Legal notice
Legal Notice regarding Meeting Recording, Transcription and AI-based Summarization
We would like to inform you that this meeting may be recorded and/or transcribed in order to facilitate two purposes:
AI-based Summary: To generate an AI-supported summary (e.g. Microsoft Teams Premium) for meeting documentation, which may be shared with participants.
Issue Documentation: To document and analyze issues or bugs relating to Lucanet software for efficient reporting and resolution by our development teams. Only information relevant to the documentation and resolution purposes will be processed.
Purpose of the data processing
The purposes of recording and/or transcribing meetings are:
To create precise documentation of topics discussed, decisions made, and next steps (AI-based summary).
To enable effective documentation and communication of issues with the Lucanet software, allowing our development teams to analyze and resolve them efficiently (issue documentation/bug reporting).
Storage duration
Transcripts and recordings for AI-based summaries are deleted immediately after the summary has been created and reviewed. Please note that AI-based summaries may still include personal data, such as names or roles of participants, if mentioned during the meeting.
Transcripts and recordings for issue/bug documentation are deleted immediately after the relevant issue has been resolved.
Personal data within created summaries is deleted upon finalization of the relevant project.
For technical reasons, deletion from data backup systems may be delayed. However, these copies are not usable for productive purposes and are retained solely for backup purposes (Art. 32 GDPR). Final deletion takes place at the latest upon expiry of the backup retention period (up to 5 years, in individual cases up to 10 years). During this period, the data will not be processed.
Legal basis for data processing
Data processing is based on Art. 6 para. 1 lit. f of the General Data Protection Regulation (GDPR). Our legitimate interests are the efficient organization of business processes, improvement of workflows, and enhanced issue resolution with respect to our software.
Your rights
You can exercise your rights as a data subject by contacting the organizer of the meeting. In accordance with the statutory provisions, you have the right of access to personal data concerning you (Art. 15 GDPR), the right to rectification of inaccurate personal data concerning you (Art. 16 GDPR) and, if the legal requirements are met, the right to erasure (Art. 17 GDPR) and restriction of processing (Art. 18 GDPR). If the legal requirements are met, you have the right to object (Art. 21 GDPR). You also have the right to lodge a complaint with a supervisory authority (Art. 77 GDPR) if you are of the opinion that the processing violates data protection regulations.