Guides
GDPR-friendly meeting tools: what happens to your data
Which data the workarium meeting apps store, where and for how long: no account, no cookies, no tracking, hosted in Germany.
Anyone using polls, whiteboards or scheduling polls in meetings processes personal data – often more than necessary. The workarium apps are built for data minimisation from the start. Here is a plain account of what that means.
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No account, no profiles
Neither facilitators nor participants sign up. There are no user accounts, and therefore no passwords or user profiles.
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No cookies, no tracking
The apps set no cookies and embed no analytics or advertising services. Only anonymous daily totals are counted, such as how often a page was opened.
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Hosted in Germany, no third-party services
All apps run on web hosting from a provider in Germany. Fonts and scripts come from our own server: no CDN, no fonts from third-party servers, no external AI interfaces.
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End-to-end encrypted where content matters
Meetarium and Actarium encrypt all content in the browser. The key sits in the link after the # sign and is never sent to the server – not even the operator can read dates, names or commitments.
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Deleted automatically
Every app deletes its data after a fixed period. The overview shows when.
Encryption and retention per app
| App | Encryption | Deletion |
|---|---|---|
| Meetarium | End-to-end encrypted | Polls are deleted automatically after the chosen period: 30, 90 or 180 days after the last activity. |
| IcebreakerAI | Encrypted in transit (HTTPS) | Rooms are deleted as soon as the facilitator ends the check-in, after 10 hours at the latest. |
| Pinnarium | Encrypted in transit (HTTPS) | Boards are deleted when the facilitator deletes them, 7 days after the last change at the latest. |
| Votarium | Encrypted in transit (HTTPS) | Sessions are deleted 30 days after they start, presentations 365 days after the last change. |
| Actarium | End-to-end encrypted | Lists are deleted automatically after the chosen period: 90, 180 or 365 days after the last activity. |
To be honest
- In IcebreakerAI, Pinnarium and Votarium, content is stored unencrypted on the server until deletion, so everyone in the room can see it live.
- This page is not legal advice. Whether and how you use the apps is best clarified with your data protection officer; the apps’ privacy policies describe every processing operation in detail.
Frequently asked questions
Are the meeting tools GDPR-compliant?
They are built on the principles of the GDPR: data minimisation, short retention periods, no sharing with third parties, servers in Germany. Whether their use is permitted in your organisation is your decision – if in doubt, together with your data protection officer.
Where are the servers?
In Germany. All apps run on web hosting from a German provider, without cloud giants and without a CDN.
Can the operator read my content?
Not in Meetarium and Actarium: they are end-to-end encrypted. In the other apps, content is stored unencrypted on the server until it is deleted automatically.
Is meeting content sent to AI services?
No. There are no external AI interfaces. Pinnarium clusters notes with a simple text analysis on its own server.
Do I have to register or install an app?
No. All apps run in the browser, without an account and without installation.