PRIVACY

Security and privacy of our customer’s data is of utmost importance to us at Hetki.ai and underscores our technology and business decisions. Our product aims to improve work productivity and collaboration and we go to the best possible extent to protect Your data and keep it private and secure. Practically this means we adhere to best practices of privacy and data security. Data we may collect within the scope of a meeting are with the purpose of providing best results and personalized experience. We don’t access or intervene with the data other than absolute mission critical situations such as server/production issues, if necessary.

 

What does this Privacy Policy cover?

This Privacy Policy explains how we respect your data, privacy and practices we follow. If you are a subscribed user of our Hetki.ai services, this Policy applies to you.

 

How does Hetki store data?

We will only store your data for the purposes described in this policy and where we have a legal basis for doing so. The purposes for which we process your data are:

  • Keeping Hetki.ai service running - Providing services to you and ensuring the functioning and maintenance of the services. 

  • Verifying your identity for the purposes of signing into the service. 

  • Managing the customer relationship with you, including customer communication, user account management and processing payments.

  • Improving Hetki.ai product and service offerings. 

  • Interacting with You for feedback on our services. 

  • Improving and personalizing the services and to develop new products and services and providing notifications on new features, changes, and improvements.

  • Managing, pursuing, analysing, and improving the customer relationship with you, including using technically gathered information, data analysis and profiling, this in some cases with the assistance of third-party services.

  • Customer Support, Corresponding with users, solving issues, and providing customer support through phone or email. 

  • Informing you of new services, features, and content we may offer.

What types of data do we store and when?

Data from your meetings. Text-based data that you may collect within the scope of a meeting, such as notes, agenda items, tasks, names, email id of meeting participants and transcriptions, are stored in an encrypted* database in GCP*. We adhere to best practices for persisting and encrypting data, and to that end, data is always encrypted at rest*. Hetki.ai databases are located are not directly accessible from the Public Internet and can only be reached via privileged Hetki.ai application servers. Our application servers, database servers, and other aspects of our infrastructure are all located in highly secured environment to prevent any direct access from the outside world. 

 

Where do we store your data?

The data we collect is processed by us within the European Union and in third party data processing facilities within the European Union or the European Economic Area. In addition, we may use third party services that may transfer data outside the European Union or the European Economic Area. We do so only in case we believe that such third-party services are best-of-breed and provided that the transfer and processing of data is done in compliance with applicable privacy legislation such as the GDPR.

Accessing Hetki.ai

Any account-level access to Hetki.ai requires authentication and authorization using OAuth2* through your Google or Microsoft accounts — industry standards for authentication.

 

Who has access to what within Hetki.ai

Our technical team can be granted temporary access to our servers, text data or audio in absolute necessary situations. This is always for debugging and development purposes. All actions are logged. 

 

How do we keep your data safe?

We and our external service providers protect the safety of your data through industry standard, technical and organizational safety measures. Although our good faith efforts to store your data in a secure operating environment that is not available to the public, please remember that unfortunately no data transmission or storage is 100% risk free. You provide your personal data at your own risk and we cannot guarantee the absolute security of your data. In the unfortunate case of a security breach that that endangers your privacy or data we will inform you as well as the relevant authorities, as required by law. We may also temporarily shut down the Services to protect the Personal Data.” Please remember to keep your account registration information secure and to change your password at regular intervals.

 

How is your data shared with third parties?

The data is encrypted before written to the disk, according to the high standard encryption provided by Google. Additionally, to provide our users state-of-the-art, secure full-text search capabilities we save the transcripts in a third-party service called Algolia, trusted by companies such as Slack, Stripe and Lacoste.

 

Changes to this privacy policy

We may from time to time change this privacy policy. Significant changes will be posted on our website.

 

 

Useful Vocabulary

🤝 Database: this is a server that stores data that relates to one another. 

🔒 Encrypted: encryption is a process where data is scrambled with a specific secret that only a select few have. If this data is stolen, it cannot be understood unless the stealer has the proper secret. All of your personally identifiable data (notes and text) are encrypted at-rest.

🛌🏾 At-rest: your data is physically being stored on a device (usually a server)

GCP (Google Cloud Platform): our cloud provider that allows us to rent storage and compute capacity from their data centers.

