epicMeets Privacy Policy
Privacy Policy, updated February 4th, 2025
PRIVACY POLICY
EpicMeets Oy cares about your privacy.
The purpose of this privacy policy is to provide information on the reasons for processing your personal data and for which purpose your personal data is processed. This privacy policy also contains information on your rights in relation to your personal data and in which manner you may use them.
In case you wish to receive further information on issues related to personal data, you may contact us in accordance with the contact details that can be found in the end of this policy.
What is meant by personal data?
Personal data refers to any information by which an individual may be identified, such as a name, email address or another similar identifier.
For what purpose do we use your personal data?
We use your personal data for providing the products and services that our company offers, in particular the https://app.epicmeets.io/ app, as well as for customer service. We do not use your personal data for any other purposes than those mentioned above unless we have obtained your consent for such use or have a legal, legitimate interest to do so (e.g. marketing, in which case you will be provided the possibility to opt out).
What types of personal data do we process?
We only process personal data that is necessary for the purposes mentioned above. Usually, such personal data includes the following:
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Name
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E-mail address
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Date of birth (optional)
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Profile picture (optional)
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Pronouns (optional)
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Professional area
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Telephone number (optional)
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Country
In addition to the above-referenced information, we process personal data that a subscriber or user includes in video recordings, tasks or meeting notes. Subscribers and users must not include personal data of other people in such recordings or notes without said person’s explicit and prior consent. Note that we do not have control over what personal data you disclose to other users during meetings or otherwise when using the app.
How do we ensure the integrity of your personal data?
We have implemented and maintain both organizational and technical measures for ensuring the integrity of your personal data. All devices and servers that are used for processing personal data are encrypted and protected with contemporary cyber security measures. If any personal data is in non-digital form, such data is processed and stored in a controlled environment to which third parties have restricted or no access.
Personnel with access to personal data is limited. All employees with access to personal data have signed non-disclosure agreements and are educated in personal data processing rules. Additionally, we process your personal data only in the extent necessary for the purposes indicated above. When we ask for your personal data, we strive to limit the scope of the personal data requested and store the personal data only for a limited time period as necessary.
In case of a personal data incident, we have the ability to notify the relevant authority of the incident, and, if required, the individuals affected by the personal data incident in accordance with the applicable laws and regulations.
To whom do we transfer personal data?
In general, we do not transfer your personal data to third parties.
We may, however, transfer your personal data to personal data processors, such as cloud service operators, that have a legal obligation to follow our instructions on the safety, storage, removal and other processing of your personal data. Prior to making any transfer of your personal data we undertake necessary and reasonable legal, technical and organizational measures to ensure that your personal data is processed safely and appropriately without jeopardizing your rights.
We may also transfer your personal data to the authorities, if such transfer is requested and provided for by the law.
Where do we process your personal data?
We process your personal data within the European Union. In case your personal data would, for example, in connection with a specific feature of our app or other services, be processed outside the EU, we make sure that necessary safeguards are in place to protect your personal data and rights related thereto.
For how long do we keep your personal data?
We keep your personal data only for as long as you subscribe to or use our app or other software or services that we offer. Recordings of meetings and video meeting summaries are kept for three (3) months from the date of the meeting.
When we keep your personal data for other purposes than the aforementioned we keep your personal data only for as long as we have your consent, a legitimate interest or for as long as it is necessary to fulfil our legal obligations.
Your right to access, rectification and to be forgotten
You can ask for a copy of your personal data from us, if you wish to review what personal data we keep in relation to you.
You also have a right to correct incorrect or incomplete personal data and to request us to delete your personal data once the data is no longer necessary for the original purpose of processing.
You may further restrict our right to process your personal data for the time during which you review the personal data or if you consider that the processing of the personal data has not fulfilled legal requirements or if the personal data is required for submission of a legal demand.
What is meant by your right to data portability?
Your right to portability means that you are entitled to ask for a copy of your personal data from us in order to transfer it to a third party.
Do we use cookies?
Cookies are small text files consisting of letters and numbers that are saved on devices visiting a website or app. We may use cookies from time to time in order to gather user information of our website. The purpose of this is to improve the user experience. With the help of cookies, we essentially follow the interaction that takes place on our website and do not monitor how individual visitors use our website. Internet browsers usually allow users to prohibit cookies or to change applicable cookie settings.
Our contact details
Controller: EpicMeets Oy
Business ID: 3465478-2
Sinikalliontie 3
02630 Espoo
Finland
Email:privacy@epicmeets.io
Who supervises the processing of your personal data?
Office of the Data Protection Asiamies
Contact details: https://tietosuoja.fi/en/home