RendezvousPrivacy policy
Last updated: 31 October 2026
- We use your data only to schedule meetings, send invitations and run your subscription. No advertising, no selling of data, no tracking.
- Everything is hosted in Europe (Belgium) and email is sent from London.
- If a guest shares their calendar, we only see when they are busy, never what their events are.
- When an organizer's Microsoft 365 or Google Workspace account shows them their colleagues' free/busy times, we use those times while planning and don't keep them.
- You can ask us to access, correct or delete your data at any time.
1. Who we are
Rendezvous (setrendezvous.com) is operated by Cédric Mesnage, trading as Rendezvous, Innovation Centre, Rennes Drive, Exeter EX4 4GX, United Kingdom ("we", "us"). We are the controller of the personal data described here. Contact: support@setrendezvous.com.
2. Who this policy covers
- Organizers: people who sign in to Rendezvous (with Google, Microsoft, or a sign-in link sent to their email address) to plan meeting series.
- Guests: people an organizer invites. Guests don't need an account; we receive their email address from the organizer.
3. What we collect and why
| Data | Source | Purpose | Legal basis (UK/EU GDPR) |
|---|---|---|---|
| Organizer account: name, email address, profile picture link, Google or Microsoft account ID | Google / Microsoft sign-in | Create and secure your account | Contract |
| Linked sign-ins: for each Google or Microsoft account or email address you link to your account, its account ID or address, email and name, and when it was linked | You, when you link a sign-in (Google or Microsoft tell us only who you are) | Let you sign in to the same account in several ways | Contract |
| Email sign-in: your email address, a hashed one-time code and link (deleted after 15 minutes of validity and a short retention), a hashed network identifier to limit abuse | You, when you ask for a sign-in email | Sign you in without a password; prevent abuse | Contract; legitimate interest (security) |
| Where you sign in from: your device's time zone and preferred languages, and the country of the network you connect from (looked up in an offline IP-to-country table; your IP address itself is not stored), at sign-up and at your latest sign-in; and your Language & region settings (language, country, time zone, currency, time format, first day of the week) | Your browser; your sign-ins; you | Show Rendezvous in your language, formats, time zone and currency, and suggest them when you sign up | Legitimate interest; contract (your settings) |
| How you found us: the source of the link you arrived from (for example "invite" or "guest-page") and, if someone shared Rendezvous with you, who (their referral code); the date you signed up and last signed in | The link you followed; your sign-ins | Understand which ways of finding us work; give referral credit | Legitimate interest |
| Join links: the email address you enter to join a meeting, a hashed network identifier to limit abuse (deleted after 2 days) | You, on a join page | Confirm your address and add you as a guest; prevent abuse | Contract (at your request); legitimate interest (security) |
| Microsoft accounts' profile photo: a small copy (96 pixels) of the photo of the Microsoft account you sign in with, read from Microsoft with your sign-in permission | Microsoft | Show your picture in the app, and to organizers who invite you | Contract; legitimate interest |
| Guests' display names and pictures: a guest who has a Rendezvous account is shown to the organizers who invite them with their account's name and profile picture; otherwise the name the organizer picked from their own contacts | The guest's account; the organizer's contacts | Show organizers who their guests are, and show guests of the same meeting who else is invited (names and pictures; email addresses only if the organizer chooses to show them) | Legitimate interest |
| Votes: which proposed times each guest says work for them, and when they voted | Guests, on the vote page or from the vote email | Help the organizer choose a time | Contract (the organizer's service); legitimate interest |
| Scheduling problem reports: your note, and a copy of the meeting's settings, the guests' written availability, how it was understood and the busy times used for it | You, when you report a problem with proposed times | Find and fix scheduling problems; reply to you | Legitimate interest (improving the service) |
| Subscription status and Stripe customer ID | Stripe | Provide the features of your plan | Contract |
| Meeting series and meetings: names, descriptions, locations, dates, times, scheduling rules and notes you write | You | Plan and send your meetings | Contract |
| Guests' email addresses | The organizer | Send invitations, availability requests, updates and cancellations | Legitimate interests (delivering the organizer's invitations) |
| Guests' replies: availability messages, RSVP answers (yes / maybe / no) | Guests (email, web form, calendar reply) | Schedule meetings and show the organizer who is coming | Legitimate interests |
| Guests' shared calendar: busy/free time ranges for the next 90 days, and an encrypted access token (or, for iCloud, the Apple ID and an encrypted app-specific password) | Guests who choose to connect their Google or Microsoft calendar | Avoid scheduling meetings when the guest is busy: only for the meetings the guest approves, or for all meetings they are invited to if they choose so | Consent (can be withdrawn at any time) |
