Privacy policy
Plain-English summary. If you fill in a form here, we store what you typed so we can reply, and we only email you because you ticked the box saying we may. You can delete everything we hold about you at any time, yourself, in about a minute — start here. In the product, the data your team captures at a booth belongs to your company: we hold and process it on your instructions, and we don't sell it, rent it, or use it to train anybody's AI model.
1. Who we are
Meetopio ("Meetopio", "we", "us") provides event lead-intelligence software for companies exhibiting at conferences and trade shows.
Operating entity and registered address: to be published here on incorporation of the operating company in Singapore. Until then, privacy enquiries are handled directly by the founding team at privacy@meetopio.com.
2. Two different roles, and why it matters
We handle personal data in two distinct capacities, and your rights differ depending on which one applies.
- As a controller — for people who visit this website or contact us. We decide why and how that data is used.
- As a processor — for the leads, recordings, notes and contact details our customers capture at their events. That data belongs to the customer (the exhibiting company). They are the controller; we act on their instructions. If you met a company at a booth and want your data removed, contact that company — though you may also write to us and we will pass it on and assist.
3. This website
What we collect
- Forms you fill in: your name, work email, company, and optionally role, number of events per year, area of interest, and your message. Plus the fact, wording and timestamp of the consent you gave.
- Server logs: our hosting provider records standard request logs, including IP address, for security and reliability.
Cookies, analytics and advertising
Today: this website sets no analytics or advertising cookies and carries no third-party tracking pixels. That is why you haven't been shown a cookie banner — there is currently nothing to consent to.
That will change. We intend to add analytics, advertising and measurement technologies — which may include cookies, tracking pixels and similar identifiers from third-party advertising and analytics providers — so we can understand how people find us and measure our marketing. When we do, we will:
- ask for your consent first, through a cookie banner, where the law requires it;
- let you refuse non-essential cookies and change your mind later;
- update this page to name the categories of technology in use before switching them on.
We will not sell your personal data, and we will not use tracking to build profiles for anyone other than Meetopio's own marketing.
Why we're allowed to hold it
Your consent, which you gave explicitly on the form and can withdraw at any time, and our legitimate interest in responding to a business enquiry you sent us.
How long we keep it, and how to get rid of it sooner
Enquiries are deleted 24 months after our last contact with you. This is not a promise we keep by hand: an automated job runs every day and removes records that have passed that point.
You do not have to wait. Go to meetopio.com/privacy/delete, enter your email address, and click the link we send you — everything we hold about you is deleted immediately, and we tell you how many records were removed. The email step exists so that only you can delete your data; without it, anyone could erase anyone else's records by typing their address. You can use the same form to request a copy of what we hold.
4. The product
When your team uses Meetopio, the following categories of data are processed:
- Account data: your name, email, role and workspace membership.
- Captured lead data: voice recordings and transcripts of booth conversations, typed notes, photographs of badges and business cards, and the contact details extracted from them.
- Derived data: AI-generated summaries, qualification scores, evidence quotes and draft follow-up emails.
- Content you upload: the documents you approve for the AI to draft from.
- Audit records: every AI operation is logged so that an AI-written message can always be traced back to what produced it.
Consent at the booth is your responsibility. If your team records a conversation or photographs a badge, you — the exhibitor — must have a lawful basis for doing so and must tell the person. Recording laws vary by country and by venue. Meetopio gives you the tools; it does not give you permission.
5. Who else touches the data
Running the service requires a small number of specialist providers. We engage them in the following categories:
- Cloud hosting and content delivery — running the website and application.
- Managed database, authentication and file storage — keeping your data.
- Speech-to-text processing — turning booth recordings into text.
- AI model providers — producing summaries, scores and draft follow-ups.
- Transactional email delivery — sending the messages you approve.
- CRM integration — only where you choose to connect your own CRM account.
Each is bound by contract to protect the data, to act only on our instructions, and not to use it for their own purposes. Under the terms we hold with our AI providers, customer content is not used to train their models.
Customers and prospective customers can request our current named sub-processor list, including locations, by writing to privacy@meetopio.com. We'll also notify customers of material changes to it. We keep the specifics off a public page for security reasons, not to avoid the question.
We do not sell personal data and we do not rent lists.
6. International transfers
Meetopio serves customers internationally and our providers operate across several regions, so your data may be processed outside the country you live in. Where personal data moves between jurisdictions, we rely on the appropriate legal mechanism — standard contractual clauses or an equivalent safeguard — so the protections travel with it.
If your organisation has a specific data residency requirement, tell us before you sign anything and we will confirm in writing whether we can meet it.
7. Your rights
Depending on where you live — including under Singapore's PDPA, the EU and UK GDPR, and comparable laws elsewhere — you may have the right to access, correct, delete, restrict or object to our use of your personal data, to withdraw consent, and to receive a copy in a portable format.
The fastest route for deletion or a copy is meetopio.com/privacy/delete. Otherwise write to privacy@meetopio.com and we will respond within 30 days. If we are the processor rather than the controller (see section 2), we will route your request to the customer who holds the data and support them in answering it. You also have the right to complain to your data protection authority.
8. Security
Data is encrypted in transit and at rest. Every customer workspace is isolated at the database level, so one customer cannot read another's data. Uploaded files are held in private storage with per-workspace access rules. Access to production systems is limited to the people who need it.
9. Children
Meetopio is a business tool and is not directed at anyone under 18. We do not knowingly collect data from children.
10. Changes
If we change this policy in a way that materially affects you, we will email registered users and update the date at the top. Previous versions are available on request.
11. Contact
Privacy: privacy@meetopio.com
Anything else: hello@meetopio.com