Privacy Policy

1. Introduction

Hillmeet (“we”, “us”, or “our”) helps people schedule meetings by creating polls to find mutually available times, then locking a final time and sending calendar invitations. We are committed to protecting your privacy and being transparent about how we collect, use, and store your information.

This Privacy Policy explains what data we collect, how we use it, and your choices.

2. Information We Collect

a. Information You Provide Directly

Depending on how you use the app, we may collect:

• Email address
• Name (if provided, e.g. when signing in with Google or email)
• Poll details you create: title, description, location, time zone, and time options
• Your availability responses (yes / maybe / no per time slot)
• Email addresses of people you invite to a poll (when you send invitations)
• Your timezone preference (optional, for displaying times in notifications)
• Authentication information, such as:
  • Google account sign-in
  • Email + one-time PIN verification

API (programmatic) access. The service can also be accessed via an API (e.g. the MCP endpoint for integrations or automated tools). When the API is used with an API key, we collect the same types of data described above (poll details, participant emails, availability, etc.) as when you use the website. We associate API key usage with the account linked to that key and may log API tool calls (e.g. tool name, duration, success or error) for security and operational purposes, consistent with the logging described above.

We also store session data so you stay signed in, and we may log certain actions (e.g. creating a poll, sending invites) with an identifier and IP address for security and operational purposes. IP addresses are not used for tracking or profiling.

b. Google Account Information (Optional)

If you choose to sign in with Google, we receive your email, name, and profile picture from Google to create or update your account. If you separately connect Google Calendar, we request access only with your explicit consent for:

• Your calendar free/busy availability (to show when you’re busy for poll time slots)
• The ability to create calendar events on your behalf (e.g. when you lock a poll and choose to add the event to Google Calendar)

We store the calendar identifiers (IDs) you select for availability checks so we can query only those calendars in the future; we also store calendar names (summaries) so you can recognize them in the app. You choose which of your calendars to include (e.g. primary or others); we do not access any calendar you have not selected. We do not store event content from your calendars (such as event titles or descriptions) when checking free/busy. Free/busy caching: We cache free/busy results for up to 10 minutes to reduce repeated Google API calls. Cached free/busy data is associated with the requesting user and poll and is not used after it expires.

Google Calendar access is governed by the Google API Services User Data Policy.

c. Non-Google Users

You do not need a Google account to use the app. If you do not connect a Google account:

• You may authenticate via email and a one-time PIN
• You may receive .ics calendar files by email when a poll is locked
• No calendar data is accessed via Google APIs

3. How We Use Your Information

We use your information to:

• Identify and authenticate users
• Store and display polls, time options, and availability responses
• Determine overlapping free/busy times when you have connected Google Calendar
• Create calendar invitations or events only when you request it
• Send scheduling-related emails (e.g. poll invitations, final time notifications with .ics attachments)
• Send one-time sign-in PINs to your email

We do not:

• Sell your data
• Use your data for advertising
• Use Google user data for purposes unrelated to scheduling

4. Google User Data Use and Disclosure

If you connect your Google account for Calendar:

• Google Calendar data is used only to check availability (free/busy) and to create calendar events when you explicitly request it.
• This data is not shared with third parties.
• Free/busy cache is retained for up to 10 minutes, keyed per user and per poll time slot; cached data is not used after it expires.

Calendar events we create: We create a calendar event only when you lock a poll and explicitly choose “Add to Google Calendar” (or equivalent) and confirm. When we do, we write only these fields: event title (from the poll title), description (from the poll description), location (from the poll location), start and end time (the locked time), and attendee email addresses (only if you choose to add participants). We do not write any other data to your calendar.

We comply with the Google API Services User Data Policy, including the Limited Use requirements.

5. Data Retention

• Poll and availability data is retained until you delete the poll or your account. You may delete polls at any time from the app.
• Authentication and account data (email, name, session, Google OAuth tokens if connected, API key hashes if you use the API) is retained for as long as your account is active. You may request account and data deletion by contacting us.
• One-time PINs expire after a short period and are not retained for longer than necessary.

Disconnecting Google Calendar

You can disconnect Google Calendar at any time from Calendar settings in the app (Disconnect button). When you disconnect, we revoke the connection with Google so that all access (calendar list, free/busy, and events) is removed on Google’s side, and we immediately delete our stored copies: OAuth tokens, your calendar selections (IDs and names), and cached free/busy data. If you had already revoked Hillmeet’s access in Google Account → Security → Third-party access, we still remove our stored copies when you use Disconnect.

Account deletion

When you request account deletion and we delete your account, we delete all data associated with it, including: your profile (email, name), polls you created, your votes and participation, OAuth tokens, stored calendar selections, and cached free/busy data. Events we created on your Google Calendar are not removed by us (they remain in your calendar); you can delete those in Google Calendar if you wish.

6. Data Security

We use reasonable technical and organizational measures to protect your data, including:

• Encryption in transit (HTTPS)
• Encryption at rest for sensitive data (e.g. Google OAuth tokens stored in encrypted form)
• Audit logging of certain operations (e.g. account and poll actions) for security and operational purposes

7. Your Choices

You can:

• Use the app without a Google account (sign in with email and PIN)
• Use the app without connecting Google Calendar (receive .ics by email instead)
• Disconnect Google Calendar in the app (Calendar settings → Disconnect) to revoke access with Google and remove our stored tokens, calendar selections, and free/busy cache. You can also revoke Hillmeet’s access in Google Account → Security → Third-party access; using Disconnect in the app then removes our stored copies.
• Delete individual polls at any time
• Request deletion of your account and associated data by contacting us
• If you use an API key: revoke the key (e.g. by contacting us or through any in-app controls we provide) to stop programmatic access to your account; revoked keys are no longer valid for authentication.

8. Children’s Privacy

Hillmeet is not intended for children under 13, and we do not knowingly collect personal data from children.

9. Service Providers

We use trusted service providers (for example, hosting and email delivery) to operate the service. They may process limited personal data on our behalf under contractual confidentiality and security obligations.

10. Changes to This Policy

We may update this policy from time to time. Material changes will be posted on this page with an updated “Last updated” date.

11. Contact Us

If you have questions about this Privacy Policy or your data, contact us at: support@hillwork.com