answers in the visitor's browser and does not transmit or persist those answers unless and until the page clearly presents a submission step connected to MeetAna. If that operation changes, this Policy and the just-in-time notice at the form will be updated before the new use begins.
4. Why we use personal data
Where European, UK, or similar data-protection law applies, our legal basis depends on the purpose and relationship. The table below summarizes the principal purposes. A customer may have a separate lawful basis for the Customer Content it instructs MeetAna to process.
| Purpose | Examples | Legal basis where required |
|---|---|---|
| Provide and administer the Service | Create accounts, run authorized workflows, synchronize connected services, produce drafts and recommendations, provide support, and process subscriptions. | Performance of a contract or steps requested before entering one. |
| Protect the Service | Authenticate users, enforce tenant boundaries, monitor reliability, investigate abuse, prevent fraud, and respond to incidents. | Legitimate interests in security and service integrity; legal obligations where applicable. |
| Improve the product | Troubleshoot, measure feature performance, evaluate quality, and improve usability using limited, aggregated, or de-identified data where practicable. | Legitimate interests in maintaining and improving a business service. |
| Communicate | Send service notices, answer requests, provide onboarding, and discuss an account or commercial relationship. | Contract; legitimate interests; consent where required. |
| Market MeetAna | Send requested updates or relevant business communications and measure campaign effectiveness. | Consent where required; otherwise legitimate interests, with a right to opt out. |
| Comply and defend rights | Maintain legally required records, respond to valid legal process, enforce agreements, and establish or defend claims. | Legal obligation and legitimate interests in protecting legal rights. |
5. Customer instructions, approvals, and control
MeetAna is designed to keep the customer in control of connected accounts and material studio decisions. Workspace administrators choose which services to connect, which users may access the workspace, what categories of routine work may be handled, and what must be escalated for review.
Client-facing drafts, pricing or contractual commitments, changed dates, and other material decisions can be held for approval. Users can review and edit drafts, correct remembered facts and preferences, change boundaries, pause workflows, disconnect an integration, or request deletion. MeetAna is not intended to make decisions that produce legal or similarly significant effects about an individual without meaningful human involvement.
6. Connected services
A customer decides whether to connect a supported service. MeetAna accesses only the data and actions needed for the customer-facing features shown at the time of authorization. Depending on the configuration, this can include organizing relevant Gmail threads and preparing approved replies; reading calendar availability and creating or updating events; creating Google Meet or Zoom meeting details; and carrying a customer-approved workflow into WhatsApp.
Authorization tokens are stored separately from application code and protected using access controls and encryption. Access is limited to the relevant customer workspace and authorized service operations. Customers can disconnect a service from MeetAna and can also revoke access through the third-party provider. Disconnecting stops new access; it does not automatically remove content already copied into a MeetAna workspace, so a deletion request should be made if that content should also be removed.
Third-party services process data under their own terms and privacy policies. MeetAna is not responsible for data a connected provider retains independently, or for copies of messages already delivered to recipients.
7. Google Workspace data and Limited Use
MeetAna's use and transfer of information received from Google Workspace APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
We use Google Workspace data only to provide or improve prominent user-facing MeetAna features that the customer requests. We do not sell Google user data, use it for advertising, transfer it to data brokers, use it to determine creditworthiness, or use it to train or improve a generalized artificial-intelligence or machine-learning model.
Human access to Google user data is prohibited except when the user gives explicit permission for a specific support purpose, when access is necessary to investigate abuse or a security incident, when required by law, or when data has been aggregated and de-identified for permitted internal operations. We request the minimum permissions reasonably required for enabled features and show the requested scopes during authorization.
Google API Services User Data PolicyGoogle Workspace API User Data and Developer Policy
8. AI-assisted processing
MeetAna uses AI to classify incoming work, retrieve relevant studio context, prepare drafts and summaries, recommend next steps, and support other features visible to the user. Only the context reasonably required for a task should be sent to an AI provider.
Depending on product configuration, external business or API model infrastructure—including OpenAI or Anthropic—may process that limited context on MeetAna's behalf. We require providers to process it for the contracted service, not for advertising. MeetAna does not use Customer Content to train its own general-purpose model and does not permit Google Workspace data to be used to train generalized models.
AI output can be incomplete or wrong. The Service is designed to preserve review and correction controls, and customers remain responsible for decisions, commitments, and communications made through their account.
9. When we disclose personal data
We disclose personal data only as needed for the purposes in this Policy, on customer instructions, or as required by law. We do not sell personal data and do not share it for cross-context behavioural advertising.
We require service providers to protect personal data, process it only for documented purposes, and return or delete it as required by contract and law. Enterprise customers may receive notices of material new subprocessors where their agreement requires it.
- Infrastructure and operations providers, such as cloud hosting, database, storage, job-processing, monitoring, security, communications, and support vendors.
- Connected-service providers when a customer asks MeetAna to read from or take an action in that service.
- Business/API AI providers that process the limited context needed for an enabled AI-assisted feature.
- Payment and billing providers for subscriptions, invoices, fraud prevention, and financial records.
- Professional advisers, auditors, insurers, and potential transaction counterparties under appropriate confidentiality obligations.
