Who is our Privacy Policy intended for?

Our Privacy Policy applies to you, regardless of your place of residence, provided that you are at least 15 years old and use our platform app.noota.io.

If you are under the legal age mentioned above, you are not authorized to use our services without the prior and explicit consent of one of your parents or legal guardians. Such consent must be sent to us by email at: dpo@noota.io.

If you believe that we may have collected personal data concerning your children without consent, please contact us at the address provided above.

Why do we process your personal data and on what legal basis?

We process your personal data primarily for the following reasons:
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• To use and benefit from our professional meeting recording service, which enables the production of structured summaries, as well as access all features of the platform, based on our Terms of Use.
• To manage user accounts (e.g., account creation, access, and deletion), based on our Terms of Use.
• To allow free-form comments related to managing your projects, based on our Terms of Use.
• To communicate with our support team via internal messaging, based on our Terms of Use.
• To send technical emails (e.g., password reset), essential for the proper functioning of our service, based on our Terms of Use.
• To operate video playback features to ensure service quality, based on our Terms of Use.
• To ensure and enhance the security and quality of our services (e.g., analytics, data security, etc.), based on legal obligations, our Terms of Use, and our legitimate interest in ensuring the proper operation of our services.

Your data is collected directly from you when you use our platform app.noota.io, and we commit to processing your data only for the reasons described above.

What data do we process and for how long?

We have summarized below the categories of personal data and their respective retention periods:

‍Professional identification data (e.g., name, surname, position, company, etc.) and contact details (e.g., professional email and phone number, etc.) are retained for the entire duration of the service provision, plus applicable statutory limitation periods, which are generally 5 years.

‍Email address used to receive technical messages is retained until your account is deleted.Recording data (voice and images) are retained for the entire duration of service use.

‍Connection data (e.g., logs, IP address, etc.) are retained for a period of 1 year.

At the end of the applicable retention periods, deletion of your personal data is irreversible, and we will no longer be able to provide it to you. At most, we may only retain anonymous data for statistical purposes.
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Please also note that in the event of litigation, we are required to retain all data concerning you for the entire duration of the case processing, even after the expiration of the above retention periods.

What rights do you have to control the use of your personal data?

The applicable data protection regulations grant you specific rights that you can exercise at any time and free of charge to control how we use your data:
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• Right of access and copy of your personal data, provided the request does not conflict with trade secrets, confidentiality, or the secrecy of correspondence.
• Right to rectification of personal data that may be incorrect, outdated, or incomplete.
• Right to erasure (“right to be forgotten”) of your personal data that is not essential for the proper functioning of our services.
• Right to restriction of processing, which allows a temporary freeze on the use of your data in case of dispute over the legitimacy of the processing.
• Right to data portability, which allows you to retrieve part of your personal data to store or transfer it from one system to another.
• Right to define post-mortem instructions regarding the fate of your data, either by you or via a trusted third party or heir.

To be processed, any request must be made directly by you to dpo@noota.io. Any request not made through this channel cannot be processed. Requests cannot be made by another person on your behalf. We may ask you to provide proof of identity if there is any doubt about the requester’s identity. We will respond to your request as quickly as possible, within a maximum of three months from receipt if the request is technically complex or if we receive multiple requests simultaneously. Please note that we may refuse any request that is excessive or unfounded, particularly if it is repetitive in nature.

Who has access to your personal data?

Your personal data is processed by our internal teams and our technical service providers solely for the purpose of operating our service.We specify that we carefully vet all our technical service providers before hiring them to ensure that they strictly comply with applicable data protection regulations.

MOREOVER, WE GUARANTEE THAT WE NEVER TRANSFER OR SELL YOUR DATA TO THIRD PARTIES OR BUSINESS PARTNERS.

Can your personal data be transferred outside the European Union?

Unless strictly necessary and under exceptional circumstances, we never transfer your data outside the European Union, and your data is always hosted on European soil. Additionally, we do our utmost to work only with providers who host your data within the EU.
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If our providers are nonetheless required to transfer personal data about you outside the EU, we scrupulously ensure that they implement appropriate safeguards to ensure the confidentiality and protection of your data.
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You are responsible for maintaining the confidentiality of the password you use to access our website; we will not ask you for your password (except when you log in to our website).

How do we protect your personal data?

We implement the following technical and organizational measures to ensure the security of your personal data on a daily basis, especially to protect against risks of destruction, loss, alteration, or disclosure.

Do we use cookies when you browse our platform?

We inform you that we use cookies when you browse our platform. For more information, please refer to our Cookie Policy.

Who can you contact for more information about the use of your personal data?

To ensure the best protection and integrity of your data, we have officially appointed an independent Data Protection Officer (“DPO”) with our supervisory authority.

How can you contact the CNIL?

You can contact the Commission nationale de l’informatique et des libertés or CNIL at any time at the following address:CNIL Complaints Department,3 Place de Fontenoy – TSA 80751,75334 Paris Cedex 07, France,or by phone at +33 (0)1 53 73 22 22.

Can the Privacy Policy be changed?

We may amend our Privacy Policy at any time to reflect new legal requirements or new processing activities we may implement in the future.

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