Privacy Policy
This Privacy Policy has been updated on May 3rd, 2023.
1. Purpose
1.1 At Hetki, we’re committed to your privacy. We know that earning your trust is utmost important to us when you use our services. Our users' privacy is of high priority to us at Hetki.ai and underscores our technology and business decisions.
1.2 Our service 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. Data we may collect within the scope of a meeting are with the purpose of providing best results and personalized experience and to improve our services.
1.3 This privacy policy applies to the collection, use, and disclosure of personal data for marketing and sales of services, customer agreements and when you use our services, which involves recording customer support calls, creating transcripts, and analysing them.
2. What Information Do We Collect?
2.1 We collect personal data from your meetings when you use our services:
(i) basic information, such as name, title and your relation to a company you represent and contact details (email address);
(ii) information relating to our relationship, such as services and order details, contract information, payment details, billing information;
(iii) service-related information, e.g. user IDs
(iv) your communication and interactions as well as related records, such as correspondence, service requests, call recordings and transcripts;
(v) Any other information you provide during your call; and
(vi) other data, which is based on your consent and defined in detail on a case by case basis.
2.2 We also collect personal data when you fill out a form on our website to request more information. We may collect personal information such as your name, email address, phone number, and company name.
2.3 We may collect and use for any purpose aggregated data, where individual person is not identified from e.g., statistical data collected in connection with the provision of services.
3. Purpose and Legal Basis for Processing of Personal Data
3.1 We process your personal data for the performance of an agreement to provide our services to you, improve our services, and comply with legal obligations or our processing is based on legitimate interest in providing quality services to our customers. The purposes for which we process your data are:
(i) Marketing and Sales of services to contact regarding your interest in our services
(ii) Keeping Hetki.ai services running - Providing services to you and ensuring the functioning and maintenance of services;
(iii) Verifying your identity for the purposes of signing into services;
(iv) Managing the customer relationship with you, including customer communication, user account management and processing payments;
(v) Improving Hetki.ai services;
(vi) Interacting with You for feedback on our services;
(vii) Improving and personalizing services and to develop new services and providing notifications on new features, changes, and improvements;
(viii) Managing, pursuing, analysing, and improving the customer relationship with you;
(ix) Customer Support, Corresponding with users, solving issues, and providing customer support through phone or email; and
(x) Informing you of new services, features, and content we may offer.
3.2 We may process your personal data also for specific purposes, if you have consented to such processing.
4. Data Sharing and Disclosures of Personal Data
4.1 We may share your personal data with third-party service providers who assist us in providing our services. We may also disclose your personal data to comply with legal obligations or protect our legal interests.
5. Transfer of Personal Data Outside of the EU or EEA
5.1 The data we collect is processed by us within the European Union (EU)/European Economic Area (EEA) and in third party data processing facilities within the EU/EEA.
5.2 Some of our service providers may have access or are located outside the EU/ EEA and their processing of your personal data will involve a transfer of data outside of EU/EEA. We will take necessary steps to provide appropriate safeguards for international data transfers and to the extent necessary implement supplementary measures for protection of personal data as required by applicable laws. Personal data is transferred only to countries that have been deemed to provide an adequate level of protection of personal data, and where not we will implement the standard contractual clauses and implement necessary technical, organisational, or contractual supplementary measures to ensure that personal data has the same protection as in EU/EEA.
6. Retention of Personal Data
6.1 We will retain your personal data only for as long as necessary to provide services to you and as required by law (different data categories have different retention periods). After that, we will securely dispose of your personal data.
7. Your Rights
7.1 You have certain rights regarding your personal data:
7.2 Right to Access: You have the right to access your personal data that we hold.
7.3 Right to Rectify Personal Data: You have the right to request that we correct any inaccurate or incomplete personal data that we hold.
7.4 The Right to Object to the Processing: You have the right to object to the processing of your personal data for certain purposes.
7.5 The Right to Data Portability: You have the right to receive your personal data in a structured, commonly used, and machine-readable format.
7.6 The Right to Be Forgotten: You have the right to request that we erase your personal data under certain circumstances.
7.7 The Right to Restriction of the Processing: You have the right to request that we restrict the processing of your personal data under certain circumstances.
7.8 The Right to Give and Withdraw Your Consent: You have the right to give or withdraw your consent for the processing of your personal data.
8. Data Security
8.1 We take appropriate technical and organizational measures to protect your personal data from unauthorized access, disclosure, or other misuse. These measures include physical, electronic, and procedural safeguards that comply with applicable legal requirements.
8.2 Personal Data is stored in an encrypted database in Google Cloud platform. We adhere to best practices for persisting and encrypting data, and to that end, data is always encrypted at rest. Hetki.ai databases 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.
8.3 Any account-level access to Hetki.ai requires authentication and authorization using OAuth2* through your Google or Microsoft accounts — industry standards for authentication.
8.4 The data is encrypted before written to the disk, according to the high standard encryption provided by Google.
8.5 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 services to protect the personal data.
9. Access to the data
9.1 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.
10. Changes to the Privacy Policy
10.1 We may update this privacy policy from time to time. We will notify you of any significant changes by posting a notice on our website or by sending you an email.
11. Contact Us
11.1 If you have any questions or concerns about this privacy policy or our use of your personal data, please contact us at hello@hetki.ai.
12. Useful Vocabulary
🛌🏾 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.
🔒 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.
🔐 OAuth2: allows a user to grant limited access to their resources on one site, to another site, without having to expose their credentials.