| Early adopter list: your email address, the plan you're interested in (billing period, seats) and when you registered | You, when you register as an early adopter | Tell you when paid plans open; understand which plans people want | Consent (ask us to remove you at any time) |
| Guests' free/busy times (start, end and busy status) for the planning dates | The organizer's Microsoft 365 or Google Workspace account, for guests in their organisation whose free/busy it already shows them | Avoid scheduling meetings when guests are busy; used while planning, not stored. Organizers can turn it off for each rendezvous or series. | Legitimate interests |
| Delivery problems: addresses that bounced or reported our email as spam | Our email provider | Stop emailing addresses that can't or don't want to receive our email | Legitimate interests |
| Scheduling rules read from written text (for example "not on Fridays"), with the words they come from, and the guest's time zone when they reply through the web form | Organizers' and guests' written text; the guest's browser | Plan meetings that respect everyone's constraints, and show the organizer what was understood | Contract (organizer); legitimate interests (guests) |
| Feature requests: the idea you send, with your name, email address and plan | You | Improve Rendezvous and reply to you | Legitimate interests |
| Meeting notes and documents that organizers and moderators add to a rendezvous or series | Organizers and moderators | Share them with the meeting's guests | Contract (organizer); legitimate interests |
| Enterprise enquiries: company details, contact name, role, work email and phone, and the size of your use, sent through the Enterprise form | You | Answer your enquiry and prepare an offer | Steps at your request before a contract; legitimate interests |
| Support requests: your messages, the replies, your name, email address and plan | You | Answer your questions and fix problems | Contract; legitimate interests |
| Activity log: AI requests and results, availability submissions, RSVPs | The service | Troubleshooting, abuse prevention, improving scheduling | Legitimate interests |
We don't collect payment card details: payments are handled entirely by Stripe.
4. Your Google and Microsoft data
When an organizer grants access, Rendezvous uses it only for the actions the organizer starts:
- Calendar: add, update and remove the organizer's Rendezvous meetings in their own calendar, and create Google Meet or Microsoft Teams links. When the organizer plans or moves a meeting, we read the start and end times of their calendar events for the planning dates (and whether each shows as busy), so meetings avoid times they're busy. The Calendar tab reads the same start and end times for the weeks on screen, to show when they're busy. We never read titles, descriptions, locations or attendees, and we don't store any of it.
- Colleagues' free/busy: when an organizer signed in with Microsoft 365 or Google Workspace plans or moves a meeting, we ask their calendar provider, through their account, for the free/busy times of the guests whose availability their organisation already lets them see (as Outlook's Scheduling Assistant or Google Calendar's "Find a time" do). We receive only start and end times and busy status for the planning dates, use them to choose the times, and don't store them. Organizers can turn this off for each rendezvous or series ("Check colleagues' calendars"); guests who connect their own calendar are read from it instead.
- Contacts: search contacts when the organizer types in the guest search box, to fill in email addresses. Results are not stored.
These access tokens stay in the organizer's browser session and are sent to our server only for the action being performed; we don't store them. For people who connect calendars (guests sharing their availability, and organizers under "My calendars"), we read only busy time ranges (never event titles, descriptions, locations or attendees) and keep an encrypted token, or the encrypted calendar link for calendars shared by link (ICS), so the busy times stay up to date until they disconnect. We also keep the connected account's email address or the link's website name, to show which calendar is which. Up to five calendars can be connected; each can be disconnected separately, and disconnecting deletes its data. For calendar links, our server downloads the calendar file and keeps only the start and end times of busy events; the rest of the file is discarded. For Apple iCloud Calendar, which has no sign-in to grant access, people enter their Apple ID and an app-specific password they create for Rendezvous on account.apple.com (never their usual Apple password, which we refuse). We keep that password encrypted to read their calendars' events for the next 90 days, keep only the start and end times of busy ones, and discard the rest. They can revoke the password on account.apple.com at any time, or disconnect it here, which deletes it. When connecting, guests choose whether their calendar is used only for the meetings they approve (they are asked each time) or for any meeting they are invited to through Rendezvous; they can change this or disconnect on the availability page at any time.
Rendezvous's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We don't use Google or Microsoft user data for advertising, don't sell it, and don't use it to train AI models.
