Privacy Policy
Data On The Spot Inc. · Last updated: July 28, 2026 · Contact: jp@dataonthespot.com
RollCall Live ("the app") is a real-time attendance dashboard for Zoom meetings, operated by Data On The Spot Inc. ("we", "us"). This policy describes what data the app handles, why, for how long, and your choices.
What we collect
| Data | Source | Purpose | Retention |
|---|---|---|---|
| Meeting participant display names, email addresses (when Zoom provides them), and join/leave timestamps | Zoom webhook events and, optionally, the Zoom Dashboard API | Showing the live roll-call board and keeping an attendance audit trail | Live board: 12 hours. Attendance log and frozen roll snapshots: 30 days. |
| Roster information (names, emails, roles, and any columns the administrator includes) | Uploaded by your organization's administrator | Classifying participants (Voter / Observer / Guest) and breakdowns | Until replaced or cleared by the administrator, or until uninstall |
| Zoom account identifier and OAuth tokens | Zoom, during installation | Routing your data to your isolated board and reading your live meeting data | Until uninstall |
| Board access codes and settings (e.g. quorum target) | Generated at install / set by the administrator | Protecting access to your board | Until uninstall |
| Installation record: the installing administrator's email address, and the dates the app was installed or uninstalled | Zoom, during installation | Account administration and support — knowing who our customers are, so we can contact the administrator about their account and service issues | Email address: until uninstall. After uninstall we keep only the Zoom account identifier and the install/uninstall dates, as a business record of the account; this contains no names or email addresses. |
| Record of onboarding email we have sent you: the recipient address, which message it was, whether our email provider accepted it, its message identifier, and any error returned | Generated when we email the installing administrator | Making sure we send the welcome message once and only once, and diagnosing delivery problems | Until uninstall. A timestamp recording that the welcome was sent is kept afterwards, so a reinstall does not email you again; it contains no address or content. |
| Billing record: your plan, subscription status, and the customer and subscription identifiers issued by Stripe | Stripe, when an administrator subscribes | Giving your account the plan you have paid for, and managing renewals and cancellation | Until uninstall. We never see or store your card details — those stay with Stripe. |
What we do NOT collect
The app never accesses meeting audio, video, recordings, chat messages, transcripts, or shared screen content. It does not join meetings on its own behalf. The app itself — your board at /b/, and every page that displays meeting or roster data — contains no advertising, no analytics trackers, and no third-party marketing scripts.
Website analytics
Our marketing and support pages (the home page, guides, and the pages under /support/) use Vercel Web Analytics to count page views. It sets no cookies, does not follow you across other websites, and does not build a profile of you: it records aggregate counts such as which pages were viewed, and coarse information like country, browser and referring site. We use this only to understand which pages are useful.
This is deliberately kept off the product itself. There is no analytics or tracking of any kind on your board, on the owner console, or on any page where participant or roster data appears.
Email we send you
When you install the app we send the installing administrator one welcome email explaining how to set up a first meeting. We may also email you about your account, a billing issue, or a service problem. We do not send marketing campaigns, and we never email meeting participants — only the administrator of the Zoom account that installed the app.
These messages are delivered by Resend, an email service provider in the United States, acting on our instructions. They receive only the recipient's address and the content of the message; they receive no roster, participant or meeting data. Every message includes our postal address and a way to opt out, and opting out never affects your use of the service.
How data is used
Exclusively to provide the roll-call service to the Zoom account that installed the app. We do not sell data, share it with advertisers, or use it for any purpose other than operating the service. Each installed account's data is stored in an isolated namespace; no other account can access it.
Data deletion
Uninstalling the app from your Zoom account deletes all of your data immediately and automatically — boards, rosters, attendance logs, snapshots, settings, tokens, billing identifiers, sent-email records, and the administrator's email address. The only thing we retain is a business record of the account itself: your Zoom account identifier, the dates you installed and uninstalled, and a timestamp noting that a welcome email was sent, which together contain no names, email addresses, or meeting data. Live data also expires automatically (12 hours) and audit data after 30 days. Two things are outside our control and are not covered by that deletion: our email provider keeps its own record of messages already sent to you, under its retention policy, and our hosting provider's operational logs expire on their own schedule. You may also request deletion at any time by emailing jp@dataonthespot.com — see our data deletion page for details.
Service providers
We use Vercel Inc. to serve the static website and to provide the cookieless website analytics described above and Convex (Convex, Inc.) to run the database and backend functions. Convex is the sole processor of participant data on our behalf; Vercel serves only static assets and does not process participant data. We use Resend (Resend, Inc.) to deliver email to administrators, and Stripe (Stripe, Inc.) to process payments; neither receives roster, participant or meeting data.
Security
All traffic is encrypted in transit (TLS). Webhook events are cryptographically verified before processing. Board access requires per-account codes, with rate limiting against guessing. Access to production systems is limited to Data On The Spot Inc. personnel.
Your rights
Depending on your jurisdiction (including under Canada's PIPEDA and, where applicable, the EU/UK GDPR), you may have rights to access, correct, or delete personal information. Requests can be sent to jp@dataonthespot.com. If you are a meeting participant rather than the administrator, note that your organization's administrator controls the roster and board; we act as a service provider to them.
Changes
We will post any material changes to this policy on this page and update the date above.
Contact
Questions? jp@dataonthespot.com.