Privacy Policy


Your privacy is critically important to us. At MailCoach, Inc., we have a few fundamental principles:


  • We don’t ask you for personal information unless we truly need it.
  • We don’t share your personal information with anyone except to comply with the law, develop our products, or protect our rights.
  • We don’t store personal information on our servers unless required for the ongoing operation of one of our services.

If you have questions about how we handle privacy, or about deleting your personal data, please contact our Support team at support@ratethatmeeting.com.

This privacy policy governs Rate That Meeting, an app operated by MailCoach, Inc., hosted on https://ratethatmeeting.com and https://app.ratethatmeeting.com. It also covers the Should It Be A Meeting website, hosted on https://shoulditbeameeting.com. MailCoach, Inc. operates other services (MailCoach, MeetingCoach, etc.), and you can view the privacy policy associated with those tools at https://mailcoachapp.com/privacy/.

MailCoach, Inc. operates the app known as Rate That Meeting at https://ratethatmeeting.com and https://app.ratethatmeeting.com. It is the policy of MailCoach, Inc. to respect your privacy regarding any information we may collect while operating our websites or services.

Website Visitors

Like most website operators, MailCoach, Inc. collects non-personally-identifying information of the sort that web browsers and servers typically make available, such as the browser type, language preference, referring site, and the date and time of each visitor request. MailCoach’s purpose in collecting non-personally identifying information is to better understand how Rate That Meeting’s visitors use its website and application. From time to time, MailCoach may release non-personally-identifying information in the aggregate, e.g., by publishing a report on trends in the usage of its website or the Rate That Meeting app.

Rate That Meeting also collects potentially personally-identifying information like Internet Protocol (IP) addresses for users who interact with our services. MailCoach, Inc. only discloses logged in user IP addresses under the same circumstances that it uses and discloses personally-identifying information as described below.

Gathering of Personally-Identifying Information

Certain visitors to the Rate That Meeting website and app choose to interact with Rate That Meeting in ways that require Rate That Meeting to gather personally-identifying information. The amount and type of information that Rate That Meeting gathers depends on the nature of the interaction. For example, users of Rate That Meeting are asked to authorize Rate That Meeting access to your email address, retrieve the fact that you’re logged in on Google, and request calendar metadata to provide data necessary for the application to function. Subsequently, we may store data tied to your email address necessary for certain Rate That Meeting features. In each case, MailCoach, Inc. collects such information only insofar as is necessary or appropriate to fulfill the purpose of the visitor’s interaction with Rate That Meeting. MailCoach, Inc. does not disclose personally-identifying information other than as described below. And visitors can always refuse to supply personally-identifying information, with the caveat that it may prevent them from engaging in certain features of the app.

Collection and Usage of Data

Rate That Meeting may access or collect the following data in order to provide features that help you run better meetings:

  • Calendar data
    • Rate That Meeting requests read-only access to calendar events, settings, and other calendar metadata using the calendar.readonly “scope” provided by Google (collectively referred to as “calendar data”). A scope is a set of permissions you grant Rate That Meeting when you sign up for the service.
    • You can remove this permission at any time by reviewing the apps connected to your account. Note that Rate That Meeting will fail to work as soon as this permission is revoked.
    • Calendar data may include the title of the event, its start and end time, the email addresses of participants, and other metadata tied to calendar events. Calendar settings may include the default timezone tied to a given calendar, the default event length, etc. If you have any questions on the data Rate That Meeting can access, please email us at support@ratethatmeeting.com.
    • We store calendar data only for as long as required to request and display meeting feedback and relevant Rate That Meeting features. In some cases (e.g. for feedback on meetings you run), we store data indefinitely so that you can access your full history of meeting feedback.
    • In order to troubleshoot the operation of Rate That Meeting, your email address may be logged in application logs. All application logs are deleted after 30 days.
  • Know who you are on Google
    • For certain services to work, Rate That Meeting needs to know your email address and public profile information (e.g. name). This information is used to deliver feedback requests and notifications via email and to personalize those emails with your name.
    • You can remove this permission at any time by reviewing the apps connected to your account. Note that Rate That Meeting will fail to work as soon as this permission is revoked.
  • Authorization Grants
    • In order to retrieve calendar metadata offline, while you aren’t in the application, we request access to fetch these data on your behalf. This requires we store authorization information tied to your account using a standard called OAuth. This information is encrypted in transit and at rest. At no time does Rate That Meeting have access to your password or sensitive account data, beyond what is listed in this policy.
    • You can remove this permission at any time by reviewing the apps connected to your account. Note that Rate That Meeting will fail to work as soon as this permission is revoked.
    • If you connect your Slack account to Rate That Meeting, we request permissions to install a Rate That Meeting Slack bot to your workspace, which includes permissions to send messages in your workspace. The permissions we request are the minimum set of permissions Slack requires in order for bots to function in a workspace. We only utilize these permissions to send messages from the Rate That Meeting bot to the Slack user tied to your account, not other users within your domain. We will never post messages to channels or read any messages in your workspace. To view a list of the permissions granted to bot users, see the bottom section of this Slack reference.
    • Like Google, Slack uses OAuth grants to manage the access Rate That Meeting has to your workspace. This means we are granted tokens that allow us to interact with your workspace in the way you specifically authorize. These tokens are encrypted in transit and at rest. Along with these tokens, we store the user ID assigned to your Slack user and the team ID assigned to your workspace, both of which are required to uniquely identify users across teams on Slack. You can revoke our access to Slack at any time by reviewing the apps installed in your workspace. We do not have access to your Slack password or sensitive account data, beyond what is listed in this policy.

