meetpiloot Privacy Policy

Last updated: 28 October 2026

This is a translation of the Dutch text. If the two differ, the Dutch text prevails.

1. Who are we?

meetpiloot is a trade name of Metino, a general partnership under Dutch law (vennootschap onder firma) established at Rubensstraat 43, 5702XK Helmond, registered with the Netherlands Chamber of Commerce (Kamer van Koophandel) under number 42077832.

Metino is responsible for the processing of personal data as described in this privacy policy, unless stated otherwise below. Where this policy refers to "meetpiloot", "we" or "us", this means Metino.

Contact details:

Metino trading as meetpiloot

Rubensstraat 43

5702 XK Helmond

Email: info@meetpiloot.nl

Website: www.meetpiloot.com

Platform: www.meetpiloot.nl

2. To whom does this privacy policy apply?

This privacy policy applies to:

a) Licensees: businesses that create an account and use the meetpiloot platform (the dashboard, the configurator, invoicing and the integrations). For this processing, meetpiloot is the controller.
b) End users (consumers): persons who use the configurator or the AR measuring function on a licensee's website. For this processing, meetpiloot acts as a processor on behalf of the licensee concerned. The licensee is the controller for the data of its end users.
c) Website visitors: persons who visit www.meetpiloot.com or www.meetpiloot.nl.

3. What personal data do we process?

3.1 Data of licensees

When you, as a business, create an account and use our services, we process:

Contact details of the contact person: first name, surname, email address, telephone number
Company details: company name, address (street, house number, postcode, town or city, country), Chamber of Commerce (KvK) number, VAT number
Payment details: IBAN, billing details, payment history via Mollie
Account details: login details (email address and hashed password, or your Google account if you log in with Google), user role
Branding settings: logo, colours, contact email address, contact telephone number, footer texts
Subscription details: subscription type, start date, expiry date, pricing information
Sign-up data: when an account is created and when a payment is started, we record the IP address and the associated network provider and approximate location, the device type, the referring page and characteristics of the email domain. We use this to recognise misuse and fake sign-ups.
Integration data: if you connect a calendar, Meta advertising account, Google Ads account, accounting package or AI assistant, the data described in sections 5.3, 6 and 7

3.2 Data of end users (consumers)

When an end user uses the configurator or the AR measuring function on a licensee's website, the following data is processed:

Contact details: first name, surname, email address, telephone number, address (street, house number, postcode, town or city)
Configuration data: selected options (gutter type, colour, roofing material, front, side walls, lighting, sun shading, screen, installation), dimensions (width, depth, surface area)
AR measurement data: measuring points, confidence level, photographs of the measuring environment with an overlay
Technical data: device information (user agent, screen resolution), measuring method (manual or AR)
Quotation data: calculated price, generated PDF quotation, signature of the quotation
Source data (attribution): the campaign parameters with which the end user arrived at the licensee's website, such as utm_source, utm_medium and utm_campaign, ad click IDs from Google, Meta, Microsoft and TikTok (such as gclid and fbclid), the landing page and the referring website
Appointment data: date, time and address of a measuring appointment or other appointment

3.3 Data of website visitors

Technical data that is necessary for the functioning of the website (see section 10 on cookies)

4. For what purposes do we process your data and on what legal basis?

4.1 Data of licensees

Creating and managing your account and access to the dashboard: performance of the agreement (Article 6(1)(b) GDPR)
Processing payments and invoicing: performance of the agreement (Article 6(1)(b) GDPR)
Granting the licence and access to the meetpiloot system: performance of the agreement (Article 6(1)(b) GDPR)
Running the integrations that you set up yourself (calendar, Meta, Google Ads, accounting package, webhook, AI assistant): performance of the agreement (Article 6(1)(b) GDPR)
Communication about the services, maintenance and outages: performance of the agreement (Article 6(1)(b) GDPR)
Retaining billing data in accordance with tax legislation: legal obligation (Article 6(1)(c) GDPR)
Recognising and preventing misuse and fake sign-ups (sign-up data): legitimate interest (Article 6(1)(f) GDPR)
Improving our services and technical support: legitimate interest (Article 6(1)(f) GDPR)

