Privacy statement

This Privacy statement explains how OneClickRooms collects, uses, stores, and protects information processed through the platform. Data may include account details, organization setup information, booking records, invitee information, and technical logs needed to operate and secure the service.

OneClickRooms' use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements where applicable.

We use this information to provide core features such as scheduling, approvals, notifications, reporting, and support. We may also use service data to monitor performance, improve reliability, and enhance user experience. We do not sell personal data. Where necessary to run the platform, data may be processed by trusted service providers under appropriate contractual and security controls.

Data is retained according to operational and legal requirements. For trial accounts that are not converted, data may be retained for a limited grace period and then removed under standard retention processes. We implement technical and organizational safeguards designed to protect data in transit and at rest, while acknowledging that no online system can guarantee absolute security.

Third-party API integrations

OneClickRooms supports optional integrations with Google APIs, Microsoft Teams APIs, and Zoom Meeting APIs to enable room scheduling, meeting coordination, and calendar synchronization. These integrations are activated only by authorized users or administrators and can be disabled at any time from the relevant connection settings.

For each integration, we request only the permissions required to deliver the enabled features. Access tokens and refresh tokens are stored in protected systems and used only for authenticated API operations requested by your organization, such as reading availability, creating or updating meeting events, and sending related meeting details to participants.

Google APIs (including Google Workspace)

When Google integration is enabled, OneClickRooms may process Google account profile metadata, calendar resource information, event details, and attendee data needed for booking and workflow features. Data obtained through Google APIs is used to provide and improve user-facing OneClickRooms functionality for your organization and is not sold to third parties.

OneClickRooms' use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements where applicable.

OneClickRooms does not use Google Workspace API data for advertising, profiling unrelated to service delivery, or model training that is unrelated to requested platform functionality. Access to Google API data is limited to authorized services and personnel with legitimate operational need.

Microsoft Teams APIs

When Microsoft 365 or Teams integration is enabled, OneClickRooms may process tenant identifiers, user profile metadata, room resource information, meeting metadata, and calendar/event details required to support room booking and Teams-enabled meeting workflows. This data is used only to provide integrated scheduling and communication functionality within OneClickRooms.

Zoom Meeting APIs

When Zoom integration is enabled, OneClickRooms may process account metadata, user identifiers, meeting IDs, passcodes (where applicable), join links, timestamps, and participant-related meeting fields required to create, manage, or synchronize Zoom meetings linked to room bookings. Zoom API data is used solely to execute requested meeting operations and maintain booking accuracy.

Retention, sharing, and user control for API data

API-sourced data is retained only as long as necessary for active booking, auditing, troubleshooting, contractual obligations, and legal compliance. When an integration is disconnected or permissions are revoked, OneClickRooms stops new API calls for that account except where needed for secure disconnect processing or required compliance actions.

We do not sell API-sourced personal data. We share such data only with subprocessors and infrastructure providers that support OneClickRooms operations under confidentiality and data protection obligations. Organization administrators may request access, correction, export, or deletion of eligible data by contacting support@oneclickrooms.com.

User rights and request process

Subject to applicable law and organizational controls, users and organization administrators may request: (1) access to eligible personal data, (2) correction of inaccurate or incomplete data, (3) deletion of eligible data, and (4) revocation or disconnection of connected account access for integrated services such as Google, Microsoft Teams, and Zoom.

Requests can be submitted by an authorized organization administrator to support@oneclickrooms.com. For security, we may verify requester identity and account authority before processing. Where legal or contractual obligations apply, we will explain any limits to deletion or timing.

If your company wants data removed, contact us at support@oneclickrooms.com or submit a request in the portal (Support section). After a verified account-closure request, we delete the company account and associated company data from our production systems within 30 days. If immediate deletion is not possible due to legal, security, fraud-prevention, or billing obligations, we retain only the minimum required data for the required period and then delete it. For deletion-status questions, contact support@oneclickrooms.com.

OneClickRooms uses cookies and similar session technologies in plain categories: essential session cookies (to keep users signed in and maintain secure login sessions), security cookies (to help detect abuse and protect accounts), preference cookies (to remember settings such as language or interface choices), and limited performance/analytics technologies (to understand uptime, page performance, and reliability trends). We do not use these technologies to sell personal data. Depending on applicable law and your role, you may request correction or deletion of certain data through your organization administrator or by contacting our team.

We may update this statement from time to time to reflect legal, operational, or product changes. For privacy-related requests, contact support@oneclickrooms.com.