Privacy Statement

At Tripleblue, we appreciate the trust you place in us with your data, including audio and video files. We take the protection of your privacy very seriously and want to reassure you that we make every effort to keep your data secure. This privacy notice explains how we handle your data, what rights you have, and how to contact us with questions. 

It is important that you read our privacy statement carefully before using:

• the website www.HOA-notulist or www.triple.blue or app.triple.blue, referred to in this document as 'Application'. Your visit and/or use of the website implies your agreement to this privacy statement.

• the Tripleblue mobile application on Android or iOS, referred to as "Mobile Application" in this document. Your use of the application implies your agreement to this privacy statement.

• Tripleblue's digital assistant who records audio during the online meeting, referred to in this document as "Digital Assistant. Your use of this implies your agreement to this privacy statement.

• A link to an external software that is connected to the Tripleblue platform via an API link, referred to as "External Software" in this document. 

The above is collectively referred to as the 'Tripleblue platform'. In this document, when you use Tripleblue's services, you are referred to as 'Principal'. The Principal enters into a contract with Tripleblue B.V.

In this privacy statement, we explain what we do with that information. This policy applies to all data collected through the Tripleblue platform. 

We reserve the right to change our privacy statement if this is necessary due to (technical) circumstances. In these cases, we will also amend our data protection information accordingly. We therefore recommend that you review this privacy statement regularly so that you are aware of these changes.

If you have any questions or want to know what information we have about you, please contact us at privacy@triple.blue

Table of contents

1. When do you apply this privacy statement?

2. Who uses your data?

3. Whose data do we use?

4. How do we get your information?

5. What data about you do we use?

6. What do we use your data for?

7. How long do we keep your data?

8. With whom do we share your data?

9. Where do we store your data?

10. How secure is your data with us?

11. What can you ask of us?

12. What rules apply to this privacy statement?

13. What cookies do we use?

14. What do we do with data from minors?

15. Do you have a question about this privacy statement?

1. When do you apply this privacy notice?

This privacy statement applies to all personal data we process and to all domains related to us. It covers the personal data of anyone who has contacted us or used our Application or Mobile Application, such as visitors, customers and business contacts. Personal data is any data that can be traced back to you as an individual, such as your name, phone number, IP address, customer number or browsing habits. 

This includes personal data that we access when you use our services, where audio and other documents are uploaded by you. We use uploaded audio, uploaded documents and user-perfected minutes to improve our models and user experience.

2. Who uses my data?

Tripleblue is the responsible organization for the use of your personal data as described in this privacy statement. Full details are:

Tripleblue B.V.
De Corridor 14 j, 3621ZB Breukelen

Do you have questions about the processing of your personal data? If so, please feel free to contact us at privacy@triple.blue.

3. Whose data do we use?

We process the personal data of anyone who has contacted us or visited our website. These include visitors, private customers, business customers and contacts of our partners.

In addition, we process personal data contained in the audio files and other documents or data uploaded by you when you use our services through the Application or Mobile Application.

Should you use the Digital Assistant to make an audio recording, we will use the audio and visual data from the online meeting in Teams, Google Meets, Zoom or similar software to perform the service. Should you use an integration/connection with External software, we will read the relevant information about the meetings from this software to perform the service.

4. How do we get your data?

We get the data directly from you as soon as you:

• visit our website

• create an account

• enter data or upload documents on our website

• invite the digital assistant to an online meeting

• Linking with external sotfware vendors

5. What data do we use from you?

If you use the Application for informational purposes only, that is, if you do not create an account or enter other data on our Application, we collect only the personal data that your browser sends to our server. 

To keep our website up-to-date and functional, we collect various information about you and your usage. When you register on the Tripleblue platform, we collect the necessary information such as your name, email address and contact information to allow you to log in and use the site as a customer. If you contact our customer service via email or chat, we may retain the text of these conversations. We may also record telephone conversations with our customer service team for training purposes.

In addition, we collect information about the use of our website, Application, Mobile application and other digital media of the Tripleblue platform. When visiting the Tripleblue platform, using our Mobile app or receiving our newsletter, we may in certain cases record your IP address, geolocation (based on your IP address), browser type, device information, the referring website, usage patterns and interaction events (such as page views and favorites). We may automatically receive a notification when you open a newsletter or click on a link in the newsletter. 

When creating an account and/or signing a contract and/or agreement with Tripleblue B.V., we collect personal information to the extent permitted by applicable law, such as: Personal data (such as your name, gender, date of birth, telephone number, address and place of residence), Financial information (including payment details), Professional information such as your job title and work experience and the information containing personal data in documents and files that you record or upload through the Tripleblue platform (e.g. audio and PDF documents). Finally, we receive personal data if you use the Digital Assistant through our platform (e.g. audio recording of the online meeting and the names of the participants) and personal data retrieved if you decide to integrate/link with External software for elaborating the minutes (e.g. information about the meeting, names of the participants).

