SOREX Meet Privacy Policy
Operated by: Techxon Innovation Limited
1. Introduction
Techxon Innovation Limited (“Techxon,” “we,” “us,” or “our”) respects your privacy and is committed to protecting personal information processed through SOREX Meet, our online meeting and collaboration service.
This Privacy Policy explains what information we collect, why we use it, how we share and protect it, how long we retain it, and the rights available to individuals.
This Policy applies to SOREX Meet websites, applications, meeting rooms, account management functions, and related services.
Depending on the circumstances, Techxon may act as a data controller, determining why and how personal information is processed, or as a data processor acting on documented instructions from an organizational customer.
2. Information We Collect
2.1 Account and Profile Information
When you register or use an account, we may collect:
- Full name and display name.
- Email address and telephone number, if provided.
- Username, account identifier, and authentication information.
- Organization, department, role, and account preferences.
- Subscription, billing status, and transaction records, where applicable.
We do not intend to collect payment card details directly where payments are processed by a third-party payment provider, unless our specific payment configuration requires it.
2.2 Meeting and Participation Information
When you create, host, or join meetings, we may process:
- Meeting titles, descriptions, identifiers, and access links.
- Invitations, schedules, and participant lists.
- Join and leave times, attendance records, and meeting duration.
- Host and participant settings.
- Chat messages, reactions, shared files, and collaboration content.
- Meeting recordings, transcripts, captions, or notes where those features are enabled.
- Support reports and meeting-related feedback.
Meeting participants may be visible to other participants according to the meeting's configuration.
2.3 Audio, Video, and Screen-Sharing Data
If you use audio, video, or screen-sharing features, the service processes the relevant media and content to enable communication. Camera and microphone access is subject to your device, browser, operating system, and application permissions.
Screen-sharing content may expose personal, confidential, or sensitive information displayed on your device. You should close or hide information that you do not intend to share.
Whether media is recorded or retained depends on the features used, the meeting host's settings, the organization's configuration, and applicable retention rules.
2.4 Technical and Usage Information
We may collect:
- IP address and approximate network or geographic information derived from it.
- Device type, operating system, browser, and application version.
- Connection quality, latency, diagnostic logs, and error reports.
- Authentication events, security logs, and account activity.
- Feature usage and performance metrics.
- Cookie identifiers and similar technologies, where deployed.
We use this information to operate the service, troubleshoot issues, detect abuse, improve performance, and protect accounts and infrastructure.
2.5 Information from Organizations and Other Users
If your employer, school, client, or another organization provides access to SOREX Meet, that organization may supply your name, email address, role, account status, and access permissions.
A meeting host may provide your contact details to invite you to a meeting. Other participants may also share information about you through meeting chats, recordings, or other content.
3. How We Use Personal Information
We may use personal information to:
- Create and manage accounts.
- Authenticate users and control meeting access.
- Schedule, host, and deliver online meetings.
- Enable audio, video, chat, screen sharing, and other requested features.
- Send meeting invitations, service notifications, security alerts, and support responses.
- Process subscriptions, payments, invoices, and account administration where applicable.
- Maintain service reliability, diagnose faults, and improve performance.
- Detect fraud, abuse, unauthorized access, and cybersecurity threats.
- Investigate complaints and enforce our Terms of Use.
- Comply with applicable legal, regulatory, and contractual obligations.
- Protect the rights, safety, and security of users and Techxon.
We will not use meeting content for purposes incompatible with the applicable agreement or legal basis.
4. Lawful Basis for Processing
Where required by applicable law, we rely on one or more lawful bases, depending on the purpose and circumstances:
- Contract: To create accounts and provide the meeting and collaboration services requested.
- Legitimate interests:To secure, maintain, troubleshoot, and improve the service, where those interests are not overridden by individuals' rights.
- Consent: For processing activities where consent is legally required, such as certain optional cookies or recording-related activities.
- Legal obligation: To comply with applicable legal and regulatory requirements.
- Other lawful bases: Where recognized by applicable data protection legislation and appropriate to the circumstances.
Where we rely on consent, you may withdraw it at any time. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.
5. Meeting Recordings, Transcripts, and Chat
Recording and transcription may be available depending on the features enabled by Techxon or an organizational administrator.
When a meeting is recorded or transcribed:
- The host or organization is responsible for providing appropriate notice and obtaining any legally required consent.
- Participants should avoid sharing information they are not authorized to disclose.
- Access to recordings and transcripts should be restricted to authorized users.
- Recordings and transcripts may be processed by approved infrastructure or transcription providers where necessary to deliver the feature.
- Retention and deletion may depend on organizational settings, contractual commitments, and legal requirements.
If you have concerns about a recording, contact the meeting host or the organization responsible for the meeting. You may also contact Techxon where we are responsible for the relevant processing.
Techxon does not claim ownership of participants' meeting content merely because it is processed by the service.
6. Cookies and Similar Technologies
SOREX Meet may use essential cookies and similar technologies to:
- Maintain secure sessions and authenticate users.
- Remember preferences and settings.
- Protect against fraudulent or malicious activity.
- Measure performance and diagnose technical issues.
- Analyze usage, where appropriate.
