Information about data processing of Alrite
We kindly request that you carefully read the following information on data processing. In this document, our company informs users of the ‘Alrite’ application about how their data is processed and protected, as well as the rights of data subjects.
If you are under the age of 18, please review this privacy policy with your legal guardian and provide your consent only with their approval.
If you have any questions or comments, please contact us using the information provided below.
Company data:
Company name: Regens Web Solutions Ltd.
Address: 55 Loudoun Road, St John’s Wood, London, NW8 0DL
Phone number: +36 1 205 3090
Website: www.regens.co.uk
Email: info@regens.com
Subcontractor:
Company name: Régens Zrt.
Address: 1117 Budapest, Prielle Kornélia utca 19/D
Phone number: +36 1 205 3090
Website: www.regens.com
Email: info@regens.com
Contact details for data management matters:
Email: gdpr@regens.hu
Phone number: +36 1 205 3090
Data processor as subcontractor in fulfilling the service:
See Subcontractor.
Who are we to whom you entrust your personal data?
Regens Web Solutions Ltd. is a company registered in England, with its headquarters also located in England, primarily providing information technology services as its core business.
Whose data are subject of data processing and why?
Our data processing policy governs the handling of personal data, specifically any data processing in which our company acquires information that can be linked to or used to identify an individual.
Through the use of the Alrite application, there are several ways in which our company may acquire personal data.
- During registration, we may collect your name and contact information (typically your email address and possibly your phone number).
- When uploading and storing materials, the content itself (audio or video files, or the text version created during the use of the application) may contain personal data. These materials are uploaded by you, and their content is not controlled by Régens Web Solutions Ltd.
- If you provide feedback or a recommendation regarding the application, we may process your name, email address, employer, and job title.
- If you subscribe to our newsletter, we may process your name and email address.
- If you use our chatbot service (Alrite Assistant), the chatbot may process the information provided in the conversation, including any personal data shared in your messages.
- If you have a business account, the creator of the account may assign company admin or superuser privileges to individual users. Users with company admin rights will have access to the personal data of all users under the joint account, including names, email addresses, and possibly other details such as company information or uploaded and processed files. These admins are considered separate data controllers for data management purposes. A superuser, however, does not have access to personal data, but can view and manage uploaded materials within the account. Before accepting this privacy notice, please consult with your company regarding the data handling responsibilities of users with company admin or superuser rights.
- If you contact our company via email or through one of our contact forms (whether on the website or within the application) to request information or a quote, we may collect personal data such as your name and contact information (typically an email address and, in some cases, a phone number), as well as the subject or purpose of your request. The legal basis for this processing is the preparation of a potential contract. The data will be processed solely for the purpose of fulfilling your request. Data submitted through the application will not be stored and will be deleted once we have responded. Inquiries received via email are stored on our secure servers and reviewed during the annual data audit, at which point they will be deleted if no further legal basis for their processing exists.
- If you report an error encountered while using the application and share the data sheet of the file on which the error occurred, we may access the data within the file during the investigation or resolution process. This data will be processed exclusively for the duration of the error investigation and for the purpose of correcting the error. The legal basis for this processing is the performance of the contract with you. We recommend that you evoke access to the file’s data sheet from customer support team once the error has been investigated and resolved.
All data we process is provided directly by you.
Which regulations govern the data processing?
According to the sunset clause in the adequacy decision between the European Union and United Kingdom we apply the following regulations:
- Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation)
- UK-GDPR: Data Protection Regulation Act 2018
- Act CXII of 2011 on the Right of Informational Self-Determination and on Freedom of Information
- Positions of the Commission’s Working Party 29, the European Data Protection Board and the European Data Protection Supervisor (EDPS)
What principles do we follow when processing your data?
Our company processes data in accordance with GDPR regulations and the following principles:
- Lawfulness: We ensure that data processing has a legal basis as required by the regulation, meaning there is a legitimate reason for processing.
- Fairness: Data processing is carried out in compliance with legal requirements and with respect to the rights and interests of the data subject. We do not process data in a way that misleads or misrepresents its purpose.
- Transparency: All stages of data processing are traceable and open for review.