- Courts, regulators, law enforcement, or other parties when disclosure is legally required or reasonably necessary to protect rights, safety, and service integrity.
10. International data transfers
MeetAna and its providers may process personal data in countries other than the country where it was collected. Those countries may have different data-protection laws.
When required, we use recognized transfer safeguards such as an adequacy decision, the European Commission's Standard Contractual Clauses, the UK International Data Transfer Addendum, or another lawful transfer mechanism. We also evaluate appropriate technical and organizational safeguards for the data and service involved.
11. Security
MeetAna uses technical and organizational measures intended to protect personal data against unauthorized access, loss, misuse, alteration, and disclosure. These measures include encrypted transport, protected storage for OAuth credentials, tenant-level access controls, role-based access, least-privilege service permissions, authentication controls, logging and monitoring, backups, and incident-response procedures appropriate to the Service.
Access to production data is limited to people and providers with a legitimate operational need and is subject to confidentiality and access controls. No security measure can eliminate every risk, and we do not represent that the Service is immune from attack. If a personal-data incident requires notice, we will notify affected customers or individuals and competent authorities as required by applicable law and contract.
12. Retention and deletion
We retain personal data only for as long as reasonably necessary for the purposes described in this Policy, to provide the Service, and to satisfy legal, accounting, security, and dispute-resolution requirements. Retention depends on the data category, account status, customer instructions, contractual commitments, and applicable law.
A workspace administrator may request account and Customer Content deletion through the Service's support channel. After verifying authority, MeetAna deletes the relevant data from active systems and instructs applicable processors to do the same. Residual encrypted copies may remain in restricted backups until overwritten through the ordinary backup cycle; they are not used for ordinary business operations and, if restored for disaster recovery, the deletion is re-applied.
We may retain a limited record when required by law, necessary to complete billing or tax obligations, preserve security and anti-fraud evidence, resolve a dispute, enforce an agreement, or protect legal rights. Deletion from MeetAna does not delete messages, events, recordings, or files independently retained by a connected provider or recipient.
| Data category | General retention approach |
|---|---|
| Customer Content | Kept while the workspace is active and as instructed by the customer. Deleted from active systems when the workspace or relevant content is deleted or a verified deletion request is completed, subject to the limited exceptions below. |
| Connected-account tokens | Kept while the integration is active. Revoked or deleted when the integration is disconnected, the authorization expires, or the related account is deleted. |
| Account and commercial records | Kept for the customer relationship and afterward only as needed for tax, accounting, contractual, fraud-prevention, and legal obligations. |
| Security and diagnostic records | Kept for a limited period appropriate to reliability, abuse prevention, incident investigation, and legal requirements. |
| Marketing contacts | Kept until the person opts out, the purpose ends, or the record is no longer reasonably needed, subject to a minimal suppression record where necessary to honor the opt-out. |
13. Privacy rights and choices
Depending on location and applicable law, an individual may have the right to request access to personal data, correction, deletion, restriction, objection, or portability; withdraw consent without affecting earlier lawful processing; opt out of direct marketing; and complain to a competent data-protection authority. Rights can be subject to legal conditions and exceptions.
California residents may also have rights to know the categories, sources, purposes, and disclosures of personal information; request specific pieces of information; request correction or deletion; opt out of sale or sharing; limit certain uses of sensitive personal information; and receive equal service when exercising a right. MeetAna does not sell personal information or share it for cross-context behavioural advertising as those terms are defined by California law.
We may need to verify identity and authority before completing a request. An authorized agent may submit a request where permitted by law. If a request concerns Customer Content controlled by a MeetAna customer, we may direct the requester to that customer and assist the customer in responding.
To exercise any of these rights, email info@meetana.com from the address associated with your account, or use the support channel inside the MeetAna Service. We acknowledge requests within two business days and complete them within thirty days unless the law allows longer; you may also lodge a complaint with your local data-protection authority.
14. Cookies, analytics, and communications
The current static marketing experience does not intentionally use advertising cookies or cross-site behavioural tracking. The production Service may use strictly necessary cookies or similar storage for authentication, security, preferences, and session continuity. If optional analytics or marketing technologies are introduced, we will provide the notices and choices required by applicable law before using them.
Service communications are necessary messages about an account, security, integrations, or material changes. Marketing communications can be stopped using the unsubscribe method in the message or the applicable support channel. Opting out of marketing does not stop essential service communications.
15. Children and automated decisions
MeetAna is a business service and is not directed to children. We do not knowingly collect personal data directly from children for their own use of the Service. Customers should avoid adding children's data unless it is necessary for a legitimate studio purpose and they have authority to do so.
MeetAna does not use personal data to make solely automated decisions that produce legal or similarly significant effects about individuals. AI-assisted classification, drafting, and recommendations support customer workflows; customers retain meaningful control over material communications and decisions.
16. Changes and contact
We may update this Policy to reflect changes in the Service, law, or our data practices. We will post the updated version with a revised effective date and provide additional notice when a change is material or consent is required.
Privacy requests may be submitted through the support channel in the MeetAna Service or the contact method identified in the applicable order form or service agreement. For website-only inquiries, or for any privacy question, email info@meetana.com. The legal entity and address responsible for a customer's account are identified in that customer's commercial agreement.