Privacy
This website collects nothing about you.
It sets no cookies, runs no scripts and makes no requests to anyone else while you read it. The rest of this notice covers email you send us and the SEATPLAN application.
Who is responsible
Meeting Expectations and SEATPLAN are provided by Veil Consulting LLC, an Idaho limited liability company ("we", "us"). We decide how this website, email sent to us, and the security records of the service are handled.
Inside SEATPLAN, the organisation that invited you is in charge of its data: it decides what to record about its meetings, attendees and suppliers, who may see it and how long it is kept. We process that data on the organisation's behalf and on its instructions, under our terms of service. If you are an attendee or a supplier, the organisation that holds your details is the one to ask about them first.
This website
What it collects
Nothing. There are no forms, no analytics, no advertising or tracking code, and no third-party fonts, images or embeds. Everything on these pages, including the typeface, is served from this site.
Cookies and browser storage
None. This website sets no cookies and writes nothing to your browser's storage.
Server logs
Our web server keeps no access log. It records its own start-up messages and errors; an error record can include the address and page of the request that failed. These messages are kept for up to 90 days.
Cloudflare
The site is delivered through Cloudflare, which protects it and carries its traffic. To deliver a page, Cloudflare necessarily processes technical information such as your IP address and browser details, under its own privacy policy. We don't use Cloudflare's analytics or any feature that adds scripts or cookies to these pages.
Email you send us
Mail to contact@
SEATPLAN itself stores no message content. It keeps the technical identifiers and delivery status of each forward for 30 days, and a record that a message was forwarded (without its content or the sender's address) in its audit log.
The SEATPLAN application
SEATPLAN, at app.meeting-expectations.com, is used by invitation only. It uses no analytics or tracking. Like this website, it is delivered through Cloudflare, which decrypts and re-encrypts its traffic in transit and processes your IP address and browser details to do so.
Session-only meetings
A meeting that is not saved is never stored on our servers: it stays in your browser tab and in any files you export. When you import or export one, the server records only who did it, the file type, and how many meetings, files and copies were involved, plus whether the export was watermarked or encrypted; never the content. Importing an event from Outlook passes it through our server on its way to your tab, without storing it.
Your account and signing in
- Account: your email address, display name, role, and when you last signed in.
- Sign-in methods: the public part of each passkey; your password only as an Argon2id hash; your authenticator app's secret, encrypted; and your recovery codes, only as hashes.
- Sessions: for each sign-in, the IP address and browser details it came from, so you can review and end your sessions. A session record is deleted 90 days after it expired.
- Security records: SEATPLAN keeps a tamper-evident audit log of sign-ins, failed sign-ins and lockouts (with the IP address involved), account and role changes, sharing, policy changes, exports and print runs. Because each entry is chained to the one before, entries can't be edited or removed.
- Invitations: an invitation keeps the address it was sent to, until 90 days after it expired. When an administrator invites you, or an Owner resets how you sign in, SEATPLAN can email you the one-time link through Resend. The email carries no tracking (no images or pixels, and the link is not rewritten), and the link works once and expires after 60 minutes. Neither the email nor the link is stored. Replies go to the person who sent it.
- Bot checks: the sign-in, second-factor, re-authentication and invitation pages, and attendee forms, use Cloudflare Turnstile to tell people from bots. It processes browser signals, and our server sends your IP address to Cloudflare with each check.
- Microsoft 365: if your organisation connects it, you can sign in with your Microsoft work account, and planners can link their calendar. SEATPLAN then keeps your Microsoft tenant and account identifiers and sign-in name, and, for a linked calendar, an encrypted token that lets SEATPLAN read it and encrypted copies of the events it imports, which include the invitees' names and email addresses.
- Google sign-in: if you sign in with Google, SEATPLAN keeps your Google account's identifier, its email address and, for a Google Workspace account, its domain, and when you last signed in with it. It asks Google for nothing more than who you are: no access to your mail, files, calendar or contacts, and it keeps no Google token. Google learns that you signed in to SEATPLAN, under its own privacy policy.
Cookies
__Host-sp_sidand__Host-sp_csrfkeep you signed in and protect your session against forgery. They last at most 12 hours, and stop working sooner when the session ends: after 30 minutes without activity, or when you sign out.__Host-sp_devlasts 180 days and holds a random device identifier and the identifiers of up to four accounts that have signed in from this browser, never a name or email address. It is not a credential and can't sign anyone in: it only protects your sign-in from lockout attacks by recognising a browser that has signed in to your account before. Signing out everywhere, changing your password or having your sign-in methods reset makes it stop counting.__Host-sp_oidcand__Host-sp_goidcare set only while you sign in with Microsoft or Google, and last 10 minutes.
SEATPLAN writes nothing else to your browser's storage.
