Privacy policy

Controller

Reverdin Studio — Corso Vittorio Emanuele II 154, 00186 Roma (Italy)
DPO contact: support@scribeapp.eu

Data collected

• Account data: email address, name (via Google or Microsoft OAuth)
• OAuth tokens: access tokens for your Google and Microsoft calendars (used for calendar synchronisation and, at your request, for export to SharePoint, creating Planner tasks and reading reference documents; deleted with the account)
• Meeting data: audio transcripts, summaries, participants (with your explicit consent)
• Technical data: usage logs, IP address (for security purposes)
• Internal usage measurement: a few dated milestones (sign-up completed, calendar connected, first meeting captured, first report shared, upgrade to a higher plan), linked to your account and organisation, with no IP address or content. No measurement cookies, no third-party analytics or trackers.

Legal basis

• Performance of a contract (Art. 6(1)(b) GDPR): account data and OAuth tokens required to provide the service
• Consent (Art. 6(1)(a) GDPR): meeting transcription and bot recording
• Legitimate interest (Art. 6(1)(f) GDPR): security logs and abuse prevention; internal usage measurement to improve the getting-started journey

Informing meeting participants

As soon as it joins a Microsoft Teams or Nextcloud Talk meeting, the Scribe bot posts a written announcement in the meeting chat, in French and English: it states who added Scribe, that the meeting is recorded and transcribed to produce a summary, how to opt out, and links to this policy and to the Participant information page. This announcement is posted whatever the bot's display name. It is written only: the bot's microphone never emits any sound.

Posting the announcement may fail (for example if the organiser has disabled the chat): the user who added Scribe remains responsible for informing participants themselves.

Exporting summaries to SharePoint

• Manual export: a user signed in with their Microsoft account can send a summary to their OneDrive or SharePoint from the meeting page, via the Microsoft Graph API and their own permissions.
• Automatic Word upload: for a customer organisation that has requested it and for the users it has designated, every completed summary is automatically uploaded as a Word file (.docx) to a folder of the organisation's SharePoint site, via Microsoft Graph and an application authorised by the organisation in its own Microsoft 365 environment. The file contains the title, date, duration, participants' names, summary, action items, key questions, chapters and a link to the report; it contains neither the audio nor the full transcript.

Once uploaded, these copies are hosted by Microsoft in the customer organisation's Microsoft 365 environment and are subject to its own retention rules: Scribe's automatic purge and the deletion of a report in Scribe do not erase them.

Retention periods

• Account data: until the account is deleted, which erases it immediately, with the exception of the organisation's audit log (actions and the name of the person who performed them), kept as evidence until the organisation is deleted
• Audio files: deleted as soon as the transcript and summary have been produced; if they cannot be produced, deleted automatically after 14 days by default. Bot technical diagnostic files, written for every recorded Teams meeting (participants' names as displayed by Teams and the timeline of who spoke when), supplemented by the HTML code of the meeting page if no speaking indicator is detected after 5 minutes, and by a screenshot, the HTML code and the text of the page when a connection or capture incident occurs: deleted automatically after 14 days
• Transcripts and summaries: deleted automatically after 12 months by default (automatic GDPR purge) or immediately at the user's request
• These default periods are maximums: an organisation's administrators can shorten them for their organisation in Settings → Organisation → Data retention
• Internal usage measurement: detached from your account (and from the organisation) as soon as they are deleted; only anonymous totals remain
• Technical logs (application service logs): no fixed period; size-based rotation, at most 5 files of 10 MB per service, with the oldest entries being erased on a rolling basis

Sub-processors and recipients

Your data is neither sold nor shared with third parties for commercial purposes. Exhaustive list of sub-processors:

• Hetzner Online GmbH (Germany, EU) — main hosting, database, audio storage, email service (Mailu, self-hosted on our servers). Data stored exclusively in Germany.
• Gladia SAS (France, EU) — audio transcription and diarisation (primary pipeline). Processing carried out within the EU.
• Groq Inc. (United States) — backup audio transcription only (Whisper fallback). Transfer outside the EU.
• Faster-Whisper (local processing) — last resort if the cloud providers are unavailable; transcription run locally on our Hetzner servers in Germany (EU). Nothing is sent externally.
• Google LLC (United States) — OAuth and Google Calendar API; also the provider of the Gemini model, to which our LiteLLM gateway sends the text transcripts directly to generate summaries, speaker attribution and pre-meeting briefs (never the audio). Transfer outside the EU.
• OpenRouter (United States) — AI request routing, as a fallback only, if the Google API is unavailable: then receives, from our self-hosted LiteLLM gateway, the text transcripts (never the audio) and passes them to the Google Gemini model (primary and fallback model) to generate summaries, speaker attribution and pre-meeting briefs. Transfer outside the EU.
• Microsoft Corporation (United States) — OAuth and Microsoft Graph API (Outlook calendar, export and upload of summaries to SharePoint/OneDrive). Transfer outside the EU.
• Stripe Payments Europe, Ltd. (Ireland, EU) — payment processing and subscription management. Card details are sent directly to Stripe and never pass through our servers.

No sub-processor is permitted to use your meeting data to train AI models.

Your rights

Under the GDPR, you have the following rights:

• Access: obtain a copy of your data ("Export" button in the settings)
• Rectification: correct inaccurate data
• Erasure: delete your account and all your data ("Delete my account" button in the settings)
• Portability: receive your data in a structured format (JSON export)
• Objection: object to certain processing

To exercise these rights: support@scribeapp.eu

You may also lodge a complaint with the CNIL (the French data protection authority).

Security

Your data is stored on secure servers in Germany (EU). Access is protected by authentication. No password is ever stored in plain text.

Change history

• 30 September 2026: written recording announcement posted by the bot in the meeting chat; automatic upload of Word summaries to the customer's SharePoint; roles of Gladia (primary transcription), Groq (backup) and Google (Gemini by direct call, Calendar) clarified; OpenRouter (fallback only), uses of OAuth tokens, transfer to Microsoft, bot diagnostic files and retention periods aligned with actual operation.
• 7 June 2026: automatic purge of transcripts and addition of local Faster-Whisper transcription.