Privacy Policy

Overview

Dream3 Meeting Tracker is an internal meeting management portal for Dream3. It helps authorized administrators, managers, and counselors create student counseling meetings, generate Google Meet links, send meeting details, and track meeting status and duration.

Information We Collect

The portal stores information needed to operate the counseling workflow:

• Portal user name, email address, role, profile image, and login credentials.
• Student name, contact details, education interest, assigned counselor, and notes entered by authorized users.
• Meeting date, time, counselor, student, notes, meeting links, status, start time, end time, and calculated duration.
• Email delivery metadata needed to send meeting invitations and user login details.

Google User Data

Counselors may connect their own Google account to generate Google Meet links and to allow the portal to track the actual end time of a generated meeting. The connected Google account email must match the counselor's portal email.

The portal requests these Google OAuth scopes:

• openid and userinfo.email: used to confirm the connected Google account email address.
• calendar.events.owned: used to create and manage Google Calendar events owned by the connected counselor for student counseling meetings.
• meetings.space.readonly: used to read Google Meet conference records for generated meetings so the portal can detect the actual meeting start and end time.

How We Use Google Data

Google user data is used only for the following app features:

• Verify that the counselor connected the same Google email address as their portal account.
• Create Google Calendar events and Google Meet links for student counseling meetings.
• Store the generated Google Calendar event ID, event link, Google Meet link, and Meet meeting code.
• Read Google Meet conference start and end times to update internal meeting status and counselor duration records.
• Export meeting IDs, counselor names, dates, statuses, and durations to the organization-controlled Google Sheet for monthly reporting and archival.

Dream3 Meeting Tracker does not use Google user data for advertising, does not sell Google user data, and does not transfer Google user data to third parties except as necessary to operate the requested meeting workflow or comply with law.

Data Storage and Security

Google OAuth tokens are stored in encrypted form in the portal database. Access to portal data is limited by user role. Administrators can manage users and meetings; counselors can access assigned workflow data.

Data Sharing

Meeting invitation details may be sent to students by email when a student email address is available. Dream3 does not sell personal data. We may share data only with service providers needed to operate the portal, or when required by law.

Data Retention and Deletion

Portal records are retained for Dream3's internal counseling and reporting needs. A counselor can disconnect Google Calendar access from the portal, which removes the stored Google OAuth token from the portal database. Authorized administrators may delete users, students, and related records when needed for internal operations.

At the end of each 29th-to-28th reporting cycle, verified meeting records may be archived from the active portal view after they are synchronized to the organization-controlled Google Sheet. Database records are retained for recovery unless an authorized administrator applies a separate retention policy. Student details are excluded from the Sheet export by default.

Google API Limited Use

Dream3 Meeting Tracker's use and transfer of information received from Google APIs follows the Google API Services User Data Policy, including the Limited Use requirements.

Contact

Questions about this Privacy Policy or Google data usage can be sent to support@dream3.co.