Carv is committed to protect the personal data you share with us, and process personal data in accordance with the applicable (European) privacy and/or data protection laws, such as the General Data Protection Regulation (GDPR). To give you insight in how we collect, use, communicate, disclose and otherwise make use of personal information we have developed this Privacy Statement. 

1. Who are we?

Carv.com B.V. responsible for the processing of your data as described in this Privacy Statement. Carv is a Dutch limited liability company, having its statutory seat in Amsterdam, The Netherlands and its office at (1012 WP) Amsterdam at Singel 459. Carv is registered with the Chamber of Commerce under registration number 84849738. 

Carv provides tools to enable you to spend less time in online meetings. For example by summarizing the meeting, and providing you with a transcript of the meeting. You can use our service by using a Carv-bot that acts as a participant in the meeting. 

If you have any questions regarding the processing of your data by Carv, you can contact us at privacy@carv.com. 

2. Who is responsible for processing your personal data?

Carv as controller

This Privacy Statement is applicable to the processing of personal data by Carv as a controller within the meaning of the GDPR. This means that for the below listed processing activities Carv determines the purposes and means of processing. Carv however, largely processes personal data of end-users of its service as a processor within the meaning of the GDPR. Only in few instances, Carv acts as a controller, and these processing activities are described below in this Privacy Statement.

Carv as a processor

Where Carv operates as a processor, the controller, the company with a Carv-account, determines the purpose and means of processing, e.g. which features are offered and how long transcripts are retained amongst others. Please refer to the Carv Terms and Conditions and DPA linked below:
Terms of Service DPA

Controllers

Please be aware, when you open an account for your company, that you are responsible for the data that is processed by use of the tools, with the exception of the processing activities described below in this Privacy Statement. 

Users of the Carv service

If you have not created an account but use the Carv service, for example, because your employer created an account, your employer will determine the purpose and means processing and you can exercise the rights you have based on the GDPR by contacting the controller. There is one exception. Carv will process limited, pseudonymized, or aggregate personal data about use of the service to improve our service and fix bugs, as described below under 4 (“Limited usage data”).

Participants in meetings

Carv finds responsible use of its service very important. That is why Carv always reminds its users to comply with data protection laws such as the GDPR when using Carv tools, for example inform other participants in the meeting of use of its tools and solely use the tool for specified purposes with a sufficient legal basis. If you have not created an account and do not use the Carv service yourself, but you were in a meeting in which a Carv-tool was used by another participant, and you have question about how your personal data is processed, please contact this participant (and/or its employer) for more information.

3. To whom does this Privacy Statement apply?

This Privacy Statement applies to you if you:

1. Visit our website;
2. Create an account to use our service; 
3. Use our service (limited usage data);
4. Contact us;
5. Subscribe to our newsletter.

If you do not fall under these categories, but you were in a meeting in which a Carv-tool was used by another participant and you have questions, see above under 2 (“Participants in meetings”).

4. What data is being processed?

Below you will find the overview of the personal data we process, for which purpose, the legal basis and for what period we store the data. 

Visiting our website

What data is collected? When you visit our website, we necessarily collect some technical information about your visit to be able to present the website. For example, we necessarily collect the date and time of your visit, IP address, MAC address or other unique number, browser, items you visit and other log information (such as URL referrer and the country of the IP address). We also collect information about your visit to our website via cookies. You can read more about the data we collect via cookies in our Cookie Statement.

Why do we collect this data? We collect this data to provide you with a functioning Website, and to display information in the desired manner. 

What is the legal basis? We process the data on the basis of the necessity to pursue the legitimate business interests of Carv and the visitor to provide a functioning website as requested. For analytical tracking cookies, your consent is the legal basis. For more information about cookies, visit our Cookie Statement.

How long do we store the data? We store your personal data 6 months after your last visit.

Creating an account (account information)

In order to enable you to use our service, you need to create an account. Carv offers a Free and Paid Account types.

What data is collected? In order to be able to create an Account, we ask you to provide us with the following information: your name (first and last), e-mail address and desired password and the company you work with. If you have a Paid Account with us, we also need billing information.

Why do we collect this data? We need to collect this data in order to enable you to use our service. Without an account, the service is unavailable.

What is the legal basis? We need to process this data for the performance of the contract you enter into with us. 

How long do we store the data? In case of a Free Account: for the duration of the active free account, plus twelve (12) months after you have not upgraded to a Paid Account. In case of a Paid Account: for the duration of the paid account, plus seven (7) years after termination of an account, because of tax law retention obligations.

Google user data disclosure (calendar sync) Our use and transfer of information received from Google
APIs to any other app will adhere to Google API Services User Data Policy, including the Limited use requirements.

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Limited usage data

We do not have, want or need access to the actual recordings or transcripts. When you use our service, we process limited, pseudonymized, or aggregate about usage of the service.