The Should It Be A Meeting website does not collect any personal information from our users, beyond the anonymous usage data stored in website logs and in third party services like Google Analytics.

Aggregated Statistics

MailCoach, Inc. may collect statistics about the behavior of visitors to its websites or applications. For instance, Rate That Meeting uses Google Analytics to collect anonymous usage of our website and applications to help improve our products. Rate That Meeting anonymizes the IP addresses of all data sent to Google Analytics to comply with the privacy laws of certain countries and regions. MailCoach, Inc. may display this information publicly or provide it to others. However, MailCoach, Inc. does not disclose personally-identifying information other than as described below.

Protection of Certain Personally-Identifying Information

MailCoach, Inc. discloses potentially personally-identifying and personally-identifying information only to those of its employees, contractors and affiliated organizations that (i) need to know that information in order to process it on MailCoach’s behalf or to provide services available at MailCoach’s websites and applications, and (ii) that have agreed not to disclose it to others. Some of those employees, contractors and affiliated organizations may be located outside of your home country; by using MailCoach’s websites or applications, you consent to the transfer of such information to them. MailCoach, Inc. will not rent or sell potentially personally-identifying and personally-identifying information to anyone. Other than to its employees, contractors and affiliated organizations, as described above, MailCoach, Inc. discloses potentially personally-identifying and personally-identifying information only in response to a subpoena, court order or other governmental request, or when MailCoach believes in good faith that disclosure is reasonably necessary to protect the property or rights of MailCoach, third parties or the public at large. If you are a user of any of the MailCoach applications and have supplied your email address, MailCoach may occasionally send you emails to tell you about new features, solicit your feedback, or just keep you up to date with what’s going on with Rate That Meeting and other products. We primarily use our various product blogs to communicate this type of information, so we expect to keep this type of email to a minimum. If you are a user of the Rate That Meeting service, you can expect to receive feedback requests and notifications delivered to your inbox on a regular basis. If you send us a request (for example via a support email or via one of our feedback mechanisms), we reserve the right to publish it in order to help us clarify or respond to your request or to help us support other users. MailCoach, Inc. takes all measures reasonably necessary to protect against the unauthorized access, use, alteration or destruction of potentially personally-identifying and personally-identifying information.

Cookies

The MailCoach website, applications, and email service currently do not use cookies to track or identify users. We may however set and read first-party cookies in order to hide or display certain features on the website or for security-related features. Rate That Meeting and related services use your email address as a unique identifier for certain product features, enumerated in the “Gathering of Personally-Identifying Information” section above.

Certain third party services with whom we work may set cookies based on their privacy policies. For example, we use Google Analytics (as described above) and Google Sign-In, and Google may set cookies according to their policies.

Business Transfers

If MailCoach, Inc., or substantially all of its assets, were acquired, or in the unlikely event that MailCoach, Inc. goes out of business or enters bankruptcy, user information would be one of the assets that is transferred or acquired by a third party. You acknowledge that such transfers may occur, and that any acquirer of Rate That Meeting may continue to use your personal information as set forth in this policy.

Privacy Policy Changes

Although most changes are likely to be minor, MailCoach may change its Privacy Policy from time to time, and in MailCoach’s sole discretion. MailCoach encourages visitors to frequently check this page for any changes to its Privacy Policy. Your continued use of this site after any change in this Privacy Policy will constitute your acceptance of such change.

Notice to California Residents – Your California Privacy Rights

The State of California enacted the Shine the Light law (California Civil Code Section 1798.83) that permits users who are California residents to request certain information regarding the disclosure of personal information during the past year for marketing purposes. To make such a request, contact support@ratethatmeeting.com.

Usage of and Reference to Google Products and Services

Google Calendar, Gmail, Inbox by Gmail, and G Suite are all registered trademarks of Google Inc., and we and our services are not affiliated with them in any way.

Usage of and Reference to Slack Products and Services

Rate That Meeting is not created by, affiliated with, or supported by Slack Technologies, Inc.

Change log

  • October 2, 2017: First published.
  • October 18, 2017: Updated to include references to https://ratethatmeeting.com.
  • February 20, 2018: Added section on permissions / scope of our Slack integration.
  • April 10, 2018: Added Should It Be A Meeting website.