Privacy Policy

1. What Data We Collect

When you use Hourari, we collect the following information:

• Your name and email address (provided during sign-up)
• If you ask for your email reports to go somewhere other than your sign-in address, that address. We email it once with a link to confirm it, and send nothing else there unless the link is opened
• Google Calendar data, including event titles, descriptions, attendees, durations, and recurrence
• Meeting information such as calculated costs and analytics derived from your calendar
• Company and role information you provide during onboarding
• Pay information — an hourly rate, salary, or salary band — entered by your company's owner or imported from their HR system, used to calculate what meeting time costs
• Sign-in and security records: the IP address and the browser and operating system each sign-in came from, and the same details for actions recorded in your workspace's activity log

2. How We Use Your Data

We use your data solely to provide the Hourari service, including calculating meeting costs, generating analytics and insights, and delivering reports. We do not use your data for advertising or any purpose unrelated to the service.

One-to-ones. In a workspace with teams, a team lead can see how often they have met each person on their team one-to-one, and the workspace owner can see this for every lead. It is built only from meetings the lead attended: when they happened, how long they took and whether they repeat. It never shows what those meetings cost.

If your organisation has verified its email domain with Hourari and turned on automatic joining, signing up with an address at that domain lets you join your organisation's workspace, where its owner and admins can see your name, email address and the meetings Hourari tracks for you.

We use sign-in and security records to keep accounts secure: to show you where your account is signed in, including the approximate country we work out from each IP address on our own servers, so you can sign a device out, to email you when it is signed in from a browser and system you have not used before, and to record who did what in your workspace's activity log. On the Enterprise plan, your workspace owner can also send that activity log to their own security tools; once it is there, it is held under your organisation's own policies.

3. We Never Sell Your Data

Hourari will never sell, rent, or share your personal data with third parties for their marketing or commercial purposes. Your data is yours.

4. Calendar and Meeting Integrations

When you connect Google Calendar or Microsoft Outlook, we access your calendar events and meeting details to import information such as titles, attendees, durations, and recurrence. This data is stored securely and used exclusively to calculate meeting costs and provide analytics within Hourari. We request only the minimum permissions necessary and comply with Google's API Services User Data Policy and Microsoft's Graph API terms.

Since October 14, 2026, events marked private or confidential in Google Calendar or Outlook are stored as “Private event”: we keep their time, length, attendees and cost so your totals stay correct, but not their title or description. Because we can’t see whether a private meeting has an agenda, Hourari doesn’t send agenda reminders about it or suggest declining it for lack of one. A private event stored before that date is updated the next time your calendar syncs if it falls inside the window in section 11; an older one keeps its title and description until the twelve-month erasure described there removes them. Your workspace’s owner or an admin can also list words, such as “interview”; a meeting whose title contains one is stored the same way, without its title or description, however old it is, and the same words hide the title on series reviews and approval requests. For meetings before the start of the previous month, and for series reviews and approval requests, the title is replaced permanently and is not restored if the word is later removed.

A meeting’s description can be read in Hourari only by its organiser and the people invited to it. Other people in your workspace, including its owner and admins, can see the meeting’s time, cost and scores, and whether it has an agenda, but not the description itself.

Hourari’s use of data received from Google Workspace APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Google user data is never used to train, improve, or develop generalized or foundational AI/ML models, and is never sold, shared, or transferred for such purposes. Any AI-assisted functionality within Hourari does not use Google user data to train underlying models.

You can disconnect any integration at any time in Settings → Integrations, and we delete our copy of the credentials immediately. For Google and Slack we also revoke our access with the provider, so the permission is gone from your account without you doing anything further, unless a colleague connected the same Google account or Slack workspace. Then we leave the permission in place so their connection keeps working, and it is revoked when the last of you disconnects. If Google or Slack can't be reached at that moment, Hourari tells you on screen, and you can remove the permission yourself in your Google account or Slack workspace settings. Microsoft is the exception: it offers no way for us to revoke a grant on your behalf, so after disconnecting Outlook the permission remains listed in your Microsoft account until you remove Hourari there yourself. We stop using it either way.

