1. Scope
This policy applies to Mister Smart Room services used to manage meeting rooms, bookings, room display devices, company users, subscriptions, optional integrations, and notifications. A company that deploys Mister Smart Room may also have its own privacy and employee-data policies. Where your employer or organization controls how your information is used, you should also review its internal policies.
2. Information we collect
Depending on the features enabled by your organization, we may process the following categories of information:
- Company and account information. Company name, administrator and employee names, email addresses, roles, contact details, and account status.
- Room and booking information. Room name and ID, meeting title, start and end time, organizer name and email, booking source, check-in status, completion or no-show status, and room/device assignment.
- Device and technical information. Room display device identifiers, activation and license information, synchronization state, application logs, and standard server logs that may include IP address and request metadata.
- Google Workspace and Google Calendar information. If enabled, the connected Google account identity, calendar list, room-to-calendar mapping, and event information required to synchronize room bookings, including event title, date/time, organizer, attendees, and calendar identifiers.
- Notification information. Email or WhatsApp destination details and message-delivery information when notification features are enabled.
- Subscription and transaction information. Selected plan or add-on, amount, order status, transaction identifiers, license status, activation and renewal history. Payment credentials such as card, bank, or wallet credentials are processed by the payment provider and are not intended to be stored by Mister Smart Room.
- Local application data. Some operational data may be stored locally on RoomSense mobile or panel devices to support local-first and offline operation.
3. How we use information
We use information to provide and operate Mister Smart Room, including to:
- create, display, update, and synchronize meeting-room bookings;
- identify the organizer or user of a room;
- operate room display panels, device activation, licensing, and subscription features;
- synchronize bookings with authorized calendar services;
- send requested booking, reminder, operational, or service notifications;
- process subscriptions, renewals, and add-on purchases;
- protect the service, troubleshoot errors, prevent abuse, and maintain audit records; and
- comply with applicable legal obligations.
4. Google user data
When your organization connects Google Workspace or Google Calendar, Mister Smart Room requests only the Google access needed to provide the calendar synchronization features selected by your organization.
Google information is used to list authorized calendars, map RoomSense rooms to calendars, read room-calendar events, create or update booking events, and synchronize organizer or attendee information where required for the booking workflow.
Google API Limited Use. Mister Smart Room's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements: https://developers.google.com/terms/api-services-user-data-policy
We do not use Google user data for advertising, and we do not sell Google user data. Human access to Google user data is limited to situations where it is necessary to provide support requested by the user or organization, investigate security or abuse, comply with law, or where the user has provided consent.
When a Company Admin disconnects Google Workspace in the RoomSense application, the stored Google access and refresh tokens for that company are removed from the active connection record so that RoomSense can no longer access Google Calendar through that connection.
6. Storage and retention
RoomSense is designed as a local-first system. Certain booking, room, device, and license information may be stored on authorized devices, while synchronized copies and integration records may be stored on RoomSense backend systems where required for multi-device synchronization and integrations.
We retain information for as long as reasonably necessary to provide the service, maintain booking and license records, meet contractual or legal obligations, resolve disputes, and protect the service. Retention may also be determined by the organization that administers your RoomSense deployment.
7. Security
We use reasonable technical and organizational safeguards appropriate to the nature of the service. These include authenticated API access, HTTPS for network communication, access controls, signed license data, and protected storage of integration credentials. No method of electronic storage or transmission is completely secure, so we cannot guarantee absolute security.
8. Your choices and requests
Depending on your role and company configuration, you may be able to review or update account information, disconnect integrations, cancel bookings, or manage company users directly in the RoomSense application. For requests to access, correct, export, or delete personal information that cannot be handled in the application, contact your Company Admin or contact us using the details below.
9. Children
Mister Smart Room is a workplace and meeting-room management product and is not intended for children as a consumer service. Organizations using RoomSense are responsible for ensuring that their deployment complies with applicable requirements for their users.
10. Changes to this policy
We may update this Privacy Policy when our product, integrations, legal requirements, or data practices change. The effective date at the top of this page will be updated when a revised policy is published.
11. Contact
If you have questions or requests about this Privacy Policy or how Mister Smart Room handles personal information, contact:
Mister Smart Room
sales@mister.web.id
+62 8561819511
This policy is intended to describe the current RoomSense product and integration flow. Organizations deploying RoomSense may need additional notices, agreements, or legal terms based on their jurisdiction and internal policies.