Q: Photos have been exchanged between both families, however it is not enough for the individuals to say yes too, are they able to see one another in person? (If both families meet at home) is it also possible for the individuals to speak privately in another room? To what extent can they see/meet one another?
It is not only allowed but encouraged to meet the person one is considering marrying. The prospective couple can speak but not have privacy (be in khalwa), so must be seen, though not necessarily heard at all time. I’m copying the relevant Hadith from sahih Muslim.
Abu Huraira (Allah be pleased with him) reported: I was in the company of Allah’s Messenger (may peace be upon him) when there came a man and informed him that he had contracted to marry a woman of the Ansar. Thereupon Allah’s Messenger (may peace be upon him) said: Did you cast a glance at her? He said: No. He said: Go and cast a glance at her, for there is something in the eyes of the Ansar.