Privacy Policy

Effective Date: August 3, 2026

Last Updated: August 17, 2026

EZMeeting is operated by BATDEM LLC, a California limited liability company ("BATDEM," "we," "us," or "our"). This Privacy Policy explains what information we collect through ezmeeting.app and the EZMeeting application (the "Service"), how we use it, and the choices you have.

If you have questions about this policy, contact us at mgallagher@batdem.com.

1. A Note on Public Records

EZMeeting is built for organizations that operate under public meeting laws, most commonly the Brown Act, including neighborhood councils, HOAs, and community boards. A core function of the Service is to publish agendas, minutes, motions, votes, and related meeting records to a public portal or embeddable widget.

Content your organization chooses to publish through the Service is intentionally public. It is not treated as confidential or private data under this policy, and it may be indexed by search engines or viewed by anyone. Please do not include Social Security numbers, financial account numbers, medical information, or other sensitive personal data in any agenda, minutes, or attachment unless your organization's own legal obligations require it. We are not responsible for personal information your organization or its members choose to include in published public records.

Everything else in this policy concerns information that is not published to the public portal: account data, billing data, and internal usage data.

2. Information We Collect

Account and registration information. When you or your organization create an EZMeeting account, we collect information such as name, email address, organization name, and role (e.g., board member, staff, administrator).

Meeting content. Agendas, minutes, motions, votes, attachments, and related records you create or upload in the Service. As described in Section 1, content your organization publishes to the public portal is public. Draft or unpublished content is treated as your organization's private data, accessible to your organization's authorized users.

Billing information. We use Stripe to process payments for paid plans. Stripe collects and stores your payment card or bank details directly; BATDEM does not receive or store full payment card numbers on our own servers. We do receive limited billing metadata from Stripe, such as billing name, email, subscription plan, and transaction history, to manage your account.

Usage and log data. Technical information generated by your use of the Service, such as IP address, browser type, device information, timestamps, and pages or features accessed. We use this primarily for security, troubleshooting, and abuse prevention.

Audit log data. For compliance purposes, EZMeeting keeps an internal audit trail of changes made to legal meeting documents (who changed what, and when). This log is part of your organization's account data and is not published publicly.

Cookies. We use functional and session cookies necessary for the Service to work (for example, keeping you logged in). We also use HeyCatch, a third-party analytics service, to collect anonymous usage data (pages visited, features used, browser and device type) so we can understand how the Service is used and improve it. We do not send HeyCatch your name, email address, or the contents of your meeting documents. We do not use third-party advertising cookies.

3. How We Use Information

We use the information described above to:

• Provide, operate, and maintain the Service, including agenda/minutes generation, Brown Act 72-hour posting deadline calculations, California Early Notification System integration, and public portal publishing;
• Create and manage accounts, and authenticate users;
• Process payments and manage subscriptions through Stripe;
• Communicate with you about your account, billing, security, or changes to the Service;
• Provide customer support;
• Maintain audit logs for compliance and accountability purposes;
• Detect, prevent, and address technical issues, fraud, or misuse; and
• Comply with legal obligations.

We do not sell your personal information, and we do not use your data for third-party advertising.

4. How Information Is Shared

We share information only in the following circumstances:

Service providers. We use a small number of vendors to operate EZMeeting:

• Stripe for payment processing and billing.
• Supabase for our application database and authentication infrastructure.
• Render for application hosting.
• HeyCatch for anonymous product usage analytics.

These providers process data on our behalf under their own security and privacy commitments, and only to the extent necessary to provide their services to us.

Your organization's users. Draft and published meeting content is visible to the other authorized users within your organization's account, consistent with the permissions your organization sets.

The public. As described in Section 1, content your organization chooses to publish through the public portal or embeddable widget is public by design.

Legal requirements. We may disclose information if required by law, subpoena, court order, or governmental request, or where we believe disclosure is necessary to protect the rights, property, or safety of BATDEM, our users, or the public.

Business transfers. If BATDEM is involved in a merger, acquisition, or sale of assets, account information may be transferred as part of that transaction, subject to this policy or a policy at least as protective.

We do not sell personal information to third parties.

5. Data Retention

We keep your data for as long as your account is active, and afterward as described below.

If you cancel your subscription or close your account, we will not delete your organization's meeting records or account data without first making an export package available to you. Because our customers include public agencies and community organizations that may be subject to their own legal recordkeeping requirements (for example, public records retention rules that apply to neighborhood councils), we work individually with each customer on the right retention or export timeline rather than applying a single fixed deletion schedule. If you need your data retained for a specific period, deleted by a specific date, or exported in a specific format, contact mgallagher@batdem.com and we will work with you directly.

Published public records may continue to be publicly accessible even after an account is closed, unless your organization has its own legal basis and process for removing them (for example, a public records retention or destruction policy), in which case contact us and we will assist.

We retain billing records as required for tax, accounting, and legal purposes even after an account is closed.

6. Your Choices and Rights

Access, correction, and export. You can access and update most account and meeting information directly within the Service. You may request an export of your organization's data, or ask us to correct inaccurate account information, at any time by contacting mgallagher@batdem.com.

Deletion. You may request deletion of your account and non-public data, subject to Section 5 above (we will provide an export first, and we may retain certain records where we are legally required to, such as billing records or, for your organization's published public records, where public recordkeeping obligations apply).

Marketing communications. If we ever send marketing emails, you may opt out using the unsubscribe link in those emails. We will still send you essential service, security, and billing communications.

California Privacy Rights

BATDEM LLC is a small business, and we may not meet the size or revenue thresholds that trigger certain obligations under the California Consumer Privacy Act (CCPA) or its amendments. Regardless, we voluntarily extend the following rights to all EZMeeting users, wherever you're located:

• The right to know what personal information we hold about you;
• The right to request a copy of, or correction to, that information;
• The right to request deletion of that information, subject to the retention exceptions described in Section 5; and
• The right not to be discriminated against for exercising any of these rights.

To exercise any of these rights, email mgallagher@batdem.com. We will respond within a reasonable time.

7. Children's Privacy

EZMeeting is a business tool for civic and community organizations and is not directed at children. We do not knowingly collect personal information from anyone under 13. If you believe a child has provided us with personal information, contact us at mgallagher@batdem.com and we will delete it.

8. Security

We take reasonable technical and organizational measures to protect your information, including relying on Stripe, Supabase, and Render's respective security practices for the functions they perform. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Data Location

Our infrastructure providers (Supabase and Render) host data in the United States. If we change this, we will update this policy.

10. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify account administrators by email and update the "Last Updated" date above. Continued use of the Service after a change takes effect constitutes acceptance of the updated policy.

11. Contact Us

BATDEM LLC
Email: mgallagher@batdem.com

This policy describes EZMeeting's current data practices as of the effective date above. It is a working document intended to accurately reflect what the Service actually does, not template boilerplate. If our practices change (for example, if we add analytics tools, new sub-processors, or new features that collect additional data), this policy will be updated to match.