💻 Kubernetes: an open-source system for automating deployment, scaling, and management of containerized applications

🔐 OAuth2: allows a user to grant limited access to their resources on one site, to another site, without having to expose their credentials.

🗄 SSL (Secure Sockets Layer): the standard security technology for establishing an encrypted link between a web server and a browser.

TERMS OF SERVICES

Hetki.ai is a digital productivity tool to make automatic meeting notes and insights from remote meetings. These Terms of Service (“Terms”) govern the relationship between you and Hetki.ai regarding your use of Hetki.ai’s services, including the Hetki.ai website or any applications or application plug-ins, browser plug-ins, and any related services provided by Hetki.ai(together “Services”). In these Terms, the words "you" and "your" refer to each customer or user of the Services.

Please note that Your use and access to our services and offerings are subject to the following Terms. In case You do not agree to the Terms, you may not use or access the Service. Hetki.ai is for those who choose to get automatic meeting notes and insights from remote meetings to save their time, to help increasing focus, to make collaboration easier and improve better decision making. We provide you overview of main points discussed during meetings, with meeting insights automatic action item detection by capturing captions or audio during your meetings. You agree to let us capture captions or/and audio during your meetings. We strive to keep improving our results and accuracy of services each passing day, however the notes, action items and insights generated by our system is not guaranteed to be correct, complete. Only competent natural and legal persons, such as corporate entities, or registered entities may register to use the Services. Subject to your acceptance of these Terms, you may access or use the Services.

1. Security and Privacy

Hetki.ai adheres to good industry practice measures to prevent system security and unauthorized access to and improper use of the Services. Hetki.ai uses various technologies and protocols to ensure high security standards, however we cannot make an absolute guarantee of system security. Data that is stored on Hetki.ai is not generally available to the public or other non-authorized users of the system. However, the use of internet services always includes security risks. If you have reason to believe system security has been breached, please contact us.

If Hetki.ai technical staff finds that files or processes belonging to a user pose a threat to the proper operation of the Service or to the security of other users, Hetki.ai reserves the right to restrict those users or to stop those processes. If the Hetki.ai technical staff suspects that and account is being used by someone who is not authorized, Hetki.ai may temporarily disable that the account and/or the user's access in order to preserve system security. In all such cases, Hetki.ai will contact the relevant user as soon as reasonably feasible.

 

Use of your personal data is governed by the Hetki.ai’s Privacy Policy, which helps you understand what personal data and non-personal data Hetki.ai collects, and how such data is used. You agree to read Hetki.ai’s Privacy Policy which explains what type of information Hetki.ai collects and how we use that information, including, without limitation, how such information is shared with third parties. Although Hetki.ai’s Privacy Policy is not part of these Terms, and creates no contractual obligations to you, it contains information that you should review prior to using the Services. Hetki.ai’s Privacy Policy will apply to the information we collect, whether or not you choose to read it.

2. Use of Services

The Services are provided to you for your personal or internal business use only. Except as expressly agreed in writing by Hetki.ai, you may not resell, sell, transfer, rent or give away your right to use and access the Services. You may not use the Services if you have previously been removed from using any part of the Services by Hetki.ai.

You agree that when you have an option to open an account to use the Services that you will provide true, accurate, current and complete information about yourself as prompted by the Services registration process, including as well as to inform Hetki.ai of any changes to such information. You agree to inform Hetki.ai immediately of any unauthorized use of your account (if any).

You are personally responsible for the use of your user account, and for all communication, content and activity resulting from the use of your user account in connection with the Services. You are responsible for the user management and granting of the user permissions (when exists) to the account you have created. All users must have valid email addresses that are used as usernames for the Service. You also acknowledge that Hetki.ai has no obligation to use, store and maintain those, although Hetki.ai may do so in its sole discretion. Hetki.ai expressly disclaims any and all liability relating any unauthorized use of the Services.

Subject to your compliance with these Terms, Hetki.ai grants to you a limited, nonexclusive, non-sublicensable and non-transferable right to access and use the Services.