- Purpose Limitation: Data is processed solely for the specific purpose that has been determined and communicated to the data subject in advance.
- Data Minimalization: We collect only the data necessary for the specified purpose, and retain it only for as long as is needed based on the legal basis and purpose communicated to the data subject.
- Accuracy: We strive to ensure that the information we store is accurate. We provide rights for correction, restriction, and deletion. The accuracy of the transcribed and captioned material is approximately 90%, depending on the quality of the audio recording (e.g., the type of microphone used), the conditions of the recording (e.g. the amount of background noise), the clarity and intelligibility of the speech in the audio or video material (e.g. articulation or the speaker’s volume), among other factors. Our company does not alter texts; the content remains as processed by the application and edited by the user.
- Storage Limitation: Data is retained only for the time necessary to fulfill its purpose.
- Integrity and Confidentiality: We restrict access to data to individuals who require it to perform services or fulfill the specified purpose.
Why is my data processed?
You have contacted our company electronically and are using the Alrite speech recognition system application. By doing so, a contract is established between you and our company for the use of the application. The terms of this contract are outlined in the terms of use, general terms and conditions, or in a separate individual agreement concluded with you. As such, the legal basis for data processing is Article 6 (1) b) of the GDPR.
If you subscribe to our newsletter or provide a recommendation, we will process your data based on your consent. Therefore, under Article 6 (1) a) of the GDPR, the legal basis for data processing is your consent.
Please note that after deleting your personal data, we will retain your email address for an additional year, in accordance with the legitimate interest outlined in Article 6 (1) f) of the GDPR. This is to prevent misuse of our free version.
How and for what purpose do we process your data?
We will only process the personal data and information you provide to us for the specific purpose for which it was given. This data will be used solely to communicate with you, fulfill your requests, and provide you with our services. The purposes of data processing include using the application, improving the application based on your feedback, or, with your consent, sending you informational materials.
Our company’s commitment to responsible business processes, documentation management, and data security is reflected in our ISO 27001 certification, one of the world’s most recognized standards for information security. Ensuring the security and quality of our services has always been a top priority, and this certification confirms that our systems and processes adhere to the highest international standards and best practices in data protection. Our company stores data electronically on a secure server equipped with appropriate security measures. No data is stored in printed format.
Since the server used for storage is owned by Régens Zrt., our subcontractor, no unauthorized individuals can access the data. Security is further enhanced by the Alrite application website, which is protected by the Hypertext Transfer Protocol Secure (HTTPS). This protocol ensures data integrity and confidentiality between the user’s computer and the website. Data sent via HTTPS is safeguarded by the Transport Layer Security (TLS) protocol, which provides three key layers of protection:
- Encryption: The protocol encrypts transmitted data, protecting it from unauthorized access.
- Data Integrity: The system detects any unauthorized modifications or infections during data transmission.
- Authentication: The protocol verifies that users are communicating with the correct website, providing protection against Man-in-the-Middle (MITM) attacks.
The texts generated from audio and video files processed in the subscription packages can be automatically translated into other languages by an external service provider (DeepL). When using the automated translation feature, please be aware of DeepL’s privacy policy and the data controller’s information, which can be found at the following link: DeepL Privacy Policy
Additionally, the summary generation and keyword extraction features available only in Plus, Premium and Professional packages are supported by the OpenAI service provider. Data will only leave the servers of Régens Zrt. when a user-initiated interaction triggers keyword extraction or summary generation. You can read OpenAI’s Privacy Policy here: OpenAI Privacy Policy
The application uses an external service, IP2Location LITE Database, to attempt to locate your geographical location based on your IP address. This information is used for the purposes of the contract with you to automatically preset the currency during the subscription process, making it more convenient for you by saving you the step of manually selecting a currency. However, this will only occur if you have not previously subscribed. If you have subscribed before, the last used currency will be selected by default. For more information, please refer to the IP2Location LITE Database.
