Policies

We understand that when choosing a service for your business, it’s important to know the details – especially when it comes to policies and responsible use. You can find the full Terms of Service for the Whereby Meetings product at whereby.com/information/tos, but this page outlines key highlights across the following areas:

Prohibited User Content

To ensure Whereby remains a safe and professional environment for all users, we require that all content used within the platform – including room names, profile pictures, and display names – meets the standards outlined in our Terms of Service.

Content that violates these standards will result in account termination without refund. Where appropriate, we may also report illegal activity to the relevant authorities.

Prohibited content includes, but is not limited to:

• Content that promotes or condones racism, discrimination, hatred, harassment, or physical harm toward individuals or groups
• Pornographic, sexually explicit, or indecent material
• False, misleading, abusive, threatening, obscene, defamatory, or libelous content
• Copyright-infringing or pirated material
• Trademark or other legal rights violations
• Hidden pages, password-protected content, or restricted-access content intended to conceal activity
• Solicitation of passwords or personal information from other users
• Sharing personal information about others without their consent
• Any activity that threatens the safety or privacy of other users

We expect all users to use Whereby appropriately and lawfully, in line with our Terms of Service.

Age Limitation

Whereby is only for people 18 years old and over. By using Whereby, you affirm that you are over 18. If we learn that someone under 18 is using Whereby, we’ll terminate their account. 

GDPR and Data Accessibility

Whereby is fully compliant with the EU General Data Protection Regulation (GDPR), in effect since May 25, 2018. All registered users can export and delete their personal data directly from their profile settings. You also have full control over your email preferences.

You can find our Privacy Policy and Data Protection Agreement using the hyperlinks provided.

Cookies

We use cookies to support functionality, improve performance, and help us deliver a tailored experience. Below is a list of cookies you may encounter while using Whereby Meetings:

To manage or delete cookies, refer to your browser's support resources:

• Chrome
• Firefox
• Edge
• Opera
• Safari (limited support)

Fair Use Policy

This policy applies to all Whereby Meetings plans listed on our pricing page, and supplements our Terms of Service. The Fair Use Policy is designed to ensure all users enjoy high-quality service and to prevent misuse or overuse that could impact others or lead to unreasonable costs.

Intended Use

Whereby Meetings is intended for legitimate business use – specifically, for hosting video meetings during standard business hours (based on the room owner’s time zone).

What is considered “Fair Use”?

This policy governs use of all Whereby plans as listed on our pricing page, and is a supplement to our Terms of Service. In order to provide affordable video meetings to as many users as possible, we require users to comply with this policy to prevent excessive or abusive usage that may result in unreasonable costs for us as a company and/or service degradation for other users. We have prepared this Fair Use Policy ("Policy") as a guide for our users to understand the intended and permissible uses of our service, and to prevent exploitation, fraud, and abuse of our unlimited usage plans.

How can I use Whereby?

Whereby is intended for normal, legitimate business use. This means use for video meetings during business hours (in the room owner’s time zone).

What is considered “Fair use”?

We may benchmark usage patterns of customers on different plan types to understand what levels of usage are normal by typical customers on the plan, and may use this to identify Users or Customers who have abnormal usage patterns.

Whereby may determine that abnormal, unreasonable, or impermissible usage is occurring, and may take appropriate steps, including suspension or termination of service, even if the number of minutes used is not excessive, when a customer's calling patterns during more than one month reflect excessive:

• volume of meetings
• visitors to a room
• meeting lengths;
• uninterrupted meeting recordings;
• excessive recorded meeting length;
• meetings outside of normal business hours;
• other calling patterns indicative of an attempt to evade enforcement of this Fair Use Policy

Explicitly, “Large Size” meeting rooms may not be used for security monitoring or continuously running telepresence.

Consequences of breach

Unauthorized or excessive use beyond that normally experienced by business customers may result in immediate account or plan termination with no refund.

Refunds and Billing

We aim to provide a service that meets your needs. However, please note:

• We do not offer refunds for changes of mind or automatic renewals.
• If you believe you have exceptional circumstances, we may consider a refund request on a case-by-case basis.
• Requests must be submitted within 30 days of the renewal date. Refunds will not be considered for invoices older than 30 days.

Past Due Accounts

Accounts that are more than 45 days overdue will be automatically downgraded and may have associated rooms removed.