Without limiting any other remedies, Hetki.ai may limit, suspend, terminate, modify, or delete access to the Services or parts thereof if you fail to comply, or if Hetki.ai suspects such failure, with the Terms or for any actual or suspected illegal or improper use of the Services, without notice to you. You may lose, as a result of termination or limitation of your right to use the Services, material, content and privileges associated with your use of the Services, and Hetki.ai is under no obligation whatsoever to compensate you for any such losses or results.

By using the Services you specifically agree that you will not:

  • interfere with or disrupt the Services or servers or networks that provide the Services;

  • attempt to decompile, reverse engineer, disassemble or hack any of the Services, or to defeat or overcome any of the encryption technologies or security measures or data transmitted, processed or stored by Hetki.ai;

  • disobey any requirements or regulations of any network connected to the Services; or

  • circumvent technological measures designed to control access to, or elements of, the Services.

Hetki.ai has the right to determine the period that the information provided by you and the contracts or other legal documents created by you are stored in the Services. However, Hetki.ai will not remove or destroy any of your materials without providing two (2) months’ prior notice.

 

Hetki.ai reserves the right to change the content and structure of the Services at any time without limitation. You acknowledge that the Services may become temporarily unavailable due to maintenance breaks or similar technical or operational reasons.

3. Intellectual Property Rights and use of Hetki.ai

All rights, title, the Services, the design of the Services and associated content, including text, scripts, graphics, interactive features and the like, and the trademarks, service marks and logos contained therein (“Hetki.ai Property”) are owned by or licensed to Hetki.ai and are subject to copyright and other intellectual property rights under applicable laws and international conventions.

Hetki.ai grants you a limited, personal, non-exclusive, non-transferable right and license to use the service. Except as otherwise provided in these Terms, you have no right to sell, redistribute, modify, edit, copy, reproduce, create derivative works of, reverse engineer, alter, enhance or in any way exploit any of the Hetki’s service offering in any manner. Except as expressly provided in the Terms, Hetki.ai does not grant any express or implied rights to use Hetki.ai Property.

4. User Content

You may be able to submit messages, comments, templates, material and/or other content to the Services (“User Content”). Hetki.ai shall not have any duty to monitor any User Content. However, Hetki.ai shall have the right, at its sole discretion, but not the obligation, to remove any User Content [that fails to comply with these Terms]. Hetki.ai is not the publisher or author of User Content and assumes no liability for any User Content. Attorneys that submit User Content and provide advice do so at their own risk.

You are, legally and ethically, solely responsible for any User Content that you upload, post, transmit, store or otherwise make available through the Services using user account. You acknowledge that use of the Services, including submitting User Content, may be subject to certain laws, regulations, conditions and restrictions. You must ascertain and comply with such laws, regulations, conditions or restrictions and reasonably ascertain that any User Content submitted by you does not contain material that is or may reasonably considered to be, illegal, obscene, indecent, defamatory, threatening, harassing, impersonates another person, incites religious, racial or ethnic hatred, or violates the intellectual property and/or other rights of other, advertisement, spam; or contains viruses or other potentially malicious or harmful code.

 

Hetki.ai does not claim ownership to any User Content but, in posting any User Content, you grant to Hetki.ai a perpetual, worldwide, non-exclusive, royalty-free, sublicensable and transferable right and license to use, modify, deliver, delete, adapt for technical purposes, sell, distribute, create derivative works from and otherwise exploit any and all User Content that you have submitted to the Services, including to deliver and communicate the User Content to third parties, as well as to display advertising in connection with it. You have the right to remove User Content at any time.

You also grant each recipient, to whom you have addressed any User Content submitted by you in the Services, a non-exclusive license to access such User Content through the Services. Hetki.ai respects the intellectual property rights of others. In accordance with applicable laws, we strive to expeditiously remove any infringing material from our site. If Hetki.ai becomes aware that one of its users is a repeat copyright infringer, it is our policy to take reasonable steps within our power to terminate the user’s account. All users should be aware of and comply with applicable copyright laws.

If you believe that anything on the Services infringes any copyright that you own or control, you may file a notice of such infringement to support email at info@Hetki.ai.ai.