The /hourari command in Slack. The first time you use Hourari in Slack, you confirm your Slack account while signed in to Hourari, and we store your Slack workspace and user IDs and the Slack workspace and display names shown at the time, linked to your Hourari account, so we know it is you when you use Slack later. Whoever connects Slack is linked the same way, to the Slack account they approved it with. You can remove a link in Settings, and it is deleted with your account. The one-time confirmation link is stored only as a fingerprint and expires after 15 minutes. When you price a meeting, we ask Slack for the email address of each person you mention, and match them to the Hourari accounts in your workspace so we can work out the cost the way Hourari would. Those addresses are used for that one answer and are not stored, and the answer is shown only to you. When you choose Calculate meeting cost on a Slack message, Slack also sends us the text of that one message; we read it only to suggest who to include (its author and the people it mentions), and do not store it. The email addresses of the people you then include are used as above.

If your team's owner or an admin removes you from a workspace, we disconnect and revoke the integrations you had connected for that team automatically.

Organisation-wide access. Your organisation's Microsoft 365 administrator can grant Hourari access to calendars across the organisation, so members of your Hourari workspace don't each have to connect their own. When they do, we read only the calendars of people who are members of that workspace — never anyone else in the organisation, even though Microsoft's permission would allow it. Events marked private or confidential in Outlook are counted for their time only: we don't store their title, description or attendees. Per-person meeting insights in such a workspace are visible only to its owner and admins, and never name a person who has been excluded. Your workspace owner or an admin can exclude any member, and your employer is responsible for telling you about it. Disconnecting your own calendar does not stop organisation-wide access. To have your calendar left out, ask your workspace admin or write to privacy@hourari.com.

5. Hourari for Microsoft Teams

Hourari for Microsoft Teams is an optional app you add from inside Teams. It is an outbound notification surface: it posts budget warnings, daily meeting-spend summaries and agenda breakdowns into the channel or chat it was added to, and carries buttons for declining a meeting on your own calendar, asking for a shorter slot, or acknowledging a cost warning.

It does not read your messages. The app handles three things: being installed, being removed, and a button being pressed on one of its cards. A message sent to it receives a fixed reply pointing at this web app and is then discarded — never stored, never parsed, never forwarded. It requests no Microsoft Graph permissions and does not read your Teams directory or your files.

When the app is added, we ask Microsoft for the installing user's email address once and match it against your Hourari account to link the installation to your company. That address is used for the match and is not stored. What we do store per installation is addressing information and preferences: the Microsoft tenant, conversation and channel identifiers, the channel and team display names, the conversation type, the reply address Microsoft assigns us, your notification switches, the cost-visibility setting, the linked company, and timestamps.

Meeting costs are hidden in a channel by default, because a channel has no permission model over it and everyone in the room reads what is posted there. An owner or admin turns them on per channel. Removing the app from a channel stops delivery immediately; we keep the record rather than delete it, so that re-adding the app restores the settings that channel already had. Ask us and we will erase it instead.

6. Hourari for Outlook

Hourari for Outlook is an optional Outlook add-in. When you open it on a calendar appointment you are organizing, it shows what that meeting will cost, based on who is invited and how long it runs. It is read-only: it never changes, sends or declines the appointment.

What it reads and sends. While the pane is open, the add-in reads the appointment's organizer, attendee email addresses, subject, start and end time, and recurrence pattern. To price the meeting it sends only the attendee addresses, the meeting length and how often it repeats to Hourari, where they are matched against your company's rates; the estimate is returned and nothing from that request is stored. The subject stays in the pane unless you request sign-off (below). The add-in does not read the appointment's body, attachments or location, or any of your email.

Signing in. The add-in uses your Hourari account, not your Microsoft account, and requests no Microsoft Graph permissions. Your Hourari session is kept in the add-in's own browser storage on your device until you sign out from the pane.

