Privacy notice

NiiRo Meeting processes appointment, contact and answer data only for booking, rescheduling, reminders and accountable management of the booked conversation.

Data is stored per profile. Public booking links do not require a customer account. Cancellation and rescheduling links are generated as secret tokens and stored server-side only as hashes.

The optional scheduling assistant sends the chat question, the limited conversation history, and the appointment types, time zone and free slots visible on the page to Anthropic PBC, acting as a processor. Names, email addresses and phone numbers should not be entered in chat; booking is handled separately in the form. Anthropic PBC may process API data for a limited period for security and abuse monitoring under the then-applicable API terms and account settings. Processing and any required international transfers are covered by the applicable data processing agreement and, where required, EU Standard Contractual Clauses or equivalent safeguards. If AI is unavailable, only the local scheduling logic responds.

Without the consent of everyone taking part, NiiRo Videocall does not record or store audio or video content. Basic chat is transmitted only within the active room through Daily.co between participants who are present; later joiners can receive history from participants still present. NiiRo does not store chat messages. NiiRo processes only required room metadata, role status, hashed link tokens and short-lived session tokens. Daily.co processes the display name and technical connection and usage metadata. Media uses `eu-central-1` (Frankfurt). Operational data may be processed outside the EU under Daily's DPA and EU Standard Contractual Clauses. NiiRo room data is deleted or anonymized on schedule.

Recording and transcript: The host can ask to record a video call. Recording starts only once everyone present has consented (Art. 6(1)(a) GDPR); anyone joining later takes part only after consenting themselves. Only audio is recorded, no video. Every decision is logged with its time, the version of the text and a technical participant ID. Daily.co records the audio and creates the transcript with Deepgram (processing in the EU, with no fallback to the USA). Both files are first stored with Daily.co in the USA (Amazon Web Services, region us-west-2) and are deleted there once they are in our EU storage at Supabase (Frankfurt), usually within minutes. If the transfer fails, we delete them there after about a day at the latest. Anthropic PBC (USA), acting as processor, creates a summary from the transcript. Both transfers to the USA are safeguarded by data processing agreements and EU Standard Contractual Clauses. Transcript and summary contain names and what was said; only the host has access. Audio, transcript and summary are deleted after 30 days. Consent is voluntary and can be withdrawn at any time (Art. 7(3) GDPR): in the call, through the link in the confirmation email or by writing to the controller. The recording is then deleted.

Room links: Anyone opening a permanent room link or a meeting link gets their own technical participant ID for that session, without a name or address. The display name they choose only goes to Daily.co and is stored by NiiRo only when the conversation is recorded with consent. Noise cancellation in the call is optional and runs through Daily.co with Krisp in the participant's browser. The tech check opens camera and microphone on your own device only and transmits nothing. If the host has added a phone number, only people with a valid link see it in the call's help area. To measure quality we store anonymous values per join (role, duration, error code, browser and system family) for 90 days. The host gets an email for every booking, change and cancellation; replies to it go to the guest, the guest's replies go to the host.

Additional guests receive separate appointment notifications and personal video-call links. We store their contact details, participant identities and delivery status; booking answers and management links are not shared with them. These records are also removed when the related guest data is erased. The customer link is processed in the booking email and ICS calendar entry. The host receives the separate host link in the protected Meeting dashboard. For abuse protection, short-lived hashed rate-limit metadata derived from IP address and browser identifier is stored and deleted after the rate-limit window expires.

On request, personal booking data can be exported or anonymized. Old booking data can be anonymized through the retention function once it is no longer needed for appointment handling.