MyRoom LLC ("MyRoom," "we," "us," or "our") is committed to protecting the privacy and security of everyone who uses our video communications platform and website at www.myroom.host (the "Site"), together with our rooms, events, calendar, chat, and related features (the "Services"). This Privacy Policy explains what personal data we collect, how we use and share it, and the choices you have.

MyRoom is organized around persistent, Host-owned "rooms" rather than one-off meeting links, and this structure shapes how data flows between Account holders, Hosts, and guests - see Section 6 for who can see what. By accessing the Site or using the Services, you acknowledge that you have read and understood this Privacy Policy.

INFORMATION YOU PROVIDE

Depending on how you use MyRoom, we collect:

• Account and billing information: the Account holder's name, email, billing address, and payment details, plus which rooms are on the account and which Host each is assigned to.

• Host and profile information: a Host's name, email, profile picture, and Default Room Settings, Directory, and Group configurations.

• Guest and participant information: name, email, and any information a guest provides when joining an event, registering, or entering an Individual Access Code (IAC).

• Directory and Group data: contacts a Host adds to their Directory, and how those contacts are organized into Groups.

• Event content: audio, video, screen shares, chat messages, whiteboard content, recordings, and transcripts generated during an event.

• Group and Event Data: information entered into a Host's Data Containers and Additional Group Info, including any fields a Host defines and the entries made for Group members.

• Calendar information: event details synced through MyRoom Calendar's connection to Outlook, Google Calendar, or Apple Calendar.

• Support communications: information you submit through support requests, service signups, surveys, or job applications.

INFORMATION COLLECTED AUTOMATICALLY

When you access the Site or use the Services, we automatically collect:

• IP address (used to infer general location), browser type, device information, and internet service provider

• Referring/exit pages, date/time stamps, and clickstream or usage data

• Camera/microphone identifiers and information about which features you use, such as event join/leave times

• Aggregated analytics data that does not personally identify you

This information helps us operate, secure, and improve the Services.

COOKIES AND SIMILAR TECHNOLOGIES 

We use cookies and similar technologies to maintain session continuity, store your preferences, support authentication, and improve performance. Cookies let our systems recognize your browser and streamline your experience; you can control cookies through your browser settings, though disabling them may limit some features.

MyRoom offers two ways to connect to an event's audio: VoIP (audio sent over the internet through your browser) and phone dial-in over the public telephone network (PSTN), switched using Switch Audio in the event toolbar.

• VoIP audio is treated the same as other event content (Section 2): it is transmitted as part of the event and may be recorded or transcribed if the Host enables those features.

• PSTN phone audio additionally involves the phone number you dial from or are called at, and connection data (such as call time and duration) generated by our telecommunications service providers in order to route the call. This data is used only to connect and support your call and is handled under the same protections as other event content.

Local, on-device processing — such as detecting your face position to apply a virtual background or blur — happens on your own device where offered, is not retained, and is not sent to MyRoom.

We use the information we collect to:

• provide and operate the Services, including hosting events, applying a Host's room, Group, and Event settings, and routing invitations;

• authenticate users, manage accounts, process billing, and administer room assignments;

• deliver customer support and respond to your requests;

• maintain, secure, and improve the Services, including troubleshooting, analytics, and product development;

• provide optional AI features, described in Section 5; and

• communicate with you about your account, support requests, and service or policy updates.

We may also use aggregated, de-identified data for operational and product-development purposes. MyRoom does not use your event audio, video, chat, or other event content for advertising or marketing, and we do not sell, rent, or trade personal data.

MyRoom's optional AI features (meeting summaries, live captioning, and translation) process event audio, video, and chat content only to generate the output you've requested. MyRoom does not use your audio, video, or chat content to train generative AI models without your consent. Hosts control whether AI features are enabled for their room, Group, or a specific event.

