Privacy statement

Effective date: 13 November 2026

KLO Meetings ("the app") and its web page ("the page") are made by KLO Technical Services Limited, trading as KLO Development Services, company number 16105032, registered office 23 Brook Road, Bomere Heath, Shrewsbury, Shropshire, SY4 3PU ("KLO", "we").

Your company uses KLO Meetings to run and minute its meetings. This statement explains where that information is kept and where it goes.

The short version

• We never receive your meetings. A meeting is kept on your device, or in your company's own Microsoft 365 (SharePoint), reached with your own Microsoft sign-in. To sell and check plans, KLO holds your KLO account: your email address and whether a plan covers you.
• The app sends no email and no invitations. KLO Pre-Con does that, from your own mailbox.
• No advertising, no analytics, no tracking. The app and the page collect no usage data, and don't track you across other apps or websites.

What a meeting holds, and where

A meeting holds its agenda, the outcome, notes and conditions against each item, the action log, the decision, and its people: attendees and parties with their names, email addresses, phone numbers and addresses, signatories, logos, and any PDFs attached to it.

Microsoft holds your company's SharePoint under your company's own agreement with Microsoft. Apple holds your iCloud storage and iCloud Keychain under your own agreement with Apple. KLO can't see either.

Your KLO account and your plan

Your KLO account. To change a project's meetings you sign in to a KLO account with a code emailed to you. The account holds your email address, a sign-in token for each device or browser you sign in on (with its name, for example "KLO Meetings on Mac"), and your plan: whether a plan covers you, and until when. Where a company holds the plan, it holds the email addresses of the staff it covers, on KLO's account server, and its administrator can see who is covered. It is kept on KLO's account server, run on Cloudflare (Cloudflare D1, Western Europe). Sign-in codes are emailed to you through Microsoft 365, from [email protected]. We use it only to sign you in and decide whether project meetings can be changed. Lawful basis: contract.

On your device. The app keeps the sign-in token in the device's keychain, on that device only, and the server's last answer in the app's settings. The page keeps both in your browser's local storage until you sign out.

Paying on the web. Payments are taken by Stripe. Your name or your company's name, its VAT number where there is one, the billing contact, card details and billing address go to Stripe; we receive the Stripe customer reference and plan dates. Stripe's privacy policy: https://stripe.com/privacy.

Deleting it. Delete your KLO account in the app (Settings › KLO account › Delete KLO account…), on the web page (KLO account › Delete KLO account…), or by emailing us. Deleting it ends a plan of your own, and takes you off a company's plan without affecting the plan itself. Your meetings are not touched.

Contacts

The app reads your Contacts only when you choose Add from Contacts… in the shared library, and only after you allow it. It lists names, organisations, and the first email address, phone number and postal address of each contact, so you can pick one. The one you pick is added to the shared client library. Nothing else is kept, and nothing is written back to your Contacts.

The app doesn't use your photos, camera, microphone or location.

What the app and the page ask Microsoft for

The app and the page sign in with their own registration with Microsoft, so Microsoft's screen shows "KLO Meetings" and lists only the permissions above.

Because the file and site permissions reach files across the organisation, your company's IT administrator may need to agree to it once, for everyone, before anyone can sign in. If your company also uses KLO Pre-Con, IT approves that separately.

The web page

• Where it is: apps.klodevelopmentservices.co.uk/meetings/. It opens your company's projects and their meetings, and a scheme's meeting from KLO Pre-Con's link, for people without an iPhone, iPad or Mac.

• Hosting: the page is hosted by Cloudflare. Like any web host, Cloudflare handles your IP address and browser details to deliver the page, under its own privacy policy.

• Who it talks to: once loaded, the page talks only to Microsoft (to sign in, to Microsoft Graph and to your company's SharePoint) and to KLO's account server (fees-cloud.klo-c79.workers.dev, for your KLO account). KLO adds no analytics or tracking to it.

• Kept in your browser:

  • working copies of the meetings you've opened, and their attached documents, so unsent changes aren't lost if the tab closes. They're removed when you sign out, and the page won't sign you out while a change is unsent;
  • a copy of the page itself, so it opens with no signal;
  • the company folder you chose, for each Microsoft 365 you sign in to, so the page finds it again. Signing out doesn't remove it; Use another company folder does;
  • for that tab only: your sign-in, and copies of KLO Pre-Con's record already read;
  • your KLO account's email, sign-in token and whether a plan covers you, until you sign out of the KLO account.

  Your sign-in lasts for that browser tab only. To remove everything, sign out, then clear the site's data in your browser.

Links to other KLO apps

KLO Pre-Con's "Open in KLO Meetings" link opens the scheme's meeting in the app or on the page. It carries only ids: which Microsoft 365, which SharePoint library and folder, the step and the day. No names or email addresses. The plain link from the KLO Suite app only brings the app forward.

Information about other people

Your company decides who and what goes into its meetings: names, contact details, notes and documents. Your company is responsible for that information and for who it is shared with. If your company has a data protection policy, use KLO Meetings in line with it.

Your rights

• KLO doesn't hold your meetings, so we can't see, change or delete anything in them.
• Meetings on your company's SharePoint are your company's. Ask your company about anything about you in them. Locked minutes are kept on purpose, as the record of what was agreed.
• Meetings kept on your device, and your backups, are yours. You can delete a meeting in the app. Backups can only be deleted from your Apple Account's iCloud storage settings, where deleting the KLO apps' data also deletes the shared client and logo libraries, for every KLO app.
• What Microsoft holds is for your company's Microsoft 365 administrator.

Support emails. If you email us at [email protected], we use your email only to answer you.

• We keep it for as long as we need to deal with it, then delete it.
• If it leads to work for you, it becomes part of our business records for that work.
• You can ask us to see or delete it.

If you have a KLO account, we hold it as described in "Your KLO account and your plan", and keep payment records as business records for as long as UK law requires. You can ask to see, correct or delete it.

KLO Technical Services Limited is registered with the Information Commissioner's Office, reference ZC299134.

You can complain to the Information Commissioner's Office (ico.org.uk) if you think your information has been handled wrongly. We'd be grateful for the chance to put it right first.

Children

KLO Meetings is for companies and their staff. It isn't meant for children.

Changes

If this statement changes, the new version is put on this page with its date. If a change affects what leaves your device, it is described in the app's release notes too.

Contact

KLO Development Services, 23 Brook Road, Bomere Heath, Shrewsbury, Shropshire, SY4 3PU. Email: [email protected].