During online meetings with our partners, we might use our preferred transcription and annotation functionality. This feature allows participants to add cues, highlights, or comments during a presentation or screen sharing to support the discussion. At the same time it allows us to improve our processes for taking up action points and better address the topics raised during the meeting.

Purpose of the processing

Transcriptions and annotations are used exclusively to improve in-meeting collaboration, clarify feedback, support decisions, and increase meeting efficiency, including coaching itsme employees to achieve this.

Please note that we will not use these annotations for monitoring participants, behavioral analysis, performance measurements, tracking of people, automated evaluations of personnel or decision-making about participants.

Legal basis

The processing of transcriptions and annotation data is carried out on the basis of:

• our legitimate interest in organising efficient and interactive meetings; and
• the prior, free and informed consent of all participants to participate in a meeting in which these annotations are used.
• Meeting recording: 3 months, for coaching purposes only
• Meeting transcription: 1 year
• Meeting summary & annotations: as required for contractual obligations

Participants are free not to post annotations and can withdraw their consent at any time by indicating this during the meeting.

Belgian employment law, telecom legislation and GDPR requirements and sensitivities have been taken into account to keep this processing with our principles as laid down in the itsme Information Security and Privacy Charter.

Data processed

We only process the transcription and annotations made during the meeting and, if applicable, the identity of the participant who added an annotation.

Recipients and location of processing

The transcription and annotation data is only made accessible to the participants in the meeting and to authorized employees involved in the organization or follow-up of the meeting. We deliberately have chosen the data-processor Leexi for their European-based or European managed cloud solutions to process data for these purposes for itsme in accordance with applicable European privacy laws, including the adequate protection of processing thereof.

Retention period

Transcriptions and annotations are not kept separately. If annotations are visible in a recorded meeting or in supporting meeting documentation, the same retention periods apply as for the relevant meeting recording or meeting documentation, with a maximum retention period a per below, unless a longer legal or contractual retention obligation applies:

Transparency

Participants are notified before the start of the meeting when the annotation feature is used. If you have any questions about this processing or the exercise of privacy rights, please contact our privacy officer via privacy@itsme-id.com.

Last version & review of this policy: October 2026 (by itsme DPO)