AllOnEars engages the categories of third-party processor below to deliver the service. Each one, except the public knowledge sources, is bound by data-protection terms and is restricted to processing your data on our documented instructions. We give advance notice before adding or replacing any of them so that you can object.
1Categories of sub-processor#
| Category | Purpose | Data | Region | Safeguard |
|---|---|---|---|---|
| Meeting-bot infrastructure | Joins the meeting on your instruction, posts the recording notice in the meeting chat, captures the meeting audio and streams it to us. Keeps the recording for a few days unless Zero-Data-Retention is on. Also syncs your calendar if you connect one. | Meeting audio, participant names, meeting link and metadata; calendar events and the calendar access token if you connect a calendar | Set at deployment (US by default; EU region by arrangement) | DPA + SCCs |
| Speech-to-text | Converts the meeting audio into a transcript in real time. A fallback provider is used only if the main one is unavailable. | Meeting audio; your terminology and short extracts of the context material you add, to improve recognition | Provider’s real-time service, which may be outside the EU | DPA + SCCs |
| Language-model inference (via a model-routing service) | Chooses topics, checks that knowledge cards match the conversation, extracts key facts and key notes, writes post-meeting reports and their translations, and checks card images for safety | Transcript text (after PII redaction where you have enabled it); your glossary terms; images from public sources | US | DPA + SCCs; requests routed only to providers that do not retain or train on prompts |
| Public knowledge sources (Wikipedia / Wikimedia) | Finds the encyclopedia article and image shown on a context card | Short search terms taken from what is said in the meeting (they can be names of people or organisations). Sent without audio, speaker or account details. | US | No agreement: public service. Only the search term is sent. |
| Application & database hosting | Runs the service and stores your data at rest. Our own translation and text-embedding models run on the same servers. | All service data at rest | EU (Germany) | DPA |
| Network edge (DNS, proxy, DDoS protection) | Resolves our domains and proxies traffic to the service. TLS ends at the provider’s edge, so traffic to the service passes through it in transit. | IP address, request metadata and the traffic in transit | Global | DPA + SCCs |
| Payments & tax | Subscription billing, credit-pack purchases and invoicing; tax calculation where enabled | Name, email, billing address, VAT ID, payment metadata | US / EU | DPA + SCCs |
| Transactional email | Sends verification, notification and billing email, and our encrypted database backups to a restricted staff mailbox | Email address, message content (notification emails carry a meeting link, not the transcript); the encrypted backup archive | US / EU | DPA + SCCs |
| Staff mailbox hosting | Stores the encrypted database backup archives we email to a restricted staff mailbox. The archives are AES-256 encrypted and the password is not in the mailbox. | Encrypted database backup (the provider cannot read its contents) | Provider’s region | Provider terms; archive is encrypted before sending |
| Sign-in and calendar providers | Sign-in with Google or Microsoft, and calendar access, only if you choose to use them | Name, email, calendar events, meeting links, access tokens | US / EU | DPA + SCCs |
| CRM enrichment | Optional: pulls account records from a CRM you connect, to give cards context. Off unless you connect it. | Account and contact records you choose to sync; access tokens | US / EU | DPA + SCCs |
Regions describe where each provider may process data on our standard configuration; confirm the current arrangement for your account in your DPA.
Not sub-processors. Live caption translation and the text embeddings used to match your context material run on our own servers, not with a third party. We do not currently use a third-party error-tracking, product-analytics or advertising service.
2The named list#
GDPR Art. 13(1)(e) requires us to tell you the recipients or the categories of recipients of your personal data, and the table above does that. Your right under Art. 28(2) to object to a specific sub-processor is unaffected: it runs through your DPA and the named list we give you with it, and we notify you before the list changes.
3International transfers#
Where a sub-processor processes personal data outside the EEA, transfers rely on the European Commission's Standard Contractual Clauses and supplementary safeguards under GDPR Chapter V. Our application and database are hosted in the European Union (Germany). A United States or dedicated deployment may be available to Enterprise customers by arrangement; it is not a self-service setting. The region in which meeting recordings are processed by our bot provider is set at deployment, and EU-region processing is available for enterprise customers by arrangement — contact [email protected]. Speech-to-text and language-model processing may take place outside the EU. The public knowledge sources are operated in the United States and receive only the search term described above.
4Notice of changes#
Email [email protected] with the subject "subscribe: sub-processor notices" and we will notify you in advance of any addition or replacement, giving you the opportunity to object under GDPR Art. 28(2).