4.2 Data of end users

The processing of end user data takes place on behalf of the licensee (the controller). meetpiloot processes this data as a processor for the following purposes:

Running the configurator and AR measuring functionality
Generating quotations and having them signed
Storing leads and making them available to the licensee via the dashboard
Scheduling appointments in the licensee's calendar
Recording the source of a lead, so that the licensee can see which campaign produced the enquiry
Forwarding leads and conversions to systems that the licensee has connected itself (see sections 6 and 7)

The licensee determines the purpose and the legal basis for the processing of end user data. Licensees are themselves responsible for informing their end users and for obtaining the appropriate consent or establishing another legal basis, in particular for measuring advertising results and sharing conversions with advertising platforms.

meetpiloot does not sell your data to third parties. We share personal data only with the following parties, insofar as necessary:

5.1 Processors (sub-processors)

We use service providers that process personal data on our behalf, in the following categories:

Hosting, database and storage, within the EU
Security and transmission of website traffic
Payment processing
Sending email, such as quotations, confirmations and invoices
Push notifications in the meetpiloot app
Verification of company and VAT details
Recognition of misuse at sign-up
Internal notifications to the meetpiloot team
An AI service that drafts replies to WhatsApp messages, if the licensee enables the WhatsApp assistant
The integrations with Google, Microsoft and Meta described in sections 6 and 7

We have concluded data processing agreements with our processors, or the processor terms of the service concerned apply, which meet the requirements of the GDPR. You can request an overview of the processors we engage via info@meetpiloot.nl.

5.2 Licensees

End user data (leads) is made available to the licensee on whose website the configurator is embedded. The licensee is the controller for this data.

5.3 Systems that the licensee connects itself

A licensee can set up a webhook in the dashboard itself. meetpiloot then sends new leads and changes in the status of a lead, including contact details and source data, to the address that the licensee specifies, for example its own CRM or an automation service. The licensee determines where this data goes and is responsible for it.

A licensee can also connect its accounting package (Exact Online, Moneybird, SnelStart or e-Boekhouden). meetpiloot then enters the invoices and credit notes that the licensee creates in meetpiloot into the licensee's own accounts: the customer as debtor (name, address, email address, telephone number and, for a business customer, the VAT and Chamber of Commerce (KvK) numbers), the invoice lines, the invoice as a PDF where the package supports this, and the payments recorded in meetpiloot. From the accounting package we read only what is needed for this: the administration (company file), items, general ledger accounts, journals and VAT codes, and whether an invoice has been paid. We store the access keys encrypted. If the licensee disconnects the integration, we delete them and the exchange stops.

A licensee can also connect an AI assistant itself, such as Claude or ChatGPT. An employee who has been given the right to do so by the licensee then gives the assistant access to the data that they are permitted to see in meetpiloot itself, such as customers, leads, quotations, orders, invoices and appointments. The same rights and restrictions apply as in meetpiloot, and the assistant sees only data of the company that was chosen when connecting. The assistant reads that data only when the employee asks for it. A change that the assistant proposes is carried out by meetpiloot only after the employee has confirmed it, and every change is recorded in the licensee's log. meetpiloot does not send messages to customers via the integration. The licensee chooses the provider of the assistant itself and is responsible for what happens to the data there. The integration can be disconnected in meetpiloot at any time, and access then stops immediately. We store the access keys of an integration only in irreversible form.

5.4 Other third parties

We may provide personal data to third parties if we are legally obliged to do so, for example on the basis of a court order or a request from a supervisory authority.

6. Data from Google and Microsoft

6.1 Logging in with Google

If you log in with your Google account, we receive your name, email address and profile photo. We use these only to create your account and to log you in.

