Information Collected and Collection Process
We collect information from you when you:
Create or manage your account;
Enter, post, or upload information, data, or other content via the Service;
Send us questions, requests, or other communications through various communication channels;
Contact us for customer or technical support;
Visit any of our websites or download any of our applications;
Participate in promotions, user conferences, webinars, demos, contests, sweepstakes, surveys, or other marketing events;
Participate in research activities;
Interact with other Elokencia users and customers on our community forums;
Integrate third-party products and services with your Elokencia account.
We also collect information about you from our business partners, including referral partners and resellers, as well as third parties who assist us with sales and marketing efforts, such as prospecting, while respecting all consent requirements. We may also obtain publicly available professional contact information.
() a. Your Content
The term "Content" means all information, data, and other content, in any form or medium, that is collected from you, uploaded by you, or otherwise received from you (or on your behalf), directly or indirectly, on or through the Service. This also includes information you provide when linking a third-party account, product, or service to the Service. You (and anyone who may interact with your use of the Service) own and control the nature of all Content, subject to applicable terms, including our Terms of Service and this Privacy Policy. Our collection, use, and disclosure practices regarding Content differ from those for other types of information, as explained in section 2a below.
() b. Customer Information
"Customer Information" refers to information related to your access or use of our Service, account creation, or that otherwise identifies you as a customer or end user of the Service. Customer Information includes:
Identifiers: including your name, mailing address, email address, postal code, phone number, and similar identifying information;
Customer entries: including username, password, payment information, company name, job title, professional email address, and department;
Protected classification characteristics: such as age and gender;
Commercial information: including information about products and services purchased, obtained, or considered;
Internet/network activity information: including your browsing history, log and analytics data, device(s) used to access the Service, domain server, search history, and interaction information with our Service, plus other usage data;
Audio/visual information: including images you provide or upload related to our Service, as well as audio or video content and recordings of phone or video calls between you and us, when recording is permitted by law;
Professional/employment information: including your current employer, job title, and geographic location;
Other personal information: including personal data you provide in surveys, comments, questions, requests, or inquiries, and information provided when linking a third-party account, product, or service to the Service;
Inferences: including deductions about your geographic location based on IP address, or using data from your use of our Service to predict your preferences, traits, psychological tendencies, predispositions, behaviors, attitudes, intelligence, capabilities, and aptitudes.
If you are an end user accessing the Service through an account created on your behalf by an Elokencia customer (such as an employer, organization you belong to, or another individual), we may collect and process Customer Information about you on behalf of the Elokencia customer with whom your use of the Service is associated.
() c. Third-Party Integrations
If you create your account using a third-party service such as Google or Microsoft, or a third-party single sign-on service, we may collect Customer Information about you from that third party (such as your username or ID associated with that third party). If you create your account using such a third-party service, or authorize us to do so by changing your Elokencia account settings, we may also collect, and you authorize us to collect, information about your personal contacts as stored in that third-party service, and we may use this information to help you invite collaborators on Elokencia. By choosing to create an account using a third-party service, you also authorize us to collect the Customer Information necessary to authenticate your account with that third party.
Certain features of Elokencia allow you to link or integrate third-party products and services to enable specific functions within Elokencia. If you choose to use such features, you may be asked to create an account with the third party providing those features or link your existing third-party service account to Elokencia (and by doing so, you agree to that third party's privacy policy and/or terms of service). You may also be asked to authorize Elokencia to collect information from the third party on your behalf. We will then collect information (such as your username or ID associated with the third-party service) from you and/or the third party, as necessary to enable Elokencia to access your data. Once authentication is complete, we may access the information you provided or that was otherwise collected through the third-party service in accordance with that third party's privacy practices. We will store the information and data we collect and associate it with your Elokencia account, and use it to enable Elokencia's integration with the third-party service and to perform actions you requested or initiated, or that are reasonably necessary to execute the instructions you provided.
() d. Automatically Collected Information
We collect information about how you use Elokencia and your actions on Elokencia, including your IP addresses, browser types, operating systems, internet service providers (ISPs), platform types, device types, and mobile device information such as brand, model, and carrier. We may also use tools, including third-party tools, to collect analytics data. Some of this information is collected via cookies and other tracking technologies, such as web beacons, pixels, session replay scripts, and similar technologies. Please see our Cookie Policy for more information about our use of cookies and similar tracking technologies.