Please note that Alrite offers the capability to generate text versions in real-time for live events, such as presentations, lectures, broadcasts, and online videos. For viewers of these broadcasts processed through the Alrite application, transcripts and captions generated from the live audio (which may include personal data) can be accessed and followed via a public URL, and the embedded video may also be available in certain cases. This means that the transcribed and captioned material becomes publicly accessible. If you are not the data controller or copyright owner of the original material, please verify the data protection policies of the original content owner before publicly sharing or processing live events, broadcasts, or online videos. If you are the rightful owner of the material processed in real-time, you should take any necessary actions in accordance with these provisions, as well as your own discretion and data management preferences.
Please read the data management information provided by external service providers carefully, as Régens Web Solutions Ltd. has no influence over their activities or data management and therefore does not assume any responsibility for them.
Information on file deletion and rights
Audio and video materials uploaded as part of the Starter package, along with related text files, are stored in the application database for 7 days.
As for the storage time of user packages, files processed with the Lite package are stored for up to 1 month, while files associated with the Plus and Prime packages are retained for 6 months. In the Premium and Professional packages, files are stored for 1 year, unless the subscriber (user) chooses to delete any (or all) of them earlier.
Chatbot conversations are retained on the company’s servers for up to 1 year, after which they are irretrievably deleted.
Last but not least, transcripts generated from broadcasts (using a feature available exclusively with the Professional package) are stored in the system for up to 30 days.
Once deleted, files will be permanently destroyed and will no longer be accessible or restorable within the Alrite system or the application database.
Files uploaded to the system or recorded through the application, as well as related text files, are automatically deleted by the system after the storage period specified in the subscription package.
Only the uploading user, or members of the given business account with the appropriate roles and necessary rights, can access the audio or video materials uploaded or recorded in the Alrite application, along with the associated text files.
Users hold the exclusive right to view, download, and utilize audio, video, and text files for any purpose. These files cannot be accessed by anyone else, including current administrators, Alrite software developers, or data scientists involved in developing the AI-based speech recognition algorithms. Access to these files is only permitted with the explicit consent of the user, typically for servicing or troubleshooting purposes.
Additionally, developers will not use these files to enhance the deep learning-based voice and word processing algorithms of the Alrite system or for any functional development purposes. Instead, other procedures and publicly accessible data files will be utilized for such improvements.
Please note that if users with access to the document(s) choose to publish the file(s), they can be made available via a URL accessible to anyone with the link. This means the file(s) can also be shared with individuals who do not have an Alrite account. In this context, the user or account that shares the file is considered a data controller, so if you share a file containing personal data, please ensure compliance with the relevant data management regulations. For business accounts, please also review the internal data management requirements before sharing files from the joint account.
Deleting an account
Personal data provided during registration (and any data added or edited later) will be stored for the duration of the application’s use, meaning as long as the account remains active. This data will be deleted only after 1 year of continuous use of the Starter version – either after registration or following the expiration of your last subscription – or if the user is removed from the account, or if the account itself is deleted.
You can delete your user account or profile from our system at any time by clicking on the trash can icon within the My info section of the Profile menu. The electronic data will be deleted in such a way that it cannot be restored. If you encounter any issues during the deletion process, we will assist you in deleting your data upon request.
Please note that after deletion, only your email address will remain in our system; all other personal data will be permanently and irreversibly deleted.
Your email address provided during registration will be automatically deleted at the end of the first year following the termination of your profile or the expiration of your free Starter account. The electronic data will be deleted in a way that ensures it cannot be restored.
What should I know about cookies and other loggings?
Régens Web Solutions Ltd., and its subcontractor Régens Zrt. employ cookies on its website to enhance your online experience and facilitate communication. The company utilizes an analytics tool called Google Analytics, and its regulations can be found here: Google Privacy Policy
Furthermore, while using our applications, your browser may automatically send us information such as the URL of the webpage accessed and activity logs when you open or interact with a web address. We may also receive data regarding the hardware you are using, including its type, operating system, settings, and unique identifiers. This information is contingent upon your device settings; therefore, we recommend reviewing your device’s information technology and security guidelines prior to use.
Régens Zrt. is committed to transparency regarding cookies on its website and seeks your consent for their use. We do not collect or store data obtained from cookies, nor do we engage in profiling or automated decision-making based on this information. Additionally, we do not utilize this data to identify individual preferences.
What should I know when I sign up for a newsletter service?
