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Privacy policy
Privacy policy
Last updated: 6 October 2026.
This policy sets out what data Meeting Hub processes, why, for how long, and how to exercise your rights. It covers the website, the documentation and the virtual classroom service, under Cameroon's Law No. 2024/017 on the protection of personal data.
Who is responsible
- You use the service on your own: you visit the site, write to us, create your institution on trial or open an instant meeting. , who operates Meeting Hub, is the data controller.
- Your institution enrolled you: it manages its classes, timetable and attendance sheets. The institution is the data controller, and Meeting Hub processes this data on its behalf and on its instructions. For this data, contact your institution first.
The data processed
| Data | Why | How long |
|---|---|---|
| Account: email or phone number (at least one), display name, chosen role title, password hash, role in the institution | To identify you and give you access | As long as the account exists |
| Institution: name, status (on trial, active, paused), trial end date, requested closure date | To run the institution and its trial | As long as the institution exists |
| Session: a sign-in identifier | To keep you signed in | 30 days after your last visit |
| Lesson presence: join and leave times, duration, connection comfort | To run the lesson and produce the attendance sheet | As long as the institution keeps it, or the period it has set, then deleted automatically |
| Connection quality, with each presence: device and browser, the operator (MTN, Orange, Camtel…) worked out from the IP address on entry — the address itself is not kept with the presence —, the network the browser reports (Wi-Fi or mobile, 2G, 3G or 4G, bandwidth, data saver), and what the connection went through on average (round-trip delay, loss, jitter) | To measure the quality of the service, and improve it where it falls short | Like the presence it belongs to |
| Attendance sheet: name, email, first join, last leave, time present, drop-outs, connection comfort | To certify attendance, for the institution; its verification code lets anyone holding it check it has not been altered, without any name being shown | As long as the institution keeps it, or the period it has set, then deleted automatically |
| Waiting room: display name, message left | To let the host admit you | Along with the room |
| Enrolments: classes, invitations, activation links | To give enrolled people access | A link lasts 7 days, and works once |
| Timetable: lessons, series, rooms, classes, teacher of each lesson | To open rooms on time, and have each lesson led by its teacher | As long as the institution keeps it |
| Institution log: who, what, when — Meeting Hub support visits included | Security and evidence | As long as the institution exists |
| Software access and automatic alerts: name, key hash, callback address, delivery history | To connect the institution's software | As long as they exist |
| Operator log: institution openings, status changes, support entries, erasures | Security and evidence | As long as needed for these purposes |
| Contact request: profile, name, institution, phone, email, message | To answer you | 12 months after it is handled |
| Support request: name, email, phone, subject, messages, and where it was sent from (browser, language, app version, app page) | To solve your problem without asking you to describe it again, and let you follow the request through its link | 12 months after the last exchange, once the request is settled |
| Screenshots attached to a support request | To understand and solve your problem | Deleted along with the request |
| IP address | To limit abuse, such as repeated sign-in attempts | In memory, a few minutes; in the security log, see the next line |
| Security log: successful and failed sign-ins (with the identifier typed), refused access, excess requests — each with the IP address, browser and calling software | To detect abuse, such as stolen credentials, and keep evidence of it | 90 days, then deleted automatically |
A room opened without an account is deleted after 24 hours without use.
Activation links shared through WhatsApp
When an institution invites someone, their activation link is shown on the screen of the person inviting. They can copy it, or share it through WhatsApp: they then send it, from their own WhatsApp, with the institution's name. Meeting Hub sends nothing to WhatsApp and passes it no data. A link works once, and for no more than 7 days.
When the institution provides an email address, when importing a list or creating its account, the activation link is emailed to that address. It is sent from our own mail server, with no third-party sending service: the address is used for that letter only. If sending fails, the link is shown on screen, as above.
What is not kept
- Sound and video go through our platform to be relayed to participants. They are not recorded.
- Chat messages are not kept: they disappear with the meeting.
- No advertising, no resale, no audience measurement or third-party tracker.
Who has access
- Authorised people at your institution, according to their role, for the institution's data.
- Your institution's Proprietor and administrators, for a support request you chose to share with it when opening it from your space: they read its subject and messages, never the screenshots or the technical origin. Without that choice, only the operator reads it.
- The software partner that opened your institution, if any, for what the institution entrusted to it; personal data is only opened to it after a processing agreement.
- The operator of Meeting Hub, to run the service, secure it and support you. It only enters an institution in support mode, and every entry is recorded in the institution's log. It alone reads the security log: no institution has access to it.
- The host, Hostinger International Ltd, which provides the infrastructure.
- Google, which stores the screenshots attached to support requests. They are never made public: they are only shown through our service, and only to those who can read the request.
No other institution sees your data: each institution is kept separate.
Outside Cameroon
The data is hosted in Europe, by Hostinger International Ltd. Screenshots attached to support requests are stored by Google. This data therefore leaves Cameroon to be stored and processed.
Security
- Connections are encrypted; sound and video are encrypted in transit.
- Passwords are never stored in plain text: only their hash is. The same goes for access keys.
- Each institution is kept separate down to the database.
- Actions on the institution are logged, and the log can be read in My institution.
- Sign-ins and refused access are recorded in the security log, for ninety days.
Closing an institution and erasure
The Proprietor can request their institution's closure. Access is paused at once; for 30 days, they can still export all attendance sheets. On that date, the institution and everything that belongs to it are deleted — the people attached to it, rooms, lessons, sheets, log — along with the accounts that belonged to it alone. The operator log only keeps the fact of the erasure and the institution's identifier.
Your rights
You can ask to access, correct or delete your data, and object to its processing, under the conditions set by law. Your name, email and phone can also be changed from your profile, in My space. Write to .
For your institution's data, contact it first: we will help it answer you. You can also refer the matter to the Cameroonian authority responsible for personal data protection.
Minors
An institution may enrol minors. It is then responsible for obtaining the necessary consent.
Changes
This policy may change. The date at the top of the page shows its latest version. What the service stores on your device is described in cookies and storage.