Privacy Policy

Last updated: October 17, 2026

HallMingle (hallmingle.com) is an online meetup space for communities. Members walk around a shared map with an avatar, talk in rooms with audio and video, and play short games together. Each community's meetups are open only to its members. This policy explains which personal data HallMingle processes, why, and what your rights are.

1. Controller and Contact Information

Controller as defined by GDPR:

2. Collection and Processing of Personal Data

2.1 Visiting our Website

Every time you access our website, information is automatically transmitted by your browser to our servers. This includes:

• IP address
• Date and time of the request
• Browser type and version
• Operating system
• Referrer URL (previously visited page)
• Amount of data transferred

This data is stored in the log files of our hosting provider for a limited period. The processing is based on Art. 6(1)(f) GDPR (legitimate interest). Our legitimate interest lies in ensuring the functionality and security of our website, detecting potential intrusions, and analyzing performance issues.

2.2 Account and Sign-in

To join a community's meetups you need an account. You can sign in with your email address (we send you a one-time code, no password) or with your Google account. We process your email address and, if you sign in with Google, the name, email address and profile picture that Google shares with us after you approve it (see Section 4). The processing is based on Art. 6(1)(b) GDPR (performance of a contract).

2.3 Community Membership Verification

Skool communities. You enter your Skool handle or the link of your Skool profile. We show you a short code, and you send this code as a direct message to the Skool account named on the verification page. Our verification service reads the direct messages that handles with a pending verification send to that account, confirms the code, and checks on Skool that the handle is a member of the community. We store your Skool handle, the link between your handle and your HallMingle account, your membership status, and your Skool display name, profile picture and role in the community. We repeat the membership check when the last check is more than a day old.

Email communities. The host of the community gives us the email addresses of its members. You confirm your email address with a one-time code, and we compare it with that list.

Event communities. Some communities, such as a conference, have no Skool community. Their hosts keep the attendee list on HallMingle themselves: they upload the email addresses, and optionally the names, of the people registered for their event, by hand or with a script of theirs. We use that list only to let those people in. We create no accounts from it and send nothing to the people on it; each attendee signs in themselves. The community's hosts see the list and whether an email on it has signed in.

The processing is based on Art. 6(1)(b) GDPR (performance of a contract) and, for the member list of a community, on Art. 6(1)(f) GDPR (legitimate interest). Our legitimate interest, and that of the host, lies in opening each community's meetups to its members only.

2.4 Meetups and Reservations

We store the meetups you reserve a seat for, your place on a waiting list, and the time you entered a meetup. Reservations of members who do not come are deleted shortly after the meetup starts. The processing is based on Art. 6(1)(b) GDPR (performance of a contract).

2.5 Avatar and Profile Picture

Before you enter, you choose a display name and an avatar: a preset avatar, a copy of your Skool profile picture, or a selfie that you take with your camera. Pictures are stored with our image hosting provider. The processing is based on Art. 6(1)(b) GDPR (performance of a contract).

2.6 Live Meetups

During a meetup, your display name, avatar, position on the map, camera and microphone, chat messages and game actions are transmitted live to the other participants of the same meetup. Your browser asks for your permission before it turns on your camera or microphone, and you can turn them off at any time. We do not record audio or video and we do not store chat messages. The processing is based on Art. 6(1)(b) GDPR (performance of a contract) and, for camera and microphone, on Art. 6(1)(a) GDPR (your consent).

2.7 Your Skool Profile Link

In Skool communities, participants who entered the same meetup see a "Message on Skool" link to your Skool profile, so that members who meet at HallMingle can stay in touch on Skool. The link shows only for handles that were verified by direct message. The processing is based on Art. 6(1)(f) GDPR (legitimate interest). Our legitimate interest lies in helping members of the same community connect; your profile is visible to them on Skool anyway.

2.8 Business Cards

You can keep one business card on your account: your name and, if you add them, your title, company, email address, phone number, website, LinkedIn profile and a short note. The card is optional, you are never asked for it to enter a meetup, and you can change or remove it at any time. You can fill it from a contact file (.vcf): the file is read in your browser, and only the fields you then save are stored.

During a meetup you can give your card to another participant of the same meetup. That person receives a copy of your card as it is at that moment, with the name of the meetup and the time. Only that person sees the copy: it is not shown to the other participants, the host or the community. Later changes to your card, or removing it, do not change a copy you already gave, and you cannot take a given card back yourself. The person who received your card can download it as a contact file, give their own card back, and delete the copy at any time; a deleted copy is gone from HallMingle. The giver gets no notice, but if you gave them your card, their list shows that you no longer hold theirs. As with a paper card, they can give it to you again: during the meetup, or later if they hold your card. You can always ask us to delete a copy you gave (see Section 9).

The processing is based on Art. 6(1)(b) GDPR (performance of a contract): you ask us to keep your card and to pass it to the person you give it to.

2.9 Interest in HallMingle for Your Community

If you run a community, you can tell us on the page "Get HallMingle for your community" that you would like HallMingle for it. You need to be signed in. We store the verified email address of your account, your name, the platform your community is on, its rough size and, if you add them, a link to the community and a short note. We use this entry to contact you personally about a pilot. This processing is based on Art. 6(1)(b) GDPR (steps taken at your request before entering into a contract).

On the same page you can also ask for updates about HallMingle, like pricing, by ticking a box. The box is never ticked for you. Only if you tick it do we send you such updates by email, and we store your choice and the time you last changed it. Every update email says how to stop the updates. These updates are based on your consent (Art. 6(1)(a) GDPR). You can withdraw your consent at any time, by unticking the box on the same page and choosing Save changes, or by withdrawing your entry; this does not affect the lawfulness of updates sent before. We write every email ourselves and send nothing automatically, and we do not use the entry for advertising by anyone else.

