Privacy notice
What we collect, why, who sees it, and the rights you have.
Last updated 16 October 2026. This page is written in plain English. It is a working draft that has not yet been reviewed by a solicitor, so please read it as our honest description of how we operate and ask us if anything is unclear.
1. Who we are
This notice is from Meetboard, which runs Meetboard. To contact us, use the form on our contact page.
There are two different roles, and it matters which one applies to you:
- We are the controller of information about people who visit our website, contact us, ask for an account, and use Meetboard to manage their own company account. This notice covers that.
- We are the processor of the bookings, customer, driver and passenger information that a chauffeur company keeps in its Meetboard account. That company is the controller and decides what is done with it. If you are a passenger or driver, please read that company's own privacy notice. Our terms for that work are on the data processing page.
2. What we collect and why
| What | Why we use it | Our legal basis |
|---|---|---|
| Name, email, company and message from the contact form | To reply to you | Our legitimate interest in answering enquiries |
| Name, email, company, phone, plan and password (stored only as a one-way hash) when you ask for an account | To assess your request, set up your account and your private database, and start your trial | Taking steps at your request before a contract; then performing our contract with you |
| Login records, session details, the internet address and browser used | To keep accounts secure and spot misuse | Our legitimate interest in security, and our contract |
| Billing details (handled by Stripe) and invoices | To take payment and keep accounts as the law requires | Contract, and legal obligation |
| Messages we send you about your account, such as password resets and service notices | To run the service | Contract |
| Emails about new features or offers, if you tick the box | To keep you informed | Your consent, which you can withdraw at any time |
We do not use advertising or tracking cookies, and we do not sell personal information.
3. Who we share it with
We use a small number of service providers who handle information on our behalf under contract:
- Vercel: runs the website
- Neon: stores our databases
- Stripe: takes subscription payments
- Resend: sends our emails
We may also share information where the law requires it, or to protect our rights. Some providers handle information outside the UK. Where they do, we rely on safeguards such as the UK addendum to standard contractual clauses or an adequacy decision.
4. How long we keep it
- Contact messages: up to 2 years after we last wrote to you.
- Account and login information: while your account is open and for up to 12 months after.
- Accounting records: 6 years, as tax law requires.
- Security logs: up to 12 months.
5. Your rights
You can ask to see the information we hold about you, correct it, have it deleted, restrict or object to how we use it, or receive a copy you can take elsewhere. Where we rely on your consent you can withdraw it at any time. To use any of these rights, use the form on our contact page. We will reply within one month.
If you are unhappy with how we handle your information you can complain to the Information Commissioner's Office at ico.org.uk. We would appreciate the chance to put it right first.
6. Children
Meetboard is a business service and is not aimed at children.
7. Changes
If we change this notice in a way that matters we will update the date at the top and, for account holders, tell you by email.
See also our cookie notice and terms of service.