GDPR compliance statement
Last reviewed: 4 November 2026
This system records information about companies, the people who work for them, and the documents they produce. It is operated so as to comply with Regulation (EU) 2016/679, the General Data Protection Regulation.
1. Controller
Each company that uses this system is the controller of the personal data relating to its own users and documents. The operator of this platform processes that data on the company's behalf as a processor, under the instructions of the company's administrator.
2. What we hold, and why
| Data | Purpose | Legal basis |
|---|---|---|
| Name, surname, work email address, postal address | Identifying you, attributing documents, sending notifications | Legitimate interests; performance of a contract |
| Google account identifier | Signing you in securely without storing a password | Legitimate interests (security) |
| Documents you create or upload, and their version history | The core function of the system | Performance of a contract |
| Transcripts generated from audio and video documents | Making spoken content searchable and accessible | Legitimate interests |
| Sign-in and access logs | Security, intrusion detection, and the audit trail | Legitimate interests (security) |
3. Authentication
We do not store passwords. Sign-in is performed by Google, and we receive only your name, email address, and a stable account identifier. We require that Google has verified the email address before it can be used.
4. Access control
A document is visible only to its owner, to people the owner has explicitly shared it with, and to that company's administrators. A document becomes visible to everyone in its own company once it has been approved. Documents are never visible across company boundaries, and none are visible to people who are not signed in.
5. Where data is processed
The application, the database and all uploaded documents are hosted on a single server in the European Union. By default, no personal data leaves the EU.
Sub-processors currently in use:
- Google — identity provider for sign-in. Google receives your authentication request and returns your name, email address and account identifier to us.
- Hetzner Online — hosting of the server, in the EU (Finland).
- Mistral AI — a French company processing in the EU. Used for three features: converting speech and video into text, live dictation into the document editor, and summarising dictated text when you ask for it. Live dictation audio is streamed directly from your browser to Mistral over an encrypted connection, authorised by a short-lived single-purpose token our server mints for the session; our servers do not receive the audio itself, and nothing is stored either side of the stream. If streaming is unavailable, the recording is sent through our server and deleted from it as soon as the text returns. Transcription of uploaded audio and video documents happens automatically; summarisation only happens when you press the button, and the original text is never replaced.
An alternative summarisation provider, Alibaba Cloud Model Studio, is available in the system but is not enabled by default. Its endpoint is in Singapore, so switching to it would be a transfer of your data outside the EU and would first require appropriate safeguards under Chapter V of the GDPR. Do not enable it without completing that assessment.
6. Retention
Documents and their version history are kept for as long as the company needs them; companies set their own retention schedule and administrators may delete individual past versions. When a person leaves, their account is deactivated: they can no longer sign in, but the documents they created remain available to their colleagues.
7. Your rights
You have the right to:
- obtain a copy of the personal data we hold about you;
- have inaccurate data corrected;
- have data erased, subject to the note below;
- restrict or object to processing;
- lodge a complaint with your supervisory authority.
Erasure and document history. Where your personal data appears in documents that a company is obliged to retain, we anonymise your account rather than deleting the row: your name, address and Google identifier are removed and your email address is replaced with a pseudonym, so the document history stays attributable without identifying you. We will tell you if we do this and why.
8. Security
Traffic is encrypted with TLS. The host firewall denies all unsolicited inbound connections, and automated intrusion prevention bans repeated failed sign-in attempts. Uploaded files are stored outside the web root, named only by their cryptographic hash, and served through the application so that every download is authorised. Security updates are applied automatically, and the database is backed up nightly.
9. Contact
To exercise any of these rights, contact your company administrator. Platform-level concerns can be raised with the operator at jsnewby@gmail.com.