6.2 Calendar integration (Google Calendar and Outlook)

A licensee can connect its Google Calendar or Outlook calendar. In doing so, meetpiloot requests access to:

Creating, changing and deleting appointments that meetpiloot schedules itself, such as measuring appointments
Retrieving availability (free or busy) in the connected calendar, so that no double bookings are made
The email address of the connected account, so that you can see which calendar is connected

meetpiloot does not read the content of your other appointments: of existing appointments, we use only whether a time slot is free or busy. We store the access keys in our database, which is stored encrypted and is accessible only to our servers. You can disconnect the integration at any time in the dashboard or in your Google or Microsoft account.

6.3 Google Ads integration

A licensee can connect its Google Ads account. meetpiloot then sends conversions to that account: that a lead has come in, has been qualified or has been sold, with the quotation value. To link the conversion to the correct ad click, we send along the click ID (gclid, gbraid or wbraid) and, hashed (SHA-256), the email address and telephone number of the lead. Through this integration we do not read any data from your Google Ads account other than what is necessary to select the correct account and the correct conversion action. We also receive the email address of the connected Google account, so that you can see which account is connected.

6.4 Limited use of Google data

meetpiloot's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

In concrete terms, this means: we use data from Google only for the functions described above that you enable yourself. We do not sell it, do not use it for advertising, and do not allow people to view it, except with your consent, for security purposes, to comply with the law, or if it has been anonymised. We do not use it to train AI models.

7. Meta integrations

7.1 WhatsApp

A licensee can connect its WhatsApp Business number via Meta's WhatsApp Business Platform. Messages that customers send to that number then arrive in meetpiloot, with the lead or customer that has the same telephone number, and the licensee can reply to them from meetpiloot. In doing so, we process the telephone number and profile name of the sender, the content of the messages, photos and other files sent with them, and when a message was sent, delivered and read.

If the licensee enables the WhatsApp assistant, the assistant replies to messages on behalf of the licensee. The assistant answers questions about the licensee's products, completes the enquiry and can propose an appointment in the connected calendar. For this purpose, we send the content of the conversation to an AI service that drafts the reply. An employee of the licensee can take over the conversation at any time.

meetpiloot sends messages via WhatsApp only in a conversation that the customer has started themselves. Meta processes the messages as the provider of WhatsApp; the terms and privacy policy of WhatsApp also apply to this. We store the access key of the integration encrypted. If the licensee disconnects the integration, we delete the key and no new messages come in.

7.2 Conversions to Meta

A licensee can share its Meta pixel (dataset) and advertising account with Metino. meetpiloot then sends conversions to that pixel via the Meta Conversions API: that a lead has come in, has been qualified or has been sold, with the quotation value. To link the conversion to the correct person, we send along, hashed (SHA-256), the email address, telephone number, name and country of the lead, a hashed reference to the lead, and Meta's click ID (fbclid) if it is known. Contact details leave meetpiloot in this process only as a hash. Through the advertising account we read only advertising spend, in order to show it alongside leads and revenue.

7.3 Deleting data from Meta integrations

You can request deletion of the data that meetpiloot has processed through a Meta integration (WhatsApp or conversions to Meta).

Licensees: disconnect the integration in meetpiloot under Integrations. We then immediately delete the access key and stop the exchange with Meta. If you also want the stored WhatsApp conversations to be deleted, email info@meetpiloot.nl.
Customers who were in contact via WhatsApp with a business that uses meetpiloot: address your request to that business, or email info@meetpiloot.nl with the telephone number from which you sent messages. We will then delete the conversations, messages and files associated with that number.

We handle a request within 30 days and confirm the deletion by email. You delete data that Meta itself retains as the provider of WhatsApp, Facebook or Instagram in your own settings with Meta.

8. Transfers outside the EEA

Some of our processors may process data outside the European Economic Area (EEA), in particular in the United States. In that case, we ensure that appropriate safeguards are in place, such as:

Certification under the EU-US Data Privacy Framework, which is covered by an adequacy decision of the European Commission
Standard Contractual Clauses approved by the European Commission
Additional technical and organisational measures where necessary

You can request a copy of the applicable safeguards via info@meetpiloot.nl.

