Notice about the recording of this meeting
You were invited to a meeting in which a representative of an organisation uses Tenure, a product of HighKnow SRL. This notice gives you the information the GDPR requires when your words are recorded (Article 13). It is an announcement. Under data protection law the recording rests on the organisation's legitimate interest, not on your consent. Some countries' criminal law also requires that everyone speaking agrees to being recorded. That is why the recording is announced before it starts and anyone can object. Taking part after the announcement without objecting is taken as that agreement, and you can withdraw it at any time by objecting.
Who is responsible
The organisation whose representative uses Tenure in the meeting is the controller. It decides why the meeting is recorded. The announcement at the start of the meeting and the invitation text name it. To contact it about the recording, reply to the person who invited you or who shared the invitation text. HighKnow SRL, which makes Tenure, is its processor: it provides the software and handles the data on the organisation's instructions.
What is done, and why
- The recording starts only after the representative has made the announcement and nobody has objected. From then on, the meeting is recorded and transcribed as it happens.
- Decisions, commitments, requirements, open questions, concerns raised, and facts about the organisations and people involved, such as a person's role, are extracted from the transcript automatically, by AI. Each is added to the organisation's knowledge base with a short quote, one or two sentences, from the transcript.
- Statements about a named person's working relationships or preferences are extracted only if the organisation has turned them on. They are off by default.
- Members of the organisation can read these statements and their quotes. When the meeting or a statement is marked private, only the member who owns it can. The statements are used to show short suggestions during meetings, including to the representative in this one, and to answer members' questions.
The purpose is a correct, retrievable record of what was said in commercial discussions, so that later dealings start from an accurate account. Tenure is not used to assess, rank or compare any person, or to infer anyone's feelings or intentions. It works from the words said, not from the sound of anyone's voice.
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 under data protection law.
What data
- What is said in the meeting, as written text, with a label for each audio channel.
- The meeting's title and time, from the calendar. The invited attendees' email addresses are read to recognise the organisation's own members. For anyone else, only the company part of the address, after the @, is kept.
- Speech can contain details about health, beliefs or other sensitive subjects without anyone intending it. Tenure does not look for them and does not create a record type for them.
- Neither Tenure nor the transcription service keeps the audio. Tenure does not create voiceprints or identify people by their voice.
Who else receives it
Inside the organisation, the transcript is available only to the members who attended the meeting and the member who set up its recording. One of them may share it with colleagues in the organisation, whom they name. 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 SRL:
- Soniox, for real-time transcription, through its EU endpoint.
- Cloudflare, which runs the platform, passes requests to the AI models, and stores the data in the EU.
- Neon, which hosts the database in Frankfurt.
- Google Cloud (Vertex AI), in EU regions, for extraction, suggestions and answers.
The data is stored only in the EU, and processed in the EU, with two exceptions. Where network routing requires it, traffic can pass through Cloudflare servers outside the EU, which do not store it. Soniox may carry out limited processing outside the EU for security, support and legal compliance. Both are covered by the safeguards in Chapter V of the GDPR. What each provider keeps is set by HighKnow SRL's agreement with it.
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, up to 24 months, and has to record why.
- Statements in the knowledge base, each with its short quote, stay after the transcript is deleted. Statements that name a person are deleted 24 months after they were last confirmed or used. Other statements have no fixed end date: they stay until the organisation removes them or 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. No decision about you is made automatically.
To object, say so during the meeting. If you object when the recording is announced, nothing is recorded. If you object later, the representative stops the recording at once and deletes what was captured of this meeting. If that deletion cannot reach the service at once, it is retried until it is done, within 30 days.
After the meeting, send your objection to the organisation that invited you, and say which meeting or meetings you took part in. An objection is not contested. Within 30 days, the transcript of those meetings is removed, except what other people are confirmed to have said, and statements that rest only on it are removed from the knowledge base. A statement that other meetings also support keeps that support. The organisation has agreed not to record you again.
If you cannot reach the organisation, write to privacy@highknow.ai. HighKnow SRL will tell you which organisation to ask, and will pass your request on to that organisation within 7 days. How HighKnow SRL handles your message is in its privacy policy.
If you were mentioned but did not attend
If you were named in a meeting you did not attend, what was said about you may be recorded in the transcript and, as a short statement with its quote, in the organisation's knowledge base. The same purposes, legal basis, recipients, retention and rights described above apply, and you can object in the same way. You are not told individually, because the organisation does not hold contact details for people who are only mentioned; this page is how the information is made available.
Status of this text
This version replaces disclosure-2026-10c. Earlier versions stay published as they were, for the meetings that used them.