Requesting sign-off. If you choose to request approval for an expensive meeting, the add-in sends the attendee addresses, meeting length, recurrence, and the title and reason you enter to your company's Hourari workspace, where your owner or admins can approve it. That request is stored like any other workspace record and is covered by sections 10 to 12 below.

7. Browser extension for Google Calendar

Hourari: Meeting Cost Calculator is an optional browser extension for Chrome and Edge. While you create or edit an event in Google Calendar, it shows what that meeting will cost. It is read-only: it never changes, sends or declines the event.

Without a Hourari account. The extension reads the guest list, start and end time, all-day setting and repeat setting of the event you are editing, and calculates the cost in your browser from the number of guests and an hourly rate you choose. Nothing is sent to Hourari or anyone else. The rate you choose is stored in your browser.

Signed in to Hourari. The extension sends the guests' email addresses, the meeting length and how often it repeats to Hourari, where they are matched against your company's rates; the estimate is returned and nothing from that request is stored. Your Hourari session is picked up from hourari.com in the same browser, so you do not sign in twice, and is held in the extension's in-memory storage, which is cleared when the browser closes.

The extension does not read event titles, descriptions, attachments or locations, and runs on no sites other than Google Calendar and hourari.com. It sends no analytics.

8. AI Features

Hourari includes an optional AI-assisted insights feature. When it is enabled, it sends your monthly totals and the titles and costs of your most expensive meetings to Anthropic's Claude to generate the suggestions shown on your insights page. It runs only when you ask for a suggestion. Nothing is sent in the background, and the data is sent for no purpose other than producing the result you requested.

Individual salaries are never sent to an AI provider; the meeting costs derived from them are. Meeting descriptions and attendee email addresses are never sent.

9. Service Providers

We rely on a small number of other companies to run Hourari: for hosting, email, payments, error monitoring, the integrations you connect, and the AI features above. Every one of them that handles personal data on our behalf is named on our subprocessors page, along with what it does and what data it receives. They may use that data only to provide their service to us.

10. Your Rights

Wherever you live, you can ask us to do the following with your personal data, and we will not charge you or treat you differently for asking:

• See what we hold. Settings → Security → Download my data returns a machine-readable copy of your account, your settings, your integrations and the records we hold against your email address, immediately. It does not include your company's meeting records. Those belong to the workspace rather than to you, and an owner or admin can export them from the dashboard. Ask us and we will get them to you.
• Correct it. Your name, job title and working hours are editable in Settings; email us for anything you cannot change yourself.
• Delete it. Settings → Security → Delete account removes your account and its data, revokes every integration you had connected, cancels any subscription, and is not reversible. If you own a workspace with other people in it, transfer ownership first — the same screen does that — since deleting your account would otherwise take their workspace with it.
• Take it elsewhere. The same export is a portable copy you can give to another provider.
• Object or restrict. Write to us if you want a particular use of your data stopped or limited.
• Withdraw analytics consent at any time: the “Do not sell or share my personal information” link in the footer opens your cookie preferences, and so does Settings → Security once you are signed in.

If your employer uses Hourari, some of this data is held on their instruction. We may need to refer a request to them, and we will tell you if so. To exercise any right, write to privacy@hourari.com. If you are in the EU, UK or EEA you also have the right to complain to your national data protection authority.

11. How Long We Keep Data

We only fetch calendar events inside a rolling window of roughly three months — from the first of last month to the end of next month. Events outside it are never retrieved, so most of a calendar's history never reaches us at all.

