THEKHLOE is a professional meeting scheduling platform operated by Sparkeey Me Limited, trading as THEKHLOE.
THEKHLOE is built around one principle: every meeting scheduled through this platform is confidential by default. Additional consent layers — Non Disclosure Agreement requirement prior to meeting and recording / AI notetaking consent — may be required by the host before a meeting can be confirmed. This is the Host's Point of View (POV) to which the Guest can provide their own POV at the time of scheduling. If accepted by the Host, this becomes the established Mutual Ground of Meeting Trust. If the Host is not agreeable to the Guest POV, they should cancel the meeting.
By accessing or using THEKHLOE — whether as a host or a guest — you agree to be bound by this Privacy Policy and our Terms of Service. Please read them carefully.
This Privacy Policy explains what data is collected, why, and how it is used under EU GDPR.
1. Data We Collect
From guests:
- Full name and email address
- Mobile number (for Synch meetings or WhatsApp contact)
- Meeting context (briefing notes submitted before a meeting)
- Consent records — confidentiality acknowledgement, NDA consent if applicable, recording consent if applicable
- Scheduling behaviour — meeting type, time booked, scheduling speed
- Guest rating of the scheduling experience
From hosts:
- Name, title, and professional profile information
- Mobile number and email address for notifications
- Configuration preferences — meeting types, consent settings, calendar integrations
- For NDA requirements set by the Host, the link for the NDA and its acceptance signature process is included as part of the scheduling process
- The Platform provides Hosts with the ability to share their cloud workspace for the purpose of the meeting with guests as part of the scheduling process
- Platform analytics — aggregate counts of meetings, consent performance, scheduling efficiency
2. Why We Collect It
- Contract performance — to deliver the scheduling service you have requested
- Legitimate interests — to operate, improve, and secure the platform
- Consent — for features such as recording consent or NDA, where you have explicitly agreed
- Experience — to provide a seamless experience improving the quality of meetings and establishing a mutual ground of Trust before every meeting
- Legal obligation — where required by applicable law
3. Consent Records
Consent records and Point of View — including confidentiality acknowledgement, NDA requirement acceptance, and recording consent — together with the Host and Guest Points of View, are stored securely and timestamped. These records exist to protect both guests and hosts.
Consent records are retained for a minimum of 2 years after the scheduled meeting date, unless deleted by the Host (paid account) and/or Guest (with a paid account).
The Platform provides digital certificates of meetings scheduled through the platform for a charge. These can be requested by the Guest, the Host, or both — provided the data is available on the Platform to authenticate.
4. How We Share Your Data
We do not sell your data. We share only in the following circumstances:
- Between host and guest — guest name and contact details are shared with the host to facilitate the meeting
- Data Processors — Google Firebase for data storage and infrastructure, Netlify for platform hosting, and SendGrid by Twilio for transactional email — all acting as data processors under appropriate data processing agreements
- Legal requirements — if required by law, court order, or to protect the rights and safety of users
5. International Transfers
Our infrastructure is hosted on Google Cloud (Firebase, europe-west1 region). Data is stored within the European Economic Area. Where data is transferred outside the EEA, Standard Contractual Clauses apply.
6. Data Retention
- Guest scheduling and consent data is retained for as long as the host account is active, or 2 years from the date of scheduling the meeting
- Hosts may delete scheduling history at any time via their Configuration panel
- Guests with a paid account retain access to their own meeting records and consent history for the duration of their subscription
- Aggregated platform statistics are retained indefinitely
- Scheduled meeting digital certificates are available for a charge to the Guest and/or Host
7. Cookies
Minimal session-based storage only to maintain your authenticated state. No tracking cookies. No advertising cookies.
8. Security
HTTPS encryption, access controls, secure cloud infrastructure. Consent records stored with timestamp integrity.
9. Changes
The last change to this Privacy Policy is always dated at the top of this page. No email notifications are sent for updates to the Privacy Policy.