The notification shall include: 1) the name and contact information of the notifying party; 2) an itemization of the material, for which prevention of access is requested, and details of the location of the material; 3) confirmation by the notifying party that the material which the request concerns is, in its sincere opinion, illegally accessible in the communications network; 4) information concerning the fact that the notifying party has in vain submitted its request to the content provider or that the content provider could not be identified; 5) confirmation by the notifying party that he/she is the holder of copyright or neighbouring right or entitled to act on behalf of the holder of the right; 6) signature of the notifying party.

5. Third-Party Services and Terms

Hetki.ai may work with partners and the Services may contain links to websites operated by third parties or feature content which is made available by third-party service providers and enable you to access and use certain third-party services. Use of any websites operated by third parties, third-party services and/or content in third-party services shall be, in addition to these Terms, subject to the relevant third-party service provider’s terms and conditions applicable to use of such third-party services or the applicable license(s) under which any such content is made available.

Hetki.ai assumes no responsibility for the availability, contents, products or services provided by third parties.

6. Fees

The fees for the Services are set out in connection with the respective Service. Hetki.ai reserves the right to change the fees and pricing principles at any time. The most recent Hetki.ai standard price list is found at pricing section in the website or as agreed.

You may pay the fees for using the Services with the payment methods identified at Hetki.ai. By providing a payment method, you expressly authorize Hetki.ai to charge the applicable fees on said payment method as well as taxes and other charges incurred thereto.

If you have selected credit card as the payment method your credit card will be charged for the fees on the date that we process your order. If you have ordered a subscription-based Service, we will charge your credit card with the relevant subscription fee monthly until you cancel your subscription in accordance with these Terms.

In case you have been provided a promotional code entitling to a free of charge use of the Services for a limited period of time and limited to a defined number of documents, your first payment will be due only after the end of such promotional period or when exceeding the defined number of documents that you are entitled to based on your promotional code.

You agree that we may charge any unpaid fees to your provided payment method and/or send you a bill for such unpaid fees. In case of delayed payment, we interest for late payment according to the Finnish Interest Act for the delay period on the balance starting from the due date. In case of a payment delayed with more than 30 days, we may suspend or revoke your account.

You also acknowledge that you will not receive money or other compensation for unused credits or Services or other payments when an account is closed, whether such closure was voluntary or involuntary.

The Services allow you to create your own contract documents. You understand and agree that you shall have no right to cancel, request a refund or obtain a credit for any uncompleted contract documents.

You are solely responsible for any costs that you incur when you access the Services through any Internet, mobile or other communication services, such as any fees for downloading, installing, messaging and other data usage charged by your network or roaming provider.

7. Customer Support

You understand that the Services are evolving. Hetki.ai shall have no obligation to provide support to the Services under these Terms. Hetki.ai may, at its sole discretion, provide limited customer support to the Services. You may contact the Hetki.ai when needed.

8. No Warranty, Limitation of Liability

It is your responsibility to ensure that you and your contracting party are duly authorized to execute the contracts or other legal documents that you enter into by using the Service. You accept that Hetki.ai is not able to verify the identity of the users and that Hetki.ai assumes no liability for false or inadequate user information, and that Hetki.ai will not be responsible for indirect or direct damages caused by false or misleading information provided by any user. Even though we strive to provide best services,

Hetki.ai makes no warranty that the Services will meet your requirements, that the Services will be available uninterrupted, timely, secure or error-free, that the results of the Services are accurate or reliable, or that the quality of the Services purchased or otherwise obtained by you will meet your expectations. To the maximum extent permitted by applicable law, Hetki.ai makes no warranty or representation, either expressed or implied with respect to the Services, their merchantability, title, non-infringement, correctness, quality or fitness for a particular purpose. Thus, the Services, and all materials, documents or forms provided on or through use of the Services, are provided “as is” and “as available” and you are assuming the entire risk as to their quality and performance.

You hereby acknowledge and agree that Hetki.ai shall have no liability whatsoever in connection with or arising from your use of the Services, as set forth herein, including any damage to your devices, computer systems or software. Your only right or remedy regarding any problems or dissatisfaction with the Services is to discontinue the use of service and  and other content included in the Services.