Because MyRoom is organized around rooms and Hosts rather than a single organizational account, access to data is more compartmentalized than on a typical meeting platform:

• Hosts can see and manage all activity in their own room: their Directory, Groups, event recordings and transcripts, and any Group Data Containers or Event Data they've set up. This data is private to the Host.

• Account holders who assign rooms to other Hosts do not have access to those Hosts' room content, recordings, Group Data, or Event Data. An account holder can see only the usage information needed to manage billing across the rooms on their account.

• Guests in an event can see and hear other participants' shared audio, video, chat, and screen shares, consistent with how any video call works, and may see a recording indicator when a Host is recording.

• Third-party integrations you or your Host choose to connect (such as calendar or Slack integrations) receive only the data needed for that integration to function, governed by that provider's own terms - see Section 8.

MyRoom does not sell, rent, or trade personal data. We share personal data only in the following circumstances:

• Service providers and partners: trusted third parties who help us with hosting and infrastructure, audio and telecommunications services, customer support, billing and payment processing, and platform analytics. These providers are required to meet privacy and security obligations consistent with this Policy.

• Legal and safety requirements: where required by subpoena, court order, applicable law, or government request, or where necessary to address imminent physical harm or threats to safety.

• Business transfers: in connection with a merger, acquisition, or sale of some or all of MyRoom's business.

We do not share event content (audio, video, chat, recordings, Group Data, or Event Data) with advertisers.

The Site and Services may link to, or integrate with, third-party websites, applications, or services (such as calendar or Slack integrations). This Privacy Policy does not apply to those third-party offerings, and we encourage you to review their privacy policies separately. When you request or enable a third-party feature through MyRoom, you authorize us to share the personal data needed to fulfill that request with the relevant third party.

MyRoom may use email to respond to support requests, provide service notifications, and share product updates. Marketing emails will include an unsubscribe option and comply with applicable law, and we will honor your request to stop receiving them. This will not affect transactional communications, such as billing notices or service updates about your account.

We implement administrative, technical, and physical safeguards designed to protect personal data from unauthorized access, disclosure, alteration, or destruction. However, no system is completely secure, and we cannot guarantee that unauthorized access will never occur.

Depending on where you live, you may have the right to access, correct, or delete the personal data we hold about you, or to receive a portable copy of it. To exercise these rights, contact us at supportteam@myroom.host. We may need to verify your identity before processing your request, and we will respond within the timeframe required by applicable law.

If you are a Host or account holder, you can access or update most of your own data directly through your MyRoom dashboard.

MyRoom does not permit anyone under 16 years old to create an Account. If a Host uses MyRoom in an educational setting involving children under 18, the Host, not MyRoom, is responsible for obtaining any parental or school consents required by law.

We retain personal data for as long as needed to provide the Services, such as for the life of your account, or as required by law. Event recordings and transcripts follow the retention period described in your room's plan, after which they are automatically deleted unless a Host has adjusted that setting or the law requires longer retention.

MyRoom may process and store personal data in the United States and other countries where we or our service providers operate. Where required, we use appropriate legal safeguards, such as standard contractual clauses, for personal data transferred from regions with data protection laws that require them.

Residents of California and certain other U.S. states may have additional rights under laws such as the California Consumer Privacy Act, including the right to know what personal data we've collected, to request deletion or correction of it, and to opt out of any "sale" or "sharing" of personal data for targeted advertising. MyRoom does not sell personal data in the ordinary sense of that term. To exercise these rights, contact us at supportteam@myroom.host. 

We may update this Privacy Policy from time to time, at our discretion, and will post the updated version on the Site with a new "Last Updated" date. If we make material changes, we will make reasonable efforts to notify you in advance, such as by email or an in-product notice. Your continued use of the Services after a change takes effect constitutes acceptance of the updated Policy.

If you have questions, concerns, or complaints about this Privacy Policy or our privacy practices, contact us at supportteam@myroom.host, or by mail at MyRoom LLC, 501 S Cherry Street, Suite 1100, Denver, CO 80246.