Privacy Policy

Last updated: February 5, 2026

1. Introduction

At MOMM System (Minutes of Meeting Management), we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform. Please read this policy carefully to understand our practices regarding your personal data.

2. Information We Collect

2.1 Personal Information

When you register for an account, we collect:

  • Full name and username
  • Email address
  • Department and designation
  • Contact number (optional)
  • Profile picture (optional)
  • Password (encrypted and securely stored)

2.2 Meeting and Document Data

As you use the MOMM System, we collect:

  • Meeting minutes and documentation
  • Attendance records
  • Document uploads and attachments
  • Meeting schedules and venue information
  • Comments and notes
  • Action items and assignments

2.3 Usage Information

We automatically collect certain information about your device and usage:

  • IP address and location data
  • Browser type and version
  • Device information
  • Login times and access logs
  • Pages visited and features used
  • Error logs and diagnostic data

3. How We Use Your Information

We use the collected information for the following purposes:

  • Service Delivery: To provide and maintain the MOMM System functionality
  • Account Management: To create and manage your user account
  • Communication: To send notifications, updates, and meeting reminders
  • Security: To protect against unauthorized access and fraudulent activities
  • Analytics: To analyze usage patterns and improve our services
  • Compliance: To comply with legal obligations and regulatory requirements
  • Support: To respond to your inquiries and provide customer support
  • Features: To develop new features and enhance user experience

4. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:

4.1 Within Your Organization

Meeting-related information is shared with authorized users within your organization based on their role and permissions. Administrators and conveners may have access to broader data sets necessary for their responsibilities.

4.2 Service Providers

We may engage trusted third-party service providers to assist with hosting, data storage, email delivery, and analytics. These providers have access to your information only to perform specific tasks on our behalf and are obligated to protect your data.

4.3 Legal Requirements

We may disclose your information if required by law, court order, or government regulation, or if we believe disclosure is necessary to protect our rights, prevent fraud, or ensure user safety.

4.4 Business Transfers

In the event of a merger, acquisition, or asset sale, your information may be transferred to the new entity, subject to the same privacy protections outlined in this policy.

5. Data Security

We implement comprehensive security measures to protect your information:

  • Encryption: All data transmission uses SSL/TLS encryption
  • Password Protection: Passwords are hashed using industry-standard algorithms (bcrypt)
  • Access Controls: Role-based access restrictions limit data exposure
  • Secure Hosting: Data is stored on secure, monitored servers
  • Regular Audits: Periodic security assessments and vulnerability testing
  • Backup Systems: Regular data backups with encryption
  • Staff Training: Our team is trained on data protection best practices

While we strive to protect your data, no method of transmission over the internet is 100% secure. You are responsible for maintaining the confidentiality of your login credentials.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide services. Meeting minutes and documents are retained according to your organization's data retention policies. When you close your account, we will delete or anonymize your personal information within 90 days, unless retention is required by law or for legitimate business purposes.

7. Your Rights and Choices

You have the following rights regarding your personal information:

  • Access: Request a copy of your personal data we hold
  • Correction: Update or correct inaccurate information
  • Deletion: Request deletion of your account and personal data
  • Portability: Receive your data in a portable format
  • Restriction: Limit how we process your information
  • Objection: Object to certain types of data processing
  • Withdrawal: Withdraw consent for optional data collection

To exercise these rights, please contact us at privacy@momm-system.com. We will respond to your request within 30 days.

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience:

  • Essential Cookies: Required for authentication and session management
  • Functional Cookies: Remember your preferences and settings
  • Analytics Cookies: Help us understand usage patterns (can be disabled)

You can control cookie preferences through your browser settings. Note that disabling cookies may affect certain features of the MOMM System.

9. Third-Party Links

The MOMM System may contain links to external websites or services not operated by us. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal information.

10. Children's Privacy

The MOMM System is not intended for users under 18 years of age. We do not knowingly collect personal information from children. If we discover that a child has provided us with personal information, we will promptly delete such information from our systems.

11. International Data Transfers

Your information may be transferred to and maintained on servers located outside your country of residence. By using the MOMM System, you consent to the transfer of your information to facilities that may be subject to different data protection laws. We ensure appropriate safeguards are in place for such transfers.

12. Updates to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of significant changes via email or system notification. The "Last Updated" date at the top of this policy indicates when it was last revised. Your continued use of the MOMM System after changes constitutes acceptance of the updated policy.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Privacy Officer: privacy@momm-system.com

Support Team: support@momm-system.com

Phone: +91 (123) 456-7890

Mailing Address:
MOMM System Privacy Department
Your Organization Address
City, State, ZIP Code

By using the MOMM System, you acknowledge that you have read and understood this Privacy Policy and agree to its terms regarding the collection, use, and disclosure of your information.