To enable seamless on-the-spot room bookings, Joan requires permissions to access your company’s calendar with read and write capabilities. These permissions are strictly limited to what is necessary for managing room reservations. No additional permissions are required.
Joan is designed to access only the meeting information provided through the calendar including details required for room booking, such as time, date, and room availability. Importantly, none of this data is stored on our servers in any persistent storage. Instead, all information remains securely stored on Office 365 servers and is retrieved in real-time on-demand whenever needed.
To enhance usability, we temporarily cache room data in memory. This caching allows us to process multiple consecutive requests to the calendar API efficiently, ensuring faster responses when users check room availability or make reservations.
When pairing Joan with Office 365 using a delegated user account, we securely save the user credentials. This step is necessary to establish a connection between our system and Office 365, allowing us to access the calendar on behalf of the user.