. Use of Collected Information
() a. Use of Content
Notwithstanding any contrary provision in this Privacy Policy, we will not use or access your Content except: to provide, maintain, improve, or optimize the use of Elokencia; when you (or the organization providing you an account) explicitly consent to such access (e.g., during a customer support request); in response to lawful requests from governmental authorities or law enforcement; in response to subpoenas, court orders, or other legal processes as required by applicable law, at our discretion; when necessary (at our sole discretion) to ensure the stability and security of Elokencia and our systems (e.g., when we have reason to believe that specific Content affects server stability); and when necessary (at our sole discretion) to protect your rights, privacy, safety, or property, or ours or those of third parties. Notwithstanding the foregoing, you acknowledge and agree that we may retain, delete, or deny you access to your Content if our legitimate interests outweigh your rights and where any part or all of your Content, or your use of Elokencia, violates our Terms of Service. We may also analyze metadata related to Content (such as total entry count, file size, API volume, access logs, etc.).
() b. Purposes of Processing
We use the information we collect for various purposes, and how we use it depends on the nature of the information collected and the Service (or Service features) you use. These purposes include:
• Performing our contract with you and providing the Services, including: (i) responding to your requests or inquiries; (ii) providing customer or technical support; (iii) contacting you with product updates or information about products you have requested or purchased; (iv) creating, managing, or administering your information and account, including identifying you with your account or an Elokencia customer's account; and (v) conducting audits related to interactions, transactions, and other compliance activities.
• Analyzing and improving our Services in line with our legitimate interest, including: (i) gaining market insights, improving the Service, and conducting other business analyses or research; (ii) personalizing existing and future product offerings and other aspects of the Service for you and other users; (iii) securing the Service and our systems and protecting your information and data; (iv) detecting security incidents and protecting against malicious, deceptive, fraudulent, or illegal activities, and prosecuting responsible parties; and (v) measuring interest and engagement with our Service and short-term transient use such as contextual ad personalization.
To provide personalized services, continuously improve our analytic technology, and enable users to access the full history of their meetings, Elokencia retains certain recordings (audio, video, transcripts, and associated metadata) for an extended period. These data may also be used, subject to your consent, to train and refine our artificial intelligence models in compliance with privacy and security principles.
Data is retained as long as the user account is active and for a maximum of 24 months after last activity, unless an explicit request for deletion or anonymization is made. You may exercise your rights of access, correction, objection, or deletion at any time via your account settings or by contacting us at the address provided in this policy. All data is protected by strict technical measures including encryption, compartmentalization, and regular security audits.
• Marketing our products and Services, including: (i) tailoring and providing you with information about Elokencia products, services, and events that may interest you, including by email or phone; (ii) monitoring the performance of our advertisements and marketing efforts; and (iii) communicating with you about your engagement with our Service.
• Legal obligations and rights, including: (i) asserting or exercising rights or obligations, investigating legal claims, initiating litigation, or defending against claims; (ii) complying with laws or responding to legal requests and procedures; (iii) protecting Elokencia's, our agents', customers', or others' rights and property, including enforcing agreements, policies, or terms of service; (iv) detecting, removing, or preventing fraud; (v) reducing credit risk and collecting debts owed to us; (vi) protecting the security of Elokencia, our customers, or others; and (vii) complying with other requirements under applicable law.
• Participation in an Elokencia partner program, including enabling or supporting participation in such a program, which may involve implementation, training, app building, database building, or similar services provided by Elokencia partners.
• Aggregated or anonymized data use for statistical, analytical, and Service improvement purposes. The pseudonymization and anonymization processes prevent information from being linked back or identified with a customer account, user, or individual.
. Disclosure of Information
We disclose collected information for specific purposes:
When you request or give specific consent, you agree that we may make such Content visible to Elokencia users or website customers;
To affiliated companies and subsidiaries to provide certain aspects of the Service, such as customer support;
To vendors who assist us in providing certain Service aspects, such as data storage, hosting, customer support, and payment processing, or who assist us in marketing campaigns, advertising, gaining insights, and analyzing Service use and potential improvements;
To third parties who provide certain features or functionality of the Service you requested (e.g., installing extensions in Elokencia);
To an employer or other organization (or employees or other Elokencia users associated with that employer or organization) on whose behalf you use the Service, who created an Elokencia account for you, owns or manages the domain name of the email address used on your account, or is otherwise associated;
To the owner or collaborator of an Elokencia workspace you have access to or collaborate on, when necessary to identify you or enable collaboration as intended;
To partners in any Elokencia partner program, when you choose to work with one of our partners for implementation, training, app building, database building, or similar services;
When necessary to comply with applicable laws, including government and law enforcement requests, and to protect your rights, privacy, safety, or property, or ours or those of third parties;
When necessary in connection with or during a proposed or actual reorganization, merger, sale, joint venture, transfer, financing, or other disposition of all or part of our business, assets, or stock;
To other persons for legitimate business purposes consistent with the statements in this Privacy Policy.