Only HallMingle super admins see the list. Each account has one entry: sending the form again updates it, and you can withdraw it on the same page at any time; it is then deleted at once. An entry is deleted automatically 12 months after its last change.

2.10 Contact

When you contact us via email, the data you provide (your email address, possibly your name) will be stored to answer your inquiry and for possible follow-up questions. This data is stored for 5 years from the date of your request. The processing is based on Art. 6(1)(b) GDPR (performance of a contract or pre-contractual measures) or Art. 6(1)(f) GDPR (legitimate interest).

3. Cookies and Local Storage

3.1 Cookies

HallMingle uses only technically necessary cookies. Our sign-in provider sets them to keep you signed in. The legal basis is Art. 6(1)(f) GDPR (legitimate interest). We do not use analysis or marketing cookies, and therefore we show no cookie banner.

You can set your browser to inform you about the placement of cookies, to allow cookies only in individual cases, to exclude the acceptance of cookies for certain cases or in general, and to activate the automatic deletion of cookies when closing the browser. Without cookies you cannot sign in.

3.2 Local Storage

Your browser stores your display name and avatar choice for each community, and whether you have seen the welcome screen, so that you do not have to enter them again. This data stays in your browser.

3.3 No Analytics

HallMingle does not use Google Analytics or any other analytics, tracking or advertising service.

4. Sign in with Google

If you choose "Continue with Google", Google Ireland Limited processes your sign-in under its own privacy policy (policies.google.com/privacy). Before any data is shared, Google shows you which data HallMingle receives (your name, email address and profile picture) and asks for your approval. The processing is based on Art. 6(1)(b) GDPR (performance of a contract).

5. Skool

HallMingle is an independent service and is not operated by Skool. Membership information comes from Skool (skool.com). Your use of Skool itself is governed by Skool's own privacy policy.

6. AI-generated Content

Parts of this website, including the preset avatars, were created using artificial intelligence.

7. Data Transfer to Third Parties

Your data will only be passed on to third parties if:

• You have given your explicit consent (Art. 6(1)(a) GDPR)
• The transfer is necessary for the performance of a contract with you (Art. 6(1)(b) GDPR)
• There is a legal obligation for the transfer (Art. 6(1)(c) GDPR)
• The transfer is necessary for the establishment, exercise or defense of legal claims (Art. 6(1)(f) GDPR)

Inside HallMingle, other participants of a meetup see what Sections 2.6 and 2.7 describe, and a person you give your business card to receives what Section 2.8 describes. An entry on the interest list (Section 2.9) is seen only by HallMingle super admins.

7.1 Processors

We use the following processors:

For processors located outside the EU/EEA, we ensure an adequate level of data protection through appropriate safeguards, such as an adequacy decision of the European Commission, Standard Contractual Clauses or participation in the EU-US Data Privacy Framework.

We have concluded a data processing agreement with all processors in accordance with Art. 28 GDPR.

8. Storage Duration

We store your personal data only for as long as necessary to achieve the purpose of processing or as required by legal retention obligations.

• Server log files: for a limited period set by our hosting provider
• Verification codes: valid for 15 minutes
• Account, membership, reservation data and pictures: as long as your account exists, or until you ask us to delete them
• Attendee lists of event communities: until the host asks us to delete them, at the latest 30 days after the community's last meetup
• Audio, video and chat messages: not stored
• Contact requests: 5 years from the date of the request
• Business cards: your card until you remove it, and a card you received until you delete it, or until you ask us to delete them
• Interest in HallMingle for your community, with your choice about updates: 12 months after your last change, or at once when you withdraw it or ask us to delete it

9. Your Rights as a Data Subject

Under the GDPR, you have the following rights:

• Right of access (Art. 15 GDPR): You have the right to obtain information about the personal data we process about you.
• Right to rectification (Art. 16 GDPR): You have the right to request the correction of inaccurate or incomplete data.
• Right to erasure (Art. 17 GDPR): You have the right to request the deletion of your personal data, including your HallMingle account.
• Right to restriction of processing (Art. 18 GDPR): You have the right to request the restriction of processing of your personal data.
• Right to data portability (Art. 20 GDPR): You have the right to receive the data you have provided in a structured, commonly used and machine-readable format.
• Right to object (Art. 21 GDPR): You have the right to object at any time to the processing of your personal data.
• Right to withdraw consent (Art. 7(3) GDPR): You have the right to withdraw your consent at any time.

To exercise these rights, please contact us using the contact details provided in Section 1.

10. Right to Lodge a Complaint with a Supervisory Authority

You have the right to lodge a complaint with a supervisory authority if you believe that the processing of your personal data violates the GDPR.

11. Data Security

We implement technical and organizational security measures in accordance with Art. 32 GDPR to protect your personal data against accidental or intentional manipulation, loss, destruction or against access by unauthorized persons. All connections to HallMingle are encrypted. Our security measures are continuously improved in line with technological developments.

12. International Data Transfers

For processors located outside the European Economic Area (EEA), namely Vercel Inc., Clerk, Inc., Convex, Inc. and LiveKit, Inc. in the United States, we ensure that appropriate safeguards are in place for the transfer of personal data. This is achieved through Standard Contractual Clauses (SCCs) approved by the European Commission or through certification mechanisms such as the EU-US Data Privacy Framework. Cloudinary Ltd. is located in Israel, for which the European Commission has adopted an adequacy decision.

13. Changes to this Privacy Policy

We reserve the right to change this privacy policy at any time in compliance with applicable data protection regulations. The current version of the privacy policy is always available on this page.