9. How long do we keep your data?

We do not keep personal data for longer than is necessary for the purpose for which it was collected:

Licensee account data: for the term of the agreement plus 6 months after termination
Billing data: 7 years after the financial year (statutory tax retention obligation)
Payment data (Mollie): in accordance with Mollie's retention policy and the tax retention obligation
End user data (leads), including source data: in accordance with the licensee's instructions, with a default period of 2 years after creation
Configurator session data: no more than 30 days after the session, unless linked to a lead
AR photos and measurement data: the same as the retention period of the associated lead
Access keys of integrations: until you disconnect the integration
Technical log data: no more than 90 days

After the retention period has expired, the data is deleted or anonymised.

10. Cookies and similar technologies

10.1 Functional cookies

meetpiloot uses functional and necessary cookies that are required for the platform to work:

Authentication cookies: to keep you logged in to the dashboard
Session cookies: to make the configurator session work

These cookies are necessary for the technical operation of the service and do not require consent.

10.2 Source of an enquiry

If a licensee places the configurator on its website with the meetpiloot tracking script, the browser remembers during the visit (in session storage, which disappears when the tab is closed) the campaign parameters and ad click ID with which the visitor arrived. This data is stored only if the visitor actually submits an enquiry, together with that enquiry. The licensee is responsible for any consent that is required for this on its website.

10.3 No advertising cookies

meetpiloot itself does not place advertising cookies, third-party analytical cookies or social media cookies.

11. How do we secure your data?

We take appropriate technical and organisational measures to protect your personal data against loss, misuse and unauthorised access, including:

Encrypted connections (TLS) for all data transfers
Passwords are stored only as a hash
Encrypted storage of data and protected storage of secrets
Role-based access control
Regular backups of the database
Restricted access to personal data on a need-to-know basis

12. Your rights

Under the General Data Protection Regulation (GDPR), you have the following rights:

a) Right of access (Article 15 GDPR): you have the right to request a copy of the personal data that we process about you.
b) Right to rectification (Article 16 GDPR): you have the right to have incorrect or incomplete data corrected. Licensees can change much of their data themselves via the dashboard.
c) Right to erasure (Article 17 GDPR): you have the right to request the erasure of your personal data, unless we are legally obliged to retain the data.
d) Right to restriction of processing (Article 18 GDPR): you have the right to have the processing of your data restricted in certain circumstances.
e) Right to data portability (Article 20 GDPR): you have the right to receive your data in a structured, commonly used and machine-readable format.
f) Right to object (Article 21 GDPR): you have the right to object to processing based on legitimate interest.
g) Right to withdraw consent: where processing is based on consent, you can withdraw that consent at any time.

How can you exercise your rights?

Send your request to info@meetpiloot.nl. We will respond to your request within 30 days. To verify your identity, we may ask you to provide additional information.

End users (consumers): because meetpiloot acts as a processor for your data, you should in the first instance address your request to the business (the licensee) on whose website you used the configurator. We will support the licensee in handling your request.

13. Right to lodge a complaint

If you believe that we are not handling your personal data with due care, you have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens):

Autoriteit Persoonsgegevens

Postbus 93374

2509 AJ Den Haag

www.autoriteitpersoonsgegevens.nl

Telephone: 088 1805 250

You may also lodge a complaint with the supervisory authority in the country where you live or work (Article 77 GDPR), which in the United Kingdom is the Information Commissioner's Office (ICO).

We do, however, ask that you first contact us via info@meetpiloot.nl, so that we can try to resolve your complaint together.

14. Automated decision-making

The meetpiloot platform automatically calculates quotations based on the configuration and dimensions entered by the end user, in combination with the licensee's price settings. These calculations do not constitute automated individual decision-making within the meaning of Article 22 GDPR, as the quotation is a non-binding indication and has no legal effects. The assessment of sign-up data for misuse does not automatically lead to a decision: a meetpiloot employee always assesses a sign-up personally.

15. Changes to this privacy policy

We may change this privacy policy from time to time, for example in the event of new functionality or changes in legislation. Licensees will be informed of substantial changes by email or via the dashboard. The most recent version is always available at www.meetpiloot.nl/privacy.