6. What do we use your data for?

We use your personal data and the personal data uploaded or created by you only for the purpose for which we are authorized to use it:

• we have received your consent to use your personal data while signing the service agreement, an annual contract and/or while creating an account on app.triple.blue

• we use your personal data to perform services, prepare and execute agreements.

When uploading files containing personal data of persons who do not involve yourself, it is important that approval has been given by these persons for recording the audio of the meeting for the purpose of developing the minutes. 

In brief, we use your personal data for the following: 

1. Provision of services: Tripleblue B.V. processes your personal data to elaborate minutes and to make these results available via the Tripleblue platform for final quality control.

2. Account management: When creating an account on the Tripleblue platform, we ask for personal information, such as your email address, first and last name, to allow you to log in and personalize our services.

3. Newsletters: Tripleblue B.V. may send you newsletters if you have created an account or signed up for our newsletter. These may contain company news, offers, and personalized content. Unsubscribing can be done through a link in the newsletter or by sending an email.

4. Personalized marketing: We use automated tools to analyze your data, such as browsing habits and purchases, to tailor our marketing to your interests and preferences.

5. Research and improvement: To improve our products, services and communications, we regularly conduct research, such as surveys and interviews. This may be in collaboration with external partners and with input from our customers.

6. Improve app experience: Through the app, Tripleblue B.V. may ask you for permission to use your data so that we can offer you relevant suggestions and information while using our services.

7. Fraud prevention: To prevent fraud, we process your email address and payment information in cooperation with our payment service providers. 

8. Laws and regulations: Tripleblue B.V. must comply with various national and international laws, including the storage of certain data related to the use of our services.

9. Customer Service: Tripleblue B.V. may use your personal data to provide better customer service.

7. How long do we keep your data?

We keep your personal data for as long as there is an active business account on the Tripleblue platform and as long as necessary for the purpose for which we use your data within our services.

• Audio files processed in our systems, once the task is completed, are kept for 30 days after which they are automatically deleted.

• This does not apply to data such as audio or agenda information that has been uploaded but has not yet been submitted as a note-taking task to be worked on and therefore has not yet entered our processing pipeline; these are not automatically deleted after 30 days. It is the client's responsibility to ensure that these tasks are created for processing or deleted as drafts to thereby delete the underlying data as well. 

• Agenda files, the results of minutes and other information we keep on our platform until it is decided by the Client to delete the task and/or close the company account. 

• After the above retention period, we keep your data anonymized only for statistical purposes and to handle any complaints or legal matters. If you would like to know more about how long we keep specific data about you, please contact us at privacy@triple.blue. 

8. With whom do we share your data?

In order to provide our services properly, Tripleblue B.V. shares data with Tripleblue GmbH. Tripleblue GmbH is the parent company of Tripleblue B.V. and responsible for the development of the Tripleblue platform. A processor agreement has also been drawn up between Tripleblue GmbH and Tripleblue B.V. that establishes the terms of this data sharing. Tripleblue GmbH is based in Switzerland (Müllheimerstrasse 55, 4057, Basel). 

All data uploaded or collected through our platform is processed and (temporarily) stored within the European Economic Area (EEA), unless otherwise stated in this privacy statement. In some cases we use third parties to process the data. The personal data in these files is therefore sent to these parties and received back by us. 

Results optimized by our human quality controllers are accessible only to the quality controllers working on the note-taking task, not to other individuals, third parties or companies. A strict "principle of least privilege" is applied, meaning that quality controllers can see your files only when they absolutely need to and only for the time absolutely necessary to perform the task.

9. Where do we store your data?

We process and store your data only within the European Economic Area (EEA). We ensure that all your data remains secure within the EEA.

If you have any questions about this, please feel free to contact us at privacy@triple.blue.  

10. How secure is your data with us?

We have taken great care to secure your data both organizationally and technically to the best of our ability. We have secured our systems and various means of communication to ensure that your data does not end up in the hands of others. So your data is safe with us. We also ensure that your data is only used by people who have received permission from us to do so.

11. What can you ask of us?

Because we use personal data about you, you have several rights. We list these rights for you below:

Right to information. We need to explain to you in a comprehensible and clear way what we do with your data and what control you have over it. Therefore, in this privacy statement we explain in detail what data we collect from you and how we handle your data.

Right of inspection. You may always ask us to see the data we have on you.

Right to correction. You may ask us to correct your data if it is inaccurate or incomplete.

Right to object. You may object to the processing of your data if you disagree with the way we handle your personal data. This right applies to the data we use for direct marketing. For example, you can indicate to us that you no longer wish to receive mail from us. This also applies to personalized recommendations on our website.

Right to data portability. If you are a customer of ours or have given us permission to use your data