Régens Zrt. will send newsletters, typically containing information about its services and products, only when data subjects have provided their consent by checking the dedicated box via email or online. At the bottom of each newsletter, recipients are informed of their rights, including the option to unsubscribe. In the event of unsubscribing from the newsletter list, our company will delete the data of the unsubscribed individual related to the newsletters and will no longer receive them.
How is the data processed if I provide a recommendation to the company?
We would greatly appreciate it if you could share your positive experience as a recommendation, allowing us to publish it. To ensure authenticity, we will include your name or the name of your company, along with your job title, provided you have given us consent via email or by checking the appropriate box online. Your recommendation will only be posted on the platforms you specify. It will remain processed until you withdraw your consent. Should you wish to withdraw your consent for publication, please inform us by email at gdpr@regens.hu. In such cases, your recommendation will be deleted within three business days.
What kind of rights do I have regarding processing my data?
Right to information
You have the right to be informed in a comprehensible manner about the reasons for data processing, the types of data we process, and the duration of processing. To provide you with this information, we require identification. You may obtain this information in person during previously agreed office hours or by submitting a written request.
For a written request, please note the following:
- Two witnesses are required to validate the request.
- For electronic requests, we can accept requests sent from your registered email address.
If neither option is feasible, please submit a written request authorized by two witnesses via postal mail. We will fulfill your request free of charge within 15 days of receipt.
Disposition with the data: right to rectification, right to object, right to restriction and erasure, data portability
Upon request by the data subject, our subcontractor, Régens Zrt. will promptly correct or supplement any inaccurate personal data.
The data subject has the right to object to the processing of his or her personal data at any time based on public interest, public service execution, or legal interest. The data controller may continue processing the data only if it can demonstrate that there are compelling legitimate grounds for the processing that override the interests, rights, and freedoms of the data subject or that are necessary for the establishment, exercise, or defense of legal claims. If the data subject objects to the processing of personal data for direct marketing purposes, the data will no longer be processed for those purposes.
At the request of the data subject, the data controller shall restrict processing when the accuracy of the data is contested, when processing is unlawful but the data subject requests restriction rather than erasure, when the data controller no longer has a legal basis for processing but the data subject requests it for the exercise of a right, or during the period of investigation while awaiting a decision on the lawfulness of the processing following an objection by the data subject. The data subject will be informed when the restriction is lifted.
If you do not wish for your personal data to be processed, you can delete it from your profile, which may result in the deletion of the entire account. Upon withdrawal of consent or an objection by the data subject, the controller will promptly erase the personal data concerning the data subject, unless the processing is still necessary for another legal ground or is justified in the public interest or necessary for the establishment, exercise, or defense of legal claims. The data must also be erased if it has been unlawfully processed or if erasure is required by law.
Régens Web Solutions Ltd. will inform the data subject about the correction, restriction, or erasure of the data unless it proves impossible or requires disproportionate effort.
Legal remedy
The data subject is entitled to submit a complaint to the authority designated for this purpose:
National Data Protection and Freedom of Information Authority
- Phone number: +36 1 391 1400
- Address: 1055 Budapest, Falk Miksa utca 9-11.
In the event of a decision or inaction by the authority, the data subject may appeal to the court. The data subject has the right to take legal action in cases of unlawful processing of their personal data.
May an unauthorized third person access my personal data?
If your data has been compromised or is at risk of being compromised by an unauthorized third party, this is referred to as a data breach.
Since its inception, our company has not experienced any privacy incidents. However, there remains a possible, albeit unlikely, risk that an incident may occur at our cloud service provider or that a colleague’s username and password may be stolen.
To prevent such occurrences, Regens Web Solutions Ltd. and its subcontractor, Régens Zrt. undertake the following measures:
- Access to personal data is restricted solely to individuals whose roles strictly require it. Access is protected by unique usernames and passwords.
- Continuous monitoring of our servers and IT security systems is conducted. We mandate that our IT service providers implement adequate security measures, and we carefully select trusted cloud service providers.
- Employees are informed about necessary data protection measures and are educated on how to properly safeguard their usernames, passwords, and other information security protocols.
Date: Budapest, 14/07/2021
Updated: Budapest, 22/11/2024
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