Meetings, the directory and travel
In saved mode, your organisation may keep meetings (titles, agendas, tables, seating, attendees, meals and print runs), an attendee directory (names, titles, companies, tags, email addresses, phone numbers, assistants, dietary and travel preferences, accessibility needs and notes) and the travel recorded for each meeting. Email addresses, phone numbers, assistants, preferences, accessibility needs, travel and internal notes are encrypted in the database; names, titles, companies and tags are not. Only the roles your organisation allows can see them, and the database itself enforces that.
Dietary, allergy and accessibility details can reveal information about health. Your organisation records them to look after you at its events and is responsible for having a lawful basis to do so.
Deleting a profile erases it from the live database; copies of your details already added to a meeting stay with that meeting until the meeting is deleted. Your organisation may set a retention period after which meetings are deleted automatically.
Attendee forms
A planner using saved mode can send you a link to a form for one meeting. The link is the only way in: it works for the time the planner chose (72 hours unless they chose between 24 hours and 7 days), and stops working when the planner sends a new one or revokes it. The planner can see when the link was opened. The form asks for your title and company, allergies and dietary preferences, meal choices, travel to and from the meeting and your stay, a phone number, accessibility needs and a note. It never asks for your name or email address, and you can't change them.
The form starts blank. It shows the details already held about you only if the planner turned on an email code and you enter the 6-digit code sent to your address on file; the code is valid for 10 minutes, five wrong codes lock the link, and the details stay visible for 60 minutes after it. What you send is encrypted in the database and changes nothing by itself: the planner reviews it and chooses what to copy into the meeting. Your replies are deleted 30 days after the planner applies or dismisses them, or 30 days after the link expired if they never did, unless your organisation has placed the meeting on legal hold. The link's email and the code are sent through Resend.
Email to suppliers and problem reports
Planners can email a supplier's contacts from SEATPLAN. The email is sent through Resend from the application's address under the planner's name, with replies going to the planner; it is plain text and carries no tracking. Supplier contact details, and a copy of each email sent, are encrypted in the database and kept until the supplier is deleted.
Anyone signed in can use "Report a problem". The report carries only what the person typed, the area they chose, the page they were on and the app version, with their name and role added by the server; nothing from their meetings is attached. Reports are encrypted and read only by the organisation's Owners and Admins, who receive an email that names the area and nothing else. A report is kept while it is open; once closed, it is deleted a year after its last change.
Server logs
The application's server logs each request with your IP address, the page or function requested, the result and the time taken, but never what you typed, your cookies or any meeting content. These logs are kept for up to 90 days, to operate and protect the service.
How long we keep things
- Server and error logs: up to 90 days.
- Contact-mail forwarding records: 30 days.
- Attendee form replies: 30 days after they are applied, dismissed or expire, as above.
- Meetings, the directory and supplier records: until your organisation deletes them, or its retention period removes them.
- Sessions, invitations and sign-in reset links: 90 days after they expired.
- Problem reports: while open; a closed report, a year after its last change.
- Accounts: while you use SEATPLAN. When you leave, your organisation disables the account, and an Owner can then erase it: your account, sign-in methods, sessions and sharing are deleted, and what you created for the organisation (meetings, groups, directory entries, suppliers) passes to that Owner.
- The audit log: for as long as your organisation uses SEATPLAN, because its entries can't be edited. After an account is erased, its entries keep only a random identifier and, for sign-ins, the IP address used.
- Backups: encrypted backups are kept on the server (the last 7 nightly copies, and the last 10 taken before updates) and in a second US region, where each copy is deleted after 90 days. Deleted data disappears from backups as they expire.
- When an organisation leaves: it has 30 days to export its data, and we then delete it from the live service; backups expire as above.
Who else processes data
- Akamai (Linode), United States: hosts the application and its database, and stores its encrypted backups in a second region.
- Cloudflare, United States: delivers and protects the website and the application, and runs Turnstile.
- Resend, United States: sends the application's email and receives mail sent to us.
- Google, United States: hosts the mailbox our contact mail is forwarded to, and, if you choose to sign in with Google, confirms who you are.
- Microsoft, United States: only if your organisation connects Microsoft 365, for sign-in and calendars.
We don't sell personal data, share it for advertising, or use it to train artificial intelligence models. Data is stored and processed in the United States. Where the law requires safeguards for transfers to the United States, we rely on our providers' standard contractual clauses or equivalent mechanisms.
Your rights
Depending on where you live, you may have the right to see the personal data held about you, have it corrected or deleted, receive a copy, object to or restrict how it is used, and complain to a data protection authority.
For data in SEATPLAN, contact the organisation that invited you or holds your details: it decides what happens to it, and we help it respond. For this website, email sent to us, or if you can't reach the organisation, contact us at the address below. We will answer within the time the law allows, and won't treat you differently for asking.
Children, security and changes
SEATPLAN is for adults at work and is not meant for children; it is not designed to collect children's data. Our security page describes how the service and its data are protected. If we change this notice, we will update the date below, and tell organisations' administrators in advance about material changes.
Contact
Veil Consulting LLC. Questions about this notice or your data: contact@