5. AI (scheduling rules and support)
When you write scheduling rules in plain words (for example "avoid bank holidays"), or guests describe their availability, that text is sent to Google's Gemini model on Google Cloud Vertex AI, in the EU (Belgium), together with the series dates and time zone. The model only turns the text into structured conditions (days, dates, hours); it doesn't see calendars or choose meeting times. The organizer sees every condition that was understood, and meeting times are then chosen by Rendezvous's own scheduler. When an organizer or moderator asks for a notes proposal ("Suggest with AI"), the notes, the name, description, location and meeting dates of that rendezvous or series are sent to the same model to write the proposal, which is only shown to them. Support requests are first read by an AI assistant (the same Gemini model, in the EU) that answers from our help guide when it can. Requests it can't close are later read by our support agent (also Gemini), which answers simple questions itself and prepares the others (bugs, billing, data requests) for our developers, who decide what to do. Every request and answer is also sent to our team. Under Google Cloud's terms, this data is not used to train Google's models. If no such text is written, no AI is used.
Connected apps (AI assistants)
If you connect an app such as Claude in Connected apps, it can read and change your rendezvous and series through Rendezvous with the permissions you approve on our consent page (see, create and plan, or also email your guests). What it reads (your meetings, guests' names and addresses, their replies, votes and notes) is sent to that app's provider, which handles it under its own terms and privacy policy; we never send it your Google or Microsoft data or tokens. Anything that emails your guests is described to you and needs your confirmation first. We keep the app's name, the permissions you approved, when it was last used, and a log of each action it takes (which action, when, and whether it worked; not the content) so you can see it on the Connected apps page. You can disconnect an app at any time; it then loses access immediately.
6. Who we share data with
We use these service providers (processors), under contracts that require them to protect the data:
| Provider | What for | Where |
|---|---|---|
| Google Cloud (Cloud Run, Firestore, Vertex AI) | Hosting, database, document storage (Cloud Storage), AI (reading scheduling rules, support assistant and agent) | EU (Belgium; Firestore in a European multi-region) |
| Amazon Web Services (Simple Email Service, SNS) | Sending email, delivery reports | UK (London) |
| Cloudflare | Domain name service, receiving email replies | Global network |
| Stripe | Payments | EU / US |
Sign-in is provided by Google and Microsoft under their own privacy policies. Guests' email addresses and the meeting details are, of course, visible in the invitations we send on the organizer's behalf. Each guest sees their own address; other guests see it only if the organizer turns on "Let guests see each other's email addresses" for that meeting (off by default). We may disclose data if required by law. Where data leaves the UK/EEA (for example Stripe or Cloudflare), the transfer is covered by adequacy decisions or standard contractual clauses.
7. How long we keep data
- Organizer accounts, series and meetings: until you delete them or ask us to delete your account.
- Guests' availability (including earlier versions they sent) and RSVP answers: as long as the organizer keeps the series.
- Shared calendars: until the guest disconnects (one click on the availability page) or asks us to delete them.
- Scheduling rules read from text: up to one year, then read again if still needed.
- Feature requests: until they are no longer useful to improve the service, or until you ask us to delete them.
- Notes and documents: until the organizer deletes them or the rendezvous or series.
- Enterprise enquiries: up to two years, or until you ask us to delete them.
- Support requests: as long as needed to help you and keep a record of the exchange, or until you ask us to delete them.
- Activity log: 90 days.
- Connected apps: until you disconnect them (or 30 days after their last use); their action log for 90 days.
- Early adopter list: until paid plans open and we've told you, or until you ask us to remove you (reply to any of our emails).
- Scheduling problem reports: 90 days.
- Bounce and complaint records: kept so that we don't email those addresses again; ask us to remove yours.
8. Security
All traffic uses HTTPS. Guest links are individually signed, calendar tokens are encrypted at rest, and access to data is limited to what each part of the service needs.
9. Your rights
Under UK and EU data protection law you can ask to access, correct, delete, restrict or port your data, and object to processing based on legitimate interests. Guests can also disconnect a shared calendar at any time. Email support@setrendezvous.com. We reply within one month. You can also complain to the UK Information Commissioner's Office (ico.org.uk) or your local data protection authority.
10. Cookies and similar technologies
We don't use advertising or analytics cookies. Your sign-in session is kept in your browser's session storage and ends when you close the tab. If you arrive from a link in an invitation or a shared link, your browser's local storage remembers that link's source and referral code for up to 30 days, until you sign up; nothing else is stored and it's never used for advertising. Google, Microsoft and Stripe may set their own cookies during sign-in or payment.
11. Children
Rendezvous is not intended for children under 16.
12. Changes
If we change this policy, we'll update the date at the top and, for significant changes, tell organizers by email.