Non-essential cookies or similar technologies will be managed in accordance with applicable law, including obtaining consent where required.
You can manage cookies through available consent controls and your browser settings. Blocking essential cookies may prevent certain features from working correctly.
7. How We Share Information
We may disclose personal information to the following categories of recipients where necessary and lawful:
7.1 Service Providers
Approved providers supporting cloud hosting, storage, video and audio delivery, communications, email, authentication, analytics, customer support, security, and payment processing. These providers may process information on our behalf under applicable contractual and security requirements.
7.2 Organizations and Meeting Hosts
If your account or meeting is managed by an organization, its authorized administrators and meeting hosts may access relevant account information, attendance details, meeting content, recordings, and usage information according to their permissions and configuration. The organization may determine its own purposes for processing this information and may have separate privacy obligations.
7.3 Legal and Regulatory Authorities
We may disclose information where reasonably necessary to comply with applicable law, lawful legal process, enforceable regulatory requirements, or to protect the rights and safety of users and others.
7.4 Business Transfers
Personal information may be transferred as part of a merger, acquisition, restructuring, or sale of relevant business assets, subject to appropriate safeguards and applicable law.
7.5 With Your Direction or Consent
We may share information where you direct us to do so, where you authorize an integration, or where another lawful basis permits the disclosure.
We do not sell personal information as a business model.
8. International Data Transfers
SOREX Meet may rely on cloud infrastructure and service providers operating in different countries.
Where personal information is transferred across borders, we will implement applicable legal transfer mechanisms and safeguards where required. These may include adequacy arrangements, contractual safeguards, or other legally recognized mechanisms.
The countries in which information is stored or processed will depend on the actual hosting architecture, service providers, and organizational configuration.
For enterprise customers with specific residency requirements, the applicable service agreement should identify any agreed hosting or transfer restrictions.
9. Data Retention and Deletion
We retain personal information only for as long as reasonably necessary for the purposes described in this Policy, subject to applicable legal, contractual, security, and operational requirements.
Retention periods may differ by information type:
- Account data: For the duration of the account and a reasonable period afterward where needed for administration, security, or legal compliance.
- Meeting metadata and attendance logs: According to service requirements, organizational settings, and applicable retention policies.
- Recordings, transcripts, chats, and shared files:According to the host's or organization's settings, subscription terms, and applicable retention requirements.
- Security and diagnostic logs: For a proportionate period necessary to investigate incidents, prevent abuse, and maintain security.
- Billing and legal records: For the period required by applicable law and legitimate record-keeping obligations.
When information is no longer required, we will delete it, anonymize it, or securely dispose of it, subject to applicable law and technical limitations.
Deletion from active systems may not immediately remove copies held in protected backups, which will be handled under applicable backup-retention procedures.
10. Data Security
We implement and maintain appropriate technical and organizational measures designed to protect personal information against unauthorized access, loss, alteration, disclosure, and destruction.
Depending on the service configuration, these measures may include:
- Access controls and role-based permissions.
- Authentication and account protection.
- Encryption in transit and, where implemented, at rest.
- Security monitoring, logging, and incident response.
- Software maintenance, vulnerability management, and backups.
- Staff confidentiality and access-management procedures.
No online service can guarantee absolute security. Users and organizations must also protect their credentials, devices, meeting links, and shared content.
If a personal data breach occurs, Techxon will assess and respond to it in accordance with applicable legal obligations and contractual commitments.
11. Your Privacy Rights
Depending on your location and applicable law, you may have the right to:
- Request access to your personal information.
- Request correction of inaccurate or incomplete information.
- Request deletion of personal information in appropriate circumstances.
- Request restriction of certain processing activities.
- Object to processing where the law provides that right.
- Request a portable copy of certain information.
- Withdraw consent where processing relies on consent.
- Lodge a complaint with the relevant data protection authority.
These rights are subject to legal conditions and exceptions.
If your account is managed by an employer, school, or other organization, that organization may be the appropriate first contact for requests involving meeting records or organizational data. Techxon will assist with requests where we are responsible for the relevant processing.
To exercise your rights, contact us using the details in Section 15. We may need to verify your identity before responding.
12. Children's Privacy
SOREX Meet is intended primarily for business, educational, and professional collaboration.
We do not knowingly collect children's personal information in circumstances where such collection is prohibited. Where the service is used in schools or other settings involving minors, the responsible organization must ensure that use is appropriately authorized and complies with applicable privacy and child-protection requirements.
If you believe personal information has been collected unlawfully from a child, contact us so that we can assess the matter and take appropriate action.
13. Third-Party Links and Integrations
SOREX Meet may contain links to third-party websites or integrate with external services.
Those third parties operate under their own privacy policies and terms. We encourage you to review their policies before sharing information with them.
This Policy does not govern independent processing carried out by third parties acting as separate controllers.
14. Changes to This Privacy Policy
We may update this Policy when our services, technologies, processing activities, or legal obligations change. Where required, we will notify users of material changes through the service, website, email, or another appropriate channel.
The revised effective date will be shown at the beginning of the Policy.
15. Contact Us and Privacy Requests
For questions, access requests, correction requests, deletion requests, or privacy complaints, contact: