Privacy policy

Who is responsible

The data controller is Ludovic Zammit, a private individual based in Québec, Canada. Contact: booking@packetfence.net. Hosting details are in the legal notice.

Which laws apply

The site is operated from Québec. It follows the Personal Information Protection and Electronic Documents Act (PIPEDA) and Québec’s Act respecting the protection of personal information in the private sector, as amended by Law 25. If you are in the European Union or the United Kingdom, you also have the rights described below under the GDPR and the UK GDPR.

If you book a meeting

When you book a time with a host, the site stores:

• your name and email address;
• your company, if you fill it in (it is optional);
• your notes and your answers to the host’s questions;
• the timezone and language of your browser;
• the time you chose;
• a random token that makes your cancel and reschedule links work.

This data is used to schedule the meeting and to send the confirmation, the calendar invitation, and any cancellation or reschedule notice, to you and to the host. The legal basis is the performance of the booking you asked for (a contract).

The booking form is rate limited by IP address. The address is counted in the server’s memory only, for security (legitimate interest); it is never written to disk.

If you have a host account

A host account stores:

• your name, email address and password, the password as a bcrypt hash and never in clear;
• your timezone, booking link name, weekly hours and days off;
• an API token for the Mac agent and a feed token for the calendar subscription;
• if you connected them, your Microsoft 365 or Webex OAuth tokens, encrypted at rest with AES-256-GCM;
• if you use the Mac agent or a calendar feed URL, the busy intervals from your calendar (start and end times only, no titles, attendees or locations), the feed URL, and the time of the last sync.

The legal basis is the account you asked for (a contract) and legitimate interest for security.

Who receives the data

The site runs on one server and passes data on only where the booking needs it:

• Email: confirmations, calendar invitations and notices go out over SMTP through Resend.
• Microsoft Graph (Microsoft 365) and Webex: only if the host connected these accounts, to create, update or delete the calendar event or the meeting.
• Slack: only if an administrator configured a team digest webhook. The digest lists the day’s team meetings with the guest’s name and company, never the email address or the notes.
• The host’s own Mac: the optional agent pulls the host’s bookings to write them into the local calendar.
• Hosting: Akamai Connected Cloud (Linode), Toronto, Canada.

There is no analytics, no advertising and no third-party script. Fonts are served from this site.

Cookies

The site sets exactly one cookie, booking_session, and only when a host logs in. It holds the encrypted session (iron-session), is httpOnly and SameSite=Lax, and expires after 14 days. Visitors who book a meeting get no cookie at all.

Because that cookie is strictly necessary to keep a host logged in, no consent banner is required, and none is shown.

How long data is kept

• Notes and question answers are erased as soon as a booking is cancelled.
• Bookings are deleted 12 months after they end, together with the guest’s name, email and company.
• Host accounts are kept until the host or an administrator deletes them; deleting an account removes its bookings, busy intervals and tokens.
• Busy intervals cover a rolling window: about 60 days ahead for the Mac agent, and from the previous day to 62 days ahead for a calendar feed. Each sync replaces the previous set.
• IP addresses used for rate limiting live in memory and disappear when the server restarts.

MeetingDebrief sync

This server also hosts the sync endpoint of MeetingDebrief, a separate meeting notes application (/api/debrief/sync). The bundles that app uploads, meeting notes and transcripts in text form, are stored in one file on this server and can only be read back with that app’s token, for the person who uploaded them. The controller and the contact are the same as above; deletion requests go to booking@packetfence.net.

Your rights

You can ask to access, correct or delete your data, receive a copy of it, object to its processing, or withdraw a consent you gave. Write to booking@packetfence.net. You can also complain to a supervisory authority:

• Commission d’accès à l’information du Québec;
• Office of the Privacy Commissioner of Canada;
• for residents of France, the Commission nationale de l’informatique et des libertés (CNIL).

Where data is stored

Data is stored in Canada, a country covered by an adequacy decision of the European Commission. Email transits through Resend, whose servers are in the United States.

Children

This service is not aimed at people under 16.

Security

The site is served over HTTPS. Passwords are hashed with bcrypt, OAuth tokens are encrypted at rest, and access to the server is limited to the publisher.

Changes

The date at the top of this page shows when it was last updated. Check it again if you have not visited for a while.