Notice about the recording of this meeting
You were invited to a meeting in which a representative of an organisation uses HighKnow. This notice gives you the information the GDPR requires when your words are recorded (Article 13). It is an announcement. It is not a request for your consent, and the recording does not rely on your consent.
Who is responsible
The organisation whose representative invited you is the controller. It decides why the meeting is recorded. HighKnow is its processor: it provides the software and handles the data on the organisation's instructions. The invitation or the person who invited you can tell you which organisation that is.
What is done, and why
- The meeting is recorded and transcribed as it happens.
- Statements of fact, commitments and requirements are extracted from the transcript and added to the organisation's knowledge base, each with the quote it came from.
- Colleagues of the organisation who work the same account can use that record, and the representative in the meeting sees short suggestions drawn from it during the meeting.
The purpose is a correct, retrievable record of what was said in commercial discussions, so that later dealings start from an accurate account. HighKnow is not used to assess, rank or compare any person, or to infer anyone's feelings or intentions.
Legal basis
The basis is the organisation's legitimate interest in keeping a record of its own commercial dealings (Article 6(1)(f)). Your interests were weighed against it. The points that count in your favour are that you have no relationship with the organisation's software, and that you may not expect to be recorded on an ordinary business call. The points that count for the organisation are that the record concerns a negotiation you take part in, and that it is about professional speech. The measures relied on are this notice before and during the meeting, a short retention period, a route to object that is honoured by stopping and deleting, and no feature that looks people up by name.
The announcement at the start of the meeting is a transparency measure. It is not a request for consent.
What data
- What is said in the meeting, as written text, with a label for each audio channel.
- The meeting's title, its time, and the invited attendees' names and email addresses from the calendar.
- Speech can contain details about health, beliefs or other sensitive subjects without anyone intending it. HighKnow does not look for them and does not create a record type for them.
- HighKnow does not write the audio to storage, and it does not create voiceprints or identify people by their voice.
Who else receives it
Inside the organisation, the transcript is available to the members who attended the meeting. A person with access to the transcript may share it with named colleagues in the organisation. Each share names its recipients, is logged, and can be withdrawn. The transcript is never shared with the organisation as a whole.
Outside the organisation, these service providers process the data for HighKnow:
- Soniox, for real-time transcription, through its EU endpoint.
- Cloudflare, which runs the platform and stores the data in the EU.
- Neon, which hosts the database in Frankfurt.
- Google Cloud (Vertex AI), in EU regions, for extraction and suggestions.
What each of them keeps is set by HighKnow's agreement with it. Transfers outside the EU, where network routing requires them, are covered by the safeguards in Chapter V of the GDPR.
How long it is kept
- The transcript is kept for 90 days by default. The organisation can set a longer period for its own account.
- The first part of a meeting, recorded before the announcement was answered, is kept apart from the transcript and does not enter the knowledge base. It is kept as evidence of what was announced and answered, for 30 days, and then deleted.
- Statements in the knowledge base stay until they are replaced by newer ones or removed. They are removed when the organisation removes them, or when a request below requires it.
Your rights, and how to object
You can ask for access to your data, for correction, for deletion, to restrict its use, and you can object to it. You can also complain to your data protection authority.
To object, say so during the meeting. The representative can stop the recording at once, and stopping removes what was recorded. After the meeting, send your objection or request to the organisation that invited you. HighKnow helps that organisation carry it out: an objection is honoured by suppression and deletion. It is not contested.
Status of this text
This is a draft that has not yet been reviewed by counsel. A reviewed text will be published as a new version, and this one will stay as it is.