Privacy Policy

1. Who is responsible for your data

LetsMeet is the data controller for personal data processed through the app. For privacy questions or requests, contact us at jacqueline@letsmeet.uk.

2. What we collect

Depending on how you use LetsMeet, we may process:

• Account and identity data — email address, name, and authentication identifiers provided via Clerk when you sign up or sign in.
• Profile data — display name, city, interests, and optional profile photo.
• Group and event content — groups you create or join, events, locations, descriptions, attendance, comments, and event notes.
• Messages and notifications — direct messages you send to other members who share a group, and in-app notification content.
• Photos — profile pictures and group member photos you upload.
• Billing data — subscription status, plan identifiers, and related billing metadata needed to manage your membership. Payment card details are handled by our payment providers through Clerk Billing; we do not store full card numbers.
• Support communications — information you send when reporting an issue (such as email and message content).
• Technical data — limited device and session information needed to operate the service securely (for example via authentication cookies and hosting logs).

3. Why we use your data

We use personal data to:

• Create and manage your account and membership.
• Provide groups, events, calendar, messaging, and related features.
• Send transactional emails (for example group approvals and join requests).
• Process subscriptions, trials, and billing status.
• Respond to support reports and keep the service secure.
• Improve reliability and prevent abuse.

Under UK GDPR, our main lawful bases are contract (to provide the service you signed up for), legitimate interests (security, service improvement, and essential operations, balanced against your rights), and where required legal obligation (for example keeping records needed for tax or regulatory purposes). Where we rely on consent for a specific optional use, you can withdraw it at any time.

4. Messaging and profiles

Profile details you choose to share (such as name, city, interests, and photo) may be visible to other members in contexts related to groups and events. Direct messages are private between you and the recipient, but we store message content so the feature can work. Do not send sensitive personal data in messages or profile fields unless you are comfortable with it being processed as described here.

5. Email

We send transactional emails related to your account and groups (for example approval notices, join requests, and issue reports). These emails are sent using Resend. We do not use your email for unrelated marketing without a clear lawful basis and, where required, your consent.

6. Billing

Subscriptions and checkout are handled through Clerk Billing. We store billing status and related identifiers in our database so we can grant or manage access to paid features. Payment processing itself is carried out by Clerk and its payment partners under their terms and privacy notices.

7. Third parties who process data for us

We use trusted service providers who process personal data on our behalf or as independent controllers for their own services:

• Clerk — authentication, sessions, user accounts, and billing/checkout.
• Resend — sending transactional email.
• Neon — hosted PostgreSQL database for app data.
• Amazon Web Services (AWS) — hosting.

These providers only receive the data needed to perform their role. Some may process data outside the UK. Where that happens, we rely on appropriate safeguards recognised under UK data protection law (such as the UK International Data Transfer Agreement / Addendum or other approved mechanisms used by the provider).

8. How long we keep data

We keep personal data only as long as needed for the purposes above:

• Account, profile, group, event, messaging, and notification data — while your account is active, and for a reasonable period afterwards if needed to close the account, resolve disputes, or meet legal requirements.
• Billing records — for the life of the subscription relationship and any retention period required for accounting or legal compliance.
• Support emails — for as long as needed to handle your report and related follow-up.
• Security and hosting logs — for short operational periods unless a longer period is needed to investigate an incident.

When data is no longer required, we delete or anonymise it where practicable.

9. Cookies and similar technologies

We use cookies and similar technologies that are necessary for authentication and security (including Clerk session cookies). These are required for the service to function. We do not currently use analytics cookies or other non-essential advertising cookies on LetsMeet. See our Cookie Policy for more detail.

10. Your rights (UK GDPR)

Depending on the circumstances, you may have the right to:

• Access a copy of your personal data.
• Correct inaccurate or incomplete data.
• Request deletion of your data.
• Restrict or object to certain processing.
• Receive data you provided in a portable format.
• Withdraw consent where processing is based on consent.
• Complain to the UK Information Commissioner's Office (ICO) at ico.org.uk.

To exercise these rights, email jacqueline@letsmeet.uk. We may need to verify your identity before responding. You can also update many profile details directly in the app, and manage account authentication settings through Clerk.

11. Children

LetsMeet is intended for adults. We do not knowingly collect personal data from children under 16. If you believe a child has provided us with personal data, contact us and we will take appropriate steps.

12. Changes to this policy

We may update this privacy policy from time to time. The "Last updated" date at the top will change when we do. If changes are significant, we may provide additional notice in the app or by email.

13. Contact

Privacy requests and questions: jacqueline@letsmeet.uk.

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