Last updated: 1 July 2026 | Effective date: 1 July 2026
Table of Contents
1. Overview
VTalanoa ("we", "us", "our") is a video meeting and collaboration platform operated by VTalanoa and accessible at vtalanoa.com. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform.
By using VTalanoa, you agree to the collection and use of information in accordance with this policy. If you do not agree with any part of this policy, please discontinue use of the Service.
2. Information We Collect
We collect information in the following ways:
| Category | What We Collect | When |
|---|---|---|
| Account Data | Name, email address, username, password (hashed), timezone, profile photo | When you register |
| Meeting Data | Meeting title, description, schedule, participant list, meeting recordings (if enabled) | When you create or join a meeting |
| Usage Data | Pages visited, features used, session duration, IP address, browser type, device info | Automatically during use |
| Communications | In-meeting chat messages, support emails you send us | When you communicate |
| Payment Data | Billing name, payment method details (processed via our payment provider — we do not store full card numbers) | When you subscribe to a paid plan |
| Social Login | Profile name, email, and provider ID from Google, Microsoft, Facebook, or Apple when you sign in via OAuth | When you use social login |
3. How We Use Your Information
We use the information we collect to:
- Create and manage your account
- Provide, operate, and improve the Service
- Process payments and manage subscriptions
- Send transactional emails (password resets, meeting invitations, email verification)
- Respond to your support requests
- Monitor for and prevent fraudulent or abusive activity
- Comply with legal obligations
- Analyse usage patterns to improve the platform (using aggregated, anonymised data)
We will not use your data for automated decision-making that produces legal or similarly significant effects without your consent.
6. Data Retention
We retain your data for as long as your account is active or as needed to provide the Service. Specifically:
- Account data — retained until you delete your account or request deletion.
- Meeting recordings — retained for 90 days after the meeting ends, then automatically deleted unless you download them.
- Chat messages — retained for 12 months, then purged.
- Server logs — retained for 30 days for security and debugging purposes.
- Payment records — retained for 7 years as required by financial regulations.
After account deletion, we will anonymise or delete your personal data within 30 days, except where retention is required by law.
7. Security
We take the security of your data seriously and implement industry-standard measures, including:
- HTTPS encryption for all data in transit
- Bcrypt hashing for passwords (never stored in plain text)
- Hashed, time-limited tokens for password reset links
- CSRF protection on all forms
- JWT-based session authentication
- Regular security reviews and dependency updates
Despite our efforts, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security, and you use the Service at your own risk. Please notify us immediately at security@vtalanoa.com if you suspect any breach.
8. Your Rights
Depending on your location, you may have the following rights regarding your personal data:
- Access — request a copy of the personal data we hold about you
- Correction — request that we correct inaccurate or incomplete data
- Deletion — request that we delete your data ("right to be forgotten")
- Portability — receive your data in a structured, machine-readable format
- Objection — object to certain types of data processing
- Restriction — request that we restrict how we use your data
To exercise any of these rights, contact us at privacy@vtalanoa.com. We will respond within 30 days.
9. Children's Privacy
VTalanoa is not directed at children under the age of 13. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately at privacy@vtalanoa.com and we will delete the information promptly.
Users between 13 and 18 may use VTalanoa only with verifiable parental or guardian consent.
10. International Transfers
VTalanoa is operated from Fiji. Your information may be processed and stored on servers located outside your country of residence, including in countries where data protection laws may differ from those in your jurisdiction.
By using the Service, you consent to the transfer of your information to these locations. We take steps to ensure that any international transfers comply with applicable data protection requirements.
11. Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email and update the "Last updated" date at the top of this page.
We encourage you to review this policy periodically. Continued use of the Service after any changes indicates your acceptance of the updated policy.
12. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy, please contact us:
- General privacy: privacy@vtalanoa.com
- Security issues: security@vtalanoa.com
- General support: support@vtalanoa.com
- Website: vtalanoa.com