What data is collected? We solely use limited, pseudonymized, or aggregate data about use of our service, for example how many people are using Carv tools at a certain moment.

Why do we collect this data? By analysing limited, pseudonymized, or aggregate data about use of the service, we aim to improve our service and your experience, and fix bugs. 

What is the legal basis? We process the data on the basis of the necessity to pursue the legitimate interests of Carv and its users to (continue to) provide a stable service and improve this service.

How long do we store the data? We store the limited, pseudonymized, or aggregate about usage of the service for seven (7) years. 

Contact us

If you have any questions regarding (the use of) our service, you can of course contact us. 

What data is collected? If you contact us, we process the data that you provide to us. This may consist of your name, email address and the content of your communication. 

Why do we collect this data? We collect this data to answer your questions and to provide support. 

What is the legal basis? We need to process this data for the performance of the contract you enter into with us, to offer you the requested service or answer, or on the basis of the necessity to pursue the legitimate business interests of Carv and you to provide support and answer your questions.

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How long do we store the data? If you contact us, we will store the data for the duration needed to help you with your question and after this be able to assist with follow-up questions.

Subscribe to our newsletter

You can sign up to our newsletter if you would like to stay informed.

What data is collected? When you sign up for our newsletter, we need your e-mail address and name. 

Why do we collect this data? To send you the newsletter (as you requested). 

What is the legal basis? We process this data on the basis of your consent or the legitimate business interests of Carv to inform its customers.

How long do we store the data? We delete your data five (5) years after unsubscribing. We must prove that you have given your consent to receive the newsletter for five years after it was sent. Naturally, we will no longer send you newsletters after you unsubscribe.

Does Carv share personal data with third parties?

We may use the services of third parties to process your personal data in accordance with this Privacy Statement. Such third parties will thereby act as a processor for Carv and we ensure that they offer sufficient safeguards as regards security measures and accurate and lawful processing of personal data. Third parties acting as processors for Carv have concluded a data processing agreement with Carv which includes a provision that they will only process personal data on the instructions of Carv. Processors include parties that host our website and technical parties that perform transcription services. 

When you have Paid Account, your payment will be effectuated by the payment service provider of Carv. This party acts as a data controller insofar it needs to comply with regulatory obligations. 

In all other respects, Carv only provides data to third parties subject to your prior consent or if we are obliged to do so under laws and regulations, or if we are required to do so as a result of legal proceedings and/or if we deem this necessary to protect our own interests or the interests of third parties.

5. What rights do you have?

You have a number of rights with regard to your privacy:

1. Right to access. This is the right to ask us if we have personal data from you and to have access to it.
2. Right to rectification. You have the right to request the rectification of inaccurate personal data concerning you. 
3. Right to be forgotten. In some cases, you have to right to ask us to erase your personal data.
4. Right to restriction. You have the right to obtain restriction of processing of your personal data or to stop the processing temporarily.
5. Data portability. This is the right to receive your personal data which you have provided to us in order to transmit those data to another controller.
6. Right to object. You have the right to object to processing of personal data. Where personal data are processed for direct marketing purposes, you always have the right to object to processing of personal data for such marketing.
7. Withdraw consent. Where the processing of your personal data is based on your consent, you have the right to withdraw your consent at any time. The withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.

Carv does not use automated individual decision-making.

You may send your request to privacy@carv.com. We shall respond to your request without undue delay and in any event within one (1) month of receipt of the request. That period may be extended by two (2) further months where necessary, taking into account the complexity and number of the requests. We shall inform you of any of such extension within one (1) month of receipt of the request, together with the reasons for the delay. If we do not take action on your request, we shall inform you of the reasons for not taking action. We will do that in any case within thirty days of receipt of the request.

6. Does Carv transfer data outside of Europe?

Carv aims to solely process your personal data within the European Economic Area (EEA). In case personal data will be transferred outside the EEA, this will solely be done if this is in accordance with the applicable legislation regarding the transfer of personal data to countries outside of the EEA, for example by concluding a model contract prepared and approved for that purpose by the European Commission and it is assessed whether any additional measures are necessary to guarantee an appropriate level of protection of your personal data.

7. What happens in the event of a transfer of the company?

In the future, one or more of Carv's parts or assets may be transferred to a third party or Carv may merge with a third party. In that case, your personal data can be transferred to this third party. You will be informed of such a transfer.

8. Complaints or questions

If you have questions or complaints, you can contact us through privacy@carv.com, for example with regard to the balancing test that we have made in order to base some of our data processing activities on the legal ground “legitimate interest”. We will be happy to find a solution, but you can also submit a complaint to the Dutch Data Protection Authority (“Autoriteit Persoonsgegevens”).

9. Changes to this Privacy Statement

Carv is entitled to amend this Privacy Statement from time to time. In case of substantial amendments that could have a significant impact on you, Carv aims to inform you in advance. 

Last updated: February 2023

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