Privacy Policy

Latest Update: 16/02/2026

Version: 2.1

Executive Statement

SoftMeet Meetings is engineered to enable real-time communication without retaining meeting content. SoftMeet does not store, access, process, back up, or otherwise control meeting recordings. Any recording of a meeting is initiated solely by the meeting host and is saved exclusively on the host’s personal device. Such recordings are entirely outside SoftMeet’s infrastructure, systems, and legal custody.

This architectural design materially limits SoftMeet’s role and obligations under the Protection of Personal Information Act, 2013 (POPIA), the GDPR, and equivalent international data protection laws.

Scope and Applicability

This Privacy Policy governs the collection, use, disclosure, retention, and protection of personal information processed by SoftMeet Inc. in connection with SoftMeet Meetings, including live video conferencing, audio transmission, real-time chat, screen sharing, and collaborative features.

This Policy applies to meeting hosts, invited participants, and registered account holders. Where SoftMeet processes personal information on behalf of enterprise or institutional customers, such processing is governed by the applicable Data Processing Agreement. In the event of any inconsistency, the Data Processing Agreement prevails.

Definitions and Roles

Personal information has the meaning assigned under POPIA and includes any information relating to an identifiable living natural or juristic person. Special personal information includes categories requiring heightened protection, such as biometric data, health information, and religious beliefs.

Processing includes any operation performed on personal information, including transmission. Real-time routing of audio and video constitutes processing even where no data is stored.

SoftMeet acts as the Responsible Party (or Data Controller) for platform infrastructure, authentication, meeting routing, metadata, and service delivery. Where SoftMeet processes personal information strictly on documented enterprise instructions, it acts as an Operator (or Data Processor).

The Host is the account holder who initiates and manages a meeting and determines whether any recording occurs.

Meeting Recordings

SoftMeet does not provide cloud recording functionality and does not store, retain, access, or back up meeting recordings. SoftMeet has no technical or administrative ability to retrieve, view, delete, or manage recordings once created.

Any recording is initiated by the Host and stored exclusively on the Host’s personal device or designated storage environment. SoftMeet is not a Responsible Party, Operator, Controller, or Processor in respect of recordings.

Hosts bear sole responsibility for participant notification, consent, lawful recording, storage security, retention decisions, deletion, and compliance with applicable recording and data protection laws.

If SoftMeet introduces cloud recording, server-side storage, or server-side transcription in the future, this Policy will be revised prior to deployment.

Lawful Basis for Processing

SoftMeet processes personal information only where a valid lawful basis exists. Processing required to deliver the Services is conducted on the basis of contractual necessity. Processing for security, fraud prevention, diagnostics, and reliability is conducted on the basis of legitimate interests.

Where consent is required, including for host-initiated recordings or marketing communications, consent must be freely given, informed, and revocable. Consent obligations for recordings rest with the Host.

SoftMeet may also process personal information to comply with legal obligations or to protect vital interests in safety-critical situations.

Personal Information We Process

SoftMeet processes account and identity information such as names, email addresses, usernames, device identifiers, IP addresses, and operating system information.

Live audio and video streams are processed only in real time to deliver meetings. These streams are not recorded, cached, or retained. Although such streams may incidentally reveal special personal information, SoftMeet does not store or analyse this information.

SoftMeet processes meeting metadata, including join and leave times, meeting duration, participant lists, and technical connection data.

In-meeting chat messages are session-bound by default and are not retained after the meeting ends, unless a host-enabled feature explicitly requires persistence.

SoftMeet also processes diagnostic and usage data, such as error logs and aggregated feature usage metrics. This data is not used for behavioural advertising or profiling.

Data Retention

SoftMeet retains personal information only for as long as necessary for the stated purpose or as required by law.

Live audio and video streams are processed only in real time and are not retained. Meeting recordings are not retained by SoftMeet under any circumstances.

Meeting metadata is retained for up to twelve months. Account information is retained for the life of the account and up to twenty-four months after closure. Aggregated or anonymised diagnostic data may be retained for up to twenty-four months.

Data is securely deleted or irreversibly anonymised upon expiry of applicable retention periods.

Security Measures

SoftMeet implements technical and organisational measures appropriate to the risk profile of the Services, including encryption in transit, access controls based on least-privilege principles, monitoring and incident detection systems, and staff training.

Because SoftMeet does not store recordings, breach notification obligations do not extend to recordings stored on host devices.

Cross-Border Transfers

SoftMeet may process personal information in jurisdictions outside the data subject’s country of residence. Appropriate safeguards are applied, including contractual protections and adequacy mechanisms consistent with POPIA, GDPR, and equivalent laws.

Meeting recordings are excluded from SoftMeet’s cross-border transfer obligations.

Your Rights

Subject to applicable law, individuals may request access to, correction of, deletion of, or restriction of processing of their personal information, may object to certain processing, and may request data portability where applicable.

Requests can be submitted to support@softmeet.co.za. SoftMeet will respond within legally required timeframes.

Host Responsibilities

Hosts who choose to record meetings are solely responsible for notifying participants, obtaining valid consent, complying with applicable recording laws, securing recorded content, and managing retention and deletion. Any failure to comply rests with the Host and not with SoftMeet.

Children’s Information

SoftMeet Meetings is not directed at children below the applicable minimum age. SoftMeet does not knowingly process personal information of minors without valid parental or guardian consent. If such information is identified, it will be deleted promptly.

Changes to This Policy

SoftMeet may update this Privacy Policy to reflect changes in law, technology, or practices. Material changes will be communicated in advance. Continued use of the Services constitutes acceptance of the updated Policy unless fresh consent is required.

Contact

Information Officer / Data Protection Officer

Email: support@softmeet.co.za

Address: 53 De Havilland Crescent, Persequor, Pretoria, 0020