Hetki.ai shall not be liable for any direct, indirect, incidental, special or consequential damages, loss of data, lost profits or for business interruption arising out of the use of or inability to use the Services, even if Hetki.ai has been advised of the possibility of such damages. If there is liability found on the part of Hetki.ai, it will be limited the amount paid for the Services during the six (6) months immediately preceding the date of the initial written notice of the applicable breach or event, act or omission on which such liability is based. Some jurisdictions may not allow (some) limitations of liability. In such case, some limitations or exclusions may not apply to you.

You understand and acknowledge that Hetki.ai will not be liable for any technical or other errors, network-related problems attributable to the operation of the Services, or for any malware, harmful links, viruses or interruption in the use of the Services that have been caused by third parties. You are liable for all your own equipment, internet connectivity and software as well as that they do not cause harm to Hetki.ai and/or third parties.

9. Indemnification

Except as prohibited by law, you agree to defend, indemnify and hold harmless Hetki.ai, its affiliates, licensors, partners and subcontractors from all liabilities, claims and expenses, including reasonable attorneys’ fees, arising from or related to your breach of these Terms or portion hereof, breach of applicable laws or any act or omission by you relating to the Services. Hetki.ai reserves the right to assume its own defence and/or control of any matter otherwise subject to indemnification by you hereunder.

10. Right to Refuse and Termination

You acknowledge that Hetki.ai reserves the right to refuse service to anyone and to cancel user access at any time, including in the case that you have submitted information that is not accurate or is misleading or Hetki.ai has reasonable grounds to suspect that you are not or will not adhere to the Terms. In case Hetki.ai terminates your user account due to your breach of the Terms, no pay-back or refund of credits will be available.

You may terminate the Services at any time by submitting a notice of termination by contacting Hetki.ai at least thirty (30) days prior to the end of the applicable contract period. The termination is effective from the following contract period. You acknowledge that Hetki.ai will not pay back or compensate you for any unused credits. In case you have unused credits, they must be consumed during the notice period. No pay backs or re-funds will be made after the Service has been closed. Your termination will not release you from any liabilities or obligations set forth in these Terms which (a) have expressly been stated as surviving any such termination or expiration, or (b) remain to be performed, or by their nature would be intended to be applicable following any such termination or expiration.

11. Force Majeure

Hetki.ai shall not be liable for any delay or failure to perform resulting from causes outside the reasonable control of Hetki.ai, including without limitation any failure to perform hereunder due to unforeseen circumstances or cause beyond Hetki.ai’s control.

12. General

Hetki.ai may assign or delegate its rights and obligations under the Terms, in whole or in part, to any person or entity at any time without your consent. For example, in the situation of a transfer of business this would mean that the Services would, fully or partially, be provided by another entity than Hetki.ai.

These Terms contain the entire understanding of you and Hetki.ai, and supersede all prior understanding between you and Hetki.ai.

These Terms describe certain legal rights. You may have other rights under the mandatory provisions under the laws of your country. These Terms do not change your rights under the mandatory provisions under the laws of your country.

If any portion of the Terms is found illegal or unenforceable, in whole or in part by any court of competent jurisdiction, such provision shall, as to such jurisdiction, be ineffective solely to the extent of such determination of invalidity or unenforceability without affecting the validity or enforceability thereof in any other manner or jurisdiction and without affecting the remaining provisions of the Terms, which shall continue to be in full force and effect.

13. Changes

Hetki.ai reserves the right to change, modify, add or remove portions of the Terms at any given time. Hetki.ai will, however, notify you thirty (30 days) in advance by posting a note in the Services of any substantial changes to the Terms. You will be deemed to have accepted such changes by continuing to use the Services. Further, if at any point, you do not agree to any portions of then-current version of our Terms or any other Hetki.ai policy, rules or codes of conduct relating to your use of the Services, your right to use the Services shall immediately terminate, and you must immediately stop using the Services. Please check the Services on a regular basis so that you remain informed of the then-current Terms. The Terms in force are made available at Hetki.ai.

14. Disputes and Applicable Law

All disputes relating to the Services and the Terms shall be settled at the District Court of Helsinki, Finland having the sole jurisdiction.

These Terms shall be governed by and shall be construed in accordance with the laws of Finland excluding its choice of law provisions.

In addition to formal court proceedings, you may have the right to bring disputes regarding the Services to a third-party dispute resolution body, such as to the Finnish Consumer Disputes Board.