Privacy policy
Version 1.6 · 4 November 2026
This policy explains how HighKnow SRL handles personal data when it decides why and how that data is used: when you visit this site, sign in to Tenure, pay for it, are invited to it, or write to us.
It does not cover what is said in a recorded meeting. Audio, transcripts, the claims extracted from them, cards and answers belong to the organisation that recorded the meeting, which decides how they are used; HighKnow processes them on that organisation's behalf. If you took part in a meeting recorded with Tenure, read what Tenure records and contact the organisation that invited you.
Who is responsible
HighKnow SRL, Rue Auguste van Zande 95 bt 2, 1080 Bruxelles, Belgium. Enterprise number 1033.752.853, RPM Bruxelles. The legal notice gives the full company details.
For anything about your personal data, write to privacy@highknow.ai. HighKnow has not appointed a data protection officer.
What we use, why, and on what legal basis
| When | What we use | Why | Legal basis (GDPR Art. 6(1)) |
|---|---|---|---|
| You visit this site | The pages you request. Our hosting provider, Cloudflare, necessarily handles your IP address to deliver them; the site's own code does not read or store it. | Serving the site, and counting page views, downloads and language switches in aggregate. A count holds the page, its language and the event, and nothing that identifies you. | Legitimate interest (f): running the site and knowing whether it is used. |
| You install or update the desktop app | A number from 0 to 9999, derived on your Mac from a random installation identifier. The identifier itself never leaves your Mac. | Offering a new version to a growing share of installations, so a faulty release can be stopped before it reaches everyone. | Legitimate interest (f): delivering updates safely. |
| You sign in | The name, email address and profile picture your Google account provides; the language and theme you choose; for each session, the IP address and browser or device description; a fingerprint of the devices you sign in from. | Giving you an account and keeping you signed in; recognising a sign-in from a new device. | Contract (b) for the account. Legitimate interest (f) for security. |
| You use Tenure in an organisation | Your membership and role, your organisation's plan and entitlement, and usage records (meeting minutes, model usage) attributed to your organisation. | Providing the service your organisation subscribed to, enforcing plan limits, and billing. | Contract (b). |
| Security | The security check at sign-in (Cloudflare Turnstile), an audit log of security-relevant actions in your organisation, and the request records and application logs kept by our hosting provider and by us. | Keeping automated sign-ups out, and being able to reconstruct who did what in an organisation. | Legitimate interest (f): protecting accounts and the service. |
| Your organisation pays | The billing contact, the organisation's subscription and invoices. Card details go to Stripe, never to us. | Taking payment and keeping invoices. | Contract (b); legal obligation (c) for invoices. |
| You are invited | Your email address, the organisation's name and the inviter's name, to send the invitation. | Until you accept, HighKnow handles the invitation on the inviting organisation's behalf, even though the email comes from our domain. Once you sign up, your account is covered by this policy. | The inviting organisation's basis; then contract (b). |
| We run the business | Organisation-level totals of cost, revenue and usage, on an internal dashboard. No individual's activity is shown. | Running and billing the service, and checking our bills against our providers'. | Legitimate interest (f). |
| You write to us | What you send to contact@highknow.ai or privacy@highknow.ai. | Answering you. | Legitimate interest (f); steps before a contract (b) when you ask about one. |
| You are a client of our consulting practice | The contact details of the people we work with, and the records of the engagement. This row is the notice for that processing. | Carrying out the engagement and invoicing it. | Contract (b); legal obligation (c) for invoices. |
To have an account you must provide the name and email address your Google account gives us; without them we cannot sign you in. Visiting this site requires nothing from you. Where we rely on legitimate interest, we have weighed it against your interests and you can ask us for that assessment at privacy@highknow.ai.
Who receives it
These providers process the data above on our behalf and on our instructions:
- Cloudflare: hosting for this site and the app, the security check at sign-in, the aggregate counts, and access control for our staff.
- Neon: the database that holds accounts, memberships and usage records, in Frankfurt.
- Scaleway: in Paris, Transactional Email, which delivers invitation emails, and the scheduled job that makes the nightly encrypted copy of the database.
- Google Workspace (Google Cloud EMEA Limited): hosts only the two mailboxes you write to, contact@ and privacy@.
- Sentry: error and crash reports from the app, stored in Frankfurt: the type and place of a fault, the app version and the device and browser type, never what you wrote or said, and no IP address kept.
The full list, with what each provider does and where, is on the sub-processor page. A change is announced there and by email to organisation owners 30 days before it applies.
Stripe processes payments as an independent controller, for the payment itself, fraud prevention and its own legal duties. You pay on Stripe's own pages, and Stripe's privacy policy applies there. Paid plans are not yet on sale.
Google signs you in when you choose "Continue with Google", on its own pages and under Google's privacy policy. If you pick files from Google Drive, Google's picker loads only when you ask for it.
Cloudflare also acts as a controller of its own for some security purposes: it uses the signals of the security check to improve that check, and keeps request records to protect its network. See Cloudflare's Turnstile privacy addendum and Cloudflare's privacy policy.
