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Privacy Policy

This policy explains what personal data we collect through this website, why we collect it, who we share it with, and the rights you have over it.

Last updated:

Who we are

MeetWise provides meeting-room booking and visitor-management software and hardware. This website is operated by MeetWise, which acts as the data controller for personal data submitted through it.

Our registered contact address is c/o Audio Video Intelligence, Suite 1, Marlow Barns, Pump Lane North, Marlow, Bucks SL7 3RD, United Kingdom. For any question about this policy, or to exercise any of the rights described below, email privacy@meetwise.uk.

MeetWise is sold and supported through regional distributors: Connectiv (Middle East, based in Dubai) and Audio Video Intelligence (Europe, based in the United Kingdom). When you contact us, your enquiry is routed to the distributor for your region, who will act as a controller of that data in their own right.

What personal data we collect

We only collect personal data that you choose to give us, plus limited technical data:

  • Enquiry details. When you submit the contact form we collect your name, email address, telephone number (optional), the region you select, and the content of your message.
  • Analytics data. If you consent to analytics cookies, Google Analytics collects a randomly generated identifier, the pages you view, approximate location (derived from a truncated IP address), device and browser type, and how you arrived at the site.
  • Server logs. Our hosting provider records standard request logs, including IP address, user agent and timestamps, for security and diagnostics.

We do not ask for special category data, we do not run automated decision-making or profiling, and we do not knowingly collect data from children.

Why we use it, and our lawful basis

  • To answer your enquiry and provide a quote or demo — lawful basis: taking steps at your request prior to entering into a contract, and our legitimate interest in responding to prospective customers.
  • To send you a confirmation of your enquiry — lawful basis: legitimate interests (confirming we received your message).
  • To measure and improve the website — lawful basis: your consent, given through the cookie banner. You can withdraw it at any time.
  • To keep the site secure and available — lawful basis: legitimate interests in protecting our infrastructure against abuse.

We do not sell your personal data, and we do not use your enquiry details for unrelated marketing without asking you first.

Who we share it with

  • Our regional distributors — Connectiv (Middle East) or Audio Video Intelligence (Europe), depending on the region you select, so they can respond to you.
  • Microsoft — enquiry emails are delivered through Microsoft 365 (Exchange Online).
  • Google — Google Analytics, only where you have consented to analytics cookies. See our Cookie Policy.
  • Our hosting provider — which stores the website and processes server logs on our behalf.

We share personal data with these parties only so far as they need it to perform their function, and we require them to protect it.

International transfers

Because our distribution network spans Europe and the Middle East, your enquiry may be transferred outside the UK or the European Economic Area — in particular to the United Arab Emirates (Connectiv) and to the United States (Google Analytics). Where we transfer personal data outside the UK, we rely on the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or an applicable adequacy decision.

Customers deploying the MeetWise product can choose the AWS region their own data is hosted in, including Germany, Bahrain and the UAE. That is separate from this website; see our FAQ for the deployment and hosting options.

How long we keep it

  • Enquiries: retained for up to 24 months after our last contact with you, so we can pick up the conversation, then deleted.
  • Analytics data: retained by Google for up to 14 months, and stored in aggregate thereafter.
  • Server logs: typically retained for a short period for security purposes.

How we protect it

This website is served exclusively over HTTPS. Enquiry emails are transmitted over an encrypted SMTP connection, and mailbox credentials are stored outside the public web root and are never exposed to the browser. Access to enquiry inboxes is limited to staff who need it.

Your rights

Under UK GDPR you have the right to:

  • Ask for a copy of the personal data we hold about you.
  • Ask us to correct data that is inaccurate or incomplete.
  • Ask us to erase your data, where there is no good reason for us to keep it.
  • Ask us to restrict how we use your data, or object to our use of it.
  • Ask us to transfer your data to you or another provider.
  • Withdraw consent at any time where we rely on it — for analytics, by rejecting cookies in the banner or clearing your choice from the Cookie Policy page.

To exercise any of these, email privacy@meetwise.uk. We will respond within one month. You will not usually have to pay a fee.

If you are unhappy with how we have handled your data, you can complain to the UK Information Commissioner's Office at ico.org.uk, or call 0303 123 1113. We would appreciate the chance to address your concerns first.

Changes to this policy

We may update this policy as the site or our processing changes. The date at the top of this page shows when it was last revised. Material changes will be highlighted on this page.