. Transfer of Information
We may transfer and process your personal information in countries outside the jurisdiction where you reside for the various purposes described above. Where required by law, we will rely on an appropriate legal mechanism for the transfer, such as your consent, standard contractual clauses (or their equivalent), or adequacy decisions. You may contact us at the address provided in Section 9 of this policy for more information about the specific legal basis for transfers.
. Retention of Information
We retain your personal information for no longer than necessary for the purposes for which it was collected, including to satisfy legal or reporting requirements and in accordance with our legal obligations and legitimate business interests. In determining the appropriate retention period for personal data, we consider the quantity, nature, and sensitivity of the personal data; the potential risk of harm from unauthorized use or disclosure; the purposes for processing; and applicable legal requirements.
. Managing Your Information
() a. Content
You may access, correct, modify, or delete Content in Elokencia. Content you delete (including Content containing personal information) may be retained in archives or backups to allow use of certain features such as revision history and database previews. To learn how to permanently delete Content from your Elokencia account, please contact us at dpo@elokencia.com. Please note that permanent deletion through this process may impair or disable certain Service features (such as revision history and database previews) related to that Content.
() b. Other Information
We may use some of the information we collect for marketing purposes, including sending promotional communications about new features, products, Elokencia events, or other opportunities. If you no longer wish to receive such communications or want to opt-out of the use of your information for these purposes, please follow the unsubscribe instructions by clicking the "Unsubscribe" (or similar) link in these communications. You may also contact us at dpo@elokencia.com to unsubscribe.
Additionally, depending on your jurisdiction, you may have certain rights regarding your data specific to that jurisdiction. For a description of these rights, please refer to the jurisdiction-specific sections below.
. Information Collected from Children
Elokencia is not intended for use by children under 16 years of age (or any other age required by local law), and we do not knowingly collect personal information from children. If we learn that we have collected personal information from a child, we will take reasonable steps to delete such information as soon as possible. If you learn that your child has provided us with personal information without your consent, you may contact us at dpo@elokencia.com.
. Changes to the Privacy Policy
Any information we collect is subject to the Privacy Policy in effect at the time the information is collected. However, we may revise the Privacy Policy from time to time. If, at our sole discretion, we determine a revision is material, we will notify you, for example by email. The current version will always be available on the dedicated Privacy Policy page.
. Contact Us
If you have questions regarding our privacy practices, including questions about this policy, you may contact us by email at dpo@elokencia.com.
. Specific Information for the EEA, UK, and Switzerland
() a. Legal Basis for Processing
The information in this section applies only to residents of the European Economic Area ("EEA"), Switzerland, and the United Kingdom ("UK"), and describes how we collect, use, disclose, and process personal data about you. Unless otherwise expressly stated, all terms in this section have the same meaning as in the General Data Protection Regulation ("GDPR"). Elokencia is the data controller of the personal data we hold about you in connection with your use of the Service. We collect and process your personal data for the purposes set forth in this Privacy Policy. Where the law requires, we obtain your consent to use and process your personal data for these purposes. Otherwise, we rely on another lawful basis (including but not limited to contract performance or legitimate interest) to collect and process your personal data.
() b. Marketing and Advertising
From time to time, we may contact you to provide information about our products and services, including sending marketing or advertising messages and soliciting feedback about our products and services. For certain marketing or advertising messages, we may use personal data we collect about you to help determine the most relevant marketing or advertising information to share with you. You may unsubscribe from our marketing or advertising emails at any time by clicking the unsubscribe link at the bottom of the email or by contacting us at dpo@elokencia.com.
Furthermore, where you give your consent, we may provide your information to third parties for targeted advertising purposes, or allow our advertising partners to collect data about you for this purpose using cookies or similar technologies. For more information, please see our Cookie Policy.
() c. Your Privacy Rights
You have the following rights regarding your personal data that we hold: (i) right of access; (ii) right to data portability; (iii) right of rectification; (iv) right to erasure; (v) right to restriction; (vi) right to withdraw consent; (vii) right to object; (viii) right not to be subject to automated decision-making solely based on automated processes; and (ix) right to determine the fate of data after death.
You also have the right to lodge a complaint with your local data protection authority.
If you wish to exercise any of these rights, please submit a request:
By emailing dpo@elokencia.com with the subject line "European Rights Request."
Due to the confidential nature of data processing, we may request proof of identity when you exercise these rights.
