Privacy Policy

Information we collect

• Account data — name, email, password, and practice details you provide when you sign up.
• Client data you enter — the people you coach, your cohorts, agreements, action items, check-ins, and session notes. You are the controller of this data; we process it on your behalf.
• Payment data — handled by our payments processor (Stripe). We never store full card numbers; we keep only a customer reference and subscription status.
• Usage and device data — basic logs (IP address, browser, pages visited) needed to operate, secure, and debug the service.

How we use it

• To provide and maintain the service (agreements, scheduling, accountability, analytics).
• To send transactional email — sign-in links, agreement notifications, and booking confirmations — via our email provider (Postmark).
• To secure accounts, prevent abuse, and meet legal obligations.

We do not sell your personal information.

Where your data lives

Application data is stored with our infrastructure providers (Supabase for the database and authentication, Vercel for hosting). These providers process data under their own security and privacy commitments. Access to client data is scoped to the practitioner who owns it.

Messages and notifications

MeridianOS lets a member and their coach send each other private messages in the app. This is how we handle them.

• Who can read them. MeridianOS stores messages with the rest of your data (see “Where your data lives”). A conversation is visible only to the member and their named coach. Other coaches, practice admins and our reporting tools can’t read it.
• Attachments. Photos, voice notes, videos and files you attach are stored privately. They’re downloaded through short-lived signed links, and they’re deleted when the conversation or membership data they belong to is deleted.
• Edits and unsends. A sender can edit a message for a short time after sending it, and can unsend it. Unsending removes the text of the message.
• Notifications. When a message arrives we may send a notification email (through Postmark), a web push notification or an iPhone push notification. Push notifications travel through your browser’s push service or Apple’s push notification service. These notifications say that a message has arrived. They never contain the message text.
• How long we keep messages. Messages are kept until deletion is requested. They don’t expire automatically. To have them deleted, ask your coach, email privacy@meridian-os.ai or use the contact form on our support page.
• Reporting a conversation. A member or a coach can report a conversation from the Report button at the top of it. The report reaches the MeridianOS team as an email holding the IDs involved and the reason you write. It holds no message text. The team looks at the content of a conversation only with the participants’ consent.

Your choices

• You can access, correct, or export your data from within the app, or by contacting us.
• You can delete your account, which removes your practice and associated records.
• Clients sign in with one-time email links and can request deletion through their practitioner.

Data retention & security

We retain data for as long as your account is active and as needed to provide the service or meet legal requirements. We use industry-standard safeguards (encryption in transit, scoped access, audit logging) but no system is perfectly secure.

Google Calendar

This section applies to coaches who connect a Google Calendar. Members don’t connect one.

When you connect, Google asks you to approve these permissions:

• calendar.events.owned, so Meridian can create, update and delete the events it makes for your booked 1:1 sessions on your primary Google Calendar.
• calendar.freebusy, so Meridian can see when you’re busy or free. It shows no event titles, guests or other details.
• openid and email, so we can show which Google account is connected and recognise you as the host of your call recordings.

We keep the email address and account ID of the connected Google account, the permissions you granted, and the access and refresh tokens Google gives us. The tokens are encrypted at rest with AES-256-GCM, and the key is held outside the database. We also copy the connected email onto your coach profile and onto the record of each session booked while you’re connected. For each booked session we also keep the ID of the calendar event Meridian created, so we can move or remove it if the session changes. When a session is booked, the member is added as a guest on that event, so Google also emails them the invitation. We check your busy and free times only to work out which times to offer. We don’t store them.

Your Google Calendar data is used for three things: offering bookable times, keeping booked sessions on your calendar and showing them in Meridian, and recognising you as the host of call recordings you connect to Meridian, which we do by matching your connected Google email. We never sell it, use it for advertising, or use it to train AI or machine learning models. No one at Meridian reads it unless you give us permission for a support request, or we need to for security or to comply with the law.

We share Google Calendar data, and data that comes from it, only in these ways:

• Google. We send your tokens to Google to create, move and delete session events, check free/busy times, and refresh or end access.
• Our service providers. Supabase stores it in our database and backups. Vercel runs the servers that process it. Both act on our behalf.
• Your members. A member sees the open times we work out from your free/busy times, never your other events. A member who books sees your connected Google account as the organizer of the event. The record of a booked session, which notes the Google account it was placed on, is visible to that member and to the coaches of that cohort.
• Booking notices. We treat booked session times as coming from your calendar. They appear in booking emails we send through Postmark, in browser push notifications, and in Meridian’s audit log. These notices never include your Google email, tokens or busy times. Push notifications travel encrypted through your browser’s push service.
• Your own AI assistant, if you connect one. If you connect an AI assistant such as Claude to Meridian’s connector and ask it about scheduling, we send that assistant your Google Calendar connection status and the times of your upcoming booked sessions. If you ask it to, the assistant can cancel an upcoming 1:1 session booked in Meridian in a cohort you coach, which removes the event Meridian created on the host coach’s calendar. Meridian’s calendar tools don’t include your connected Google email, busy times or other events in what they send it. That traffic passes through Cloudflare, which runs our connector. The assistant’s provider handles it under the terms of your account with them, so whether they keep it or train on it depends on those terms, not on Meridian.

Meridian’s own AI feature uses Anthropic’s Claude API to find action items in session transcripts. This feature sends the call transcript to Anthropic; it does not add data from our Google Calendar integration.

Meridian’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

You can disconnect Google Calendar from Settings at any time. When you do, we delete our copy of your tokens, the connected email, the account ID and the permissions you granted right away. Encrypted backups may keep a copy for up to 7 days before they’re overwritten. Records of sessions already booked keep the Google email they were placed on for as long as we keep those session records. To remove Meridian’s access at Google, visit myaccount.google.com/permissions.

Questions about your calendar data go to privacy@meridian-os.ai or the contact form on our support page.

Contact

Questions about this policy or your data? Email privacy@meridian-os.ai or use the contact form on our support page.