Meeting content is handled by further providers (Soniox for transcription, Google Vertex AI for language models) on the customer organisation's behalf, under the data processing agreement, and is outside this policy. We do not sell personal data, we do not use it for advertising, and we never use it to train models.
Where it is kept
All customer data is stored exclusively in the EU, except what you write to us, described below. Request processing is performed in the EU, or where network routing requires otherwise, under GDPR Chapter V safeguards.
In practice: Cloudflare answers each request at the data centre nearest to you, which can be outside the EU, and never stores it there; what is kept stays in the EU. One exception concerns only what you write to us: the mailboxes behind contact@highknow.ai and privacy@highknow.ai are hosted by Google Workspace (Google Cloud EMEA Limited, Ireland). Our edition offers no choice of data region, so Google may process what you write in any country where it or its sub-processors have facilities, under the EU–US Data Privacy Framework for the United States and standard contractual clauses for other transfers (Google Cloud's data processing addendum). Stripe, and Google for sign-in, handle data under their own terms, which describe their own transfers.
How long it is kept
| What | How long |
|---|---|
| Your sign-in session | 30 days, renewed each time you use Tenure; it ends when you sign out. |
| The sign-in round trip with Google | 5 minutes. |
| Your account, membership and preferences | As long as the account exists. Leaving an organisation removes the membership. You can delete your account on your account page, unless you are the last owner of an organisation; or write to us and we delete it within 30 days. |
| Detailed usage records | 90 days. Totals per organisation are kept for billing. |
| The audit log | 24 months, then deleted by a nightly job. |
| Devices you have signed in from | Recognised for 24 months after they were last seen, then forgotten. |
| Request records and application logs | The logs we keep are stored in the EU and deleted after 30 days. On their way to that store they pass through our hosting provider's network, which can be outside the EU, under its data processing addendum (standard contractual clauses and the EU–US Data Privacy Framework). |
| Invoices | 10 years from 1 January of the year after the invoice date, as Belgian VAT and income tax law require (Article 60 of the VAT Code, Article 315 of the Income Tax Code 1992). |
| Aggregate site counts | 90 days. They identify no one. |
| Backups of the database | 7 days. We can restore the database to any point in the last 6 hours, and we keep a nightly copy of it, encrypted and stored in the EU, for 7 days; our storage provider then deletes it, usually within a day. A deleted record is gone from the backups once the last copy holding it is deleted, and if we restore a backup we delete again everything deleted since it was taken. |
| What you write to us | 2 years after the last message in the exchange. |
Cookies and what is stored on your device
This site sets no cookie and stores nothing in your browser. It runs no analytics or advertising script, and nothing on this site or in the app does. That is why there is no cookie banner.
The app stores only what signing in and safe updates require, so it does not ask for your consent (ePrivacy Directive Art. 5(3), strictly necessary):
| Name | Purpose | Lifetime |
|---|---|---|
__Secure-highknow.session_token (cookie) | Keeps you signed in. | 30 days, renewed on use; removed when you sign out. |
__Secure-highknow.state (cookie) | Protects the sign-in round trip with Google. | 5 minutes. |
highknow.pending-invitation (session storage) | Carries an invitation through sign-in. | Until the tab is closed or the invitation is answered. |
| The security check (Cloudflare Turnstile) | Loads only when you press the sign-in button; Cloudflare may store a value in its own frame. | Set by Cloudflare. |
| The installation identifier (a file of the desktop app) | Places your installation in a group for staged updates; only a number from 0 to 9999 derived from it is sent. | Until you remove the app. |
The session cookie belongs to the whole highknow.ai domain, so your browser also sends it to this site, which never reads it. The desktop app keeps your session in the macOS keychain for the same 30 days, and keeps a note that macOS has already asked for screen-recording permission, which is never sent to us.
Your rights
You can ask us for access to your personal data, to correct it, to erase it, to restrict its use, to receive it in a portable form, and you can object to a use based on legitimate interest (GDPR Art. 15 to 21).
Write to privacy@highknow.ai. We answer within one month. We confirm who you are through the email address on your account, so we do not disclose your data to someone else. A copy of your account data in a portable form is sent within 30 days of your request.
About a recorded meeting, contact the organisation that recorded it: it decides what happens to the recording, and HighKnow helps it answer you. If you write to us instead, we tell you which organisation that is, and we forward your request to it within 7 days. If you object to being recorded, say which meetings you took part in: the organisation has agreed with HighKnow to remove, within 30 days, the transcript of those meetings, except what other people are confirmed to have said, and every claim that rests on it alone. A claim that other meetings also support keeps that support. The participant notice says the rest.
Complaints
You can complain to the Belgian Data Protection Authority (Autorité de protection des données / Gegevensbeschermingsautoriteit), Rue de la Presse 35, 1000 Brussels, autoriteprotectiondonnees.be. We would like the chance to put things right first, at privacy@highknow.ai.
Automated decisions
HighKnow makes no decision about you based solely on automated processing that has legal or similarly significant effects (GDPR Art. 22). The security check at sign-in is automated and has no legal effect; if it keeps refusing you, write to contact@highknow.ai.
Changes
The version and date at the top of this page change whenever the policy does. A material change is emailed to organisation owners 30 days before it applies; a change of wording alone changes the version only.