What we do hold, we hold for a stated period:

• Meeting content — 12 months. Twelve months after a meeting takes place, an automated job erases its title, description, agenda, organiser address, attendee addresses and the calendar provider's event identifiers. It also deletes the attendance and participation records for that meeting. This runs daily and is not something anyone has to request.
• Meeting figures — kept. The date, the length, the number of people and the calculated cost survive that erasure and are kept for as long as the workspace exists. Comparing this year's meeting spend with last year's is the point of the product, and it needs the numbers to still be there. After the twelve months are up, the record says a 60-minute meeting with five people cost a certain amount on a certain day, and no longer says who was in it or what it was called.
• Account data — for as long as you have an account. Your name, email, settings, connected integrations and the pay information your company's owner entered are kept until the account or the workspace is deleted. We do not currently delete accounts automatically for being unused; if you have stopped using Hourari and want your data gone, ask us or use the delete option below and it goes immediately.
• Sign-in and security records. A sign-in session ends on its own after seven days, or after eight hours without use. The list of browsers and systems you have signed in from is kept until your account is deleted, so we can tell a new one from a familiar one. Activity log entries are kept for as long as the workspace exists, for the reason given under Data Deletion.
• Workspace export files — seven days. When an owner or admin asks for a whole-workspace export, we store the file it produces, which holds a copy of the workspace's meetings, members, activity log and budgets, for seven days so they can download it, and then delete it. Only the person who asked for it can download it, and it holds only what their role can see.
• Short-lived technical records — the tokens used while connecting an integration, and rate-limiting counters — expire within a day and are purged nightly.

If you were an attendee at someone else's meeting and have no Hourari account, the twelve-month erasure applies to you too, and you can ask us to remove your address sooner at privacy@hourari.com. One caveat we would rather state than have you discover: the meeting lives in our customer's calendar, not ours, so if that meeting is still running we may need to ask them to take you off the invitation for the removal to stick.

12. Data Deletion

You may request deletion of all your data at any time by contacting us at privacy@hourari.com. We will process your request within 30 days and permanently remove your data from our systems.

Two things survive a deletion, and we would rather say so than surprise you. If you have asked us to stop emailing you, we keep the record of that request, because it is the only way a future send knows not to reach you, and erasing it would undo the thing you asked for. And we keep the security log of administrative actions taken inside a workspace, such as who changed whose role or removed whom; it exists so a workspace owner can audit what happened, which means its subject cannot delete it. Neither is used for anything else.

Deleted data may remain in our hosting provider's encrypted backups until those expire on their normal rotation. It is removed from the live service immediately and is not restored from a backup.

13. Cookies

Hourari uses essential cookies to maintain your session and authentication state. If you accept analytics in our cookie banner, we also set analytics cookies to understand which features are used; decline and none are set. We never use advertising cookies, and we do not track you across other websites.

14. Legal Bases for Processing

If you are in the EU, UK or EEA, we rely on these legal bases:

• Contract. To run your account, sync the calendars you connect, calculate meeting costs and take payment.
• Legitimate interests. To keep the service secure, prevent abuse, fix errors and send you messages about your account. We weigh these against your rights and you can object at any time.
• Consent. For analytics cookies and marketing emails. You can withdraw it whenever you like, and doing so does not affect anything we did before.
• Legal obligation. To keep billing and tax records for as long as the law requires.

When your employer uses Hourari, it decides why your work calendar and pay information are processed and relies on its own legal basis. We process that data on its behalf, under a data processing agreement.

15. International Transfers

Hourari is based in the United States, and so are several of the providers on our subprocessors page. If you are in the EU, UK or EEA, your data is transferred there. We protect those transfers with the European Commission's Standard Contractual Clauses (with the UK Addendum for UK data), or, where a provider is certified under the EU–US Data Privacy Framework, with that framework. Write to us for a copy of the safeguards that apply.

16. Children

Hourari is a business tool for people aged 18 and over. We do not knowingly collect data from anyone younger. If you believe someone under 18 has given us their data, write to us and we will delete it.

17. Changes to This Policy

When we change this policy, we update the date at the top of this page. If a change is material, we tell you in the app and ask you to agree again before you continue using Hourari.

18. Contact

If you have any questions about this Privacy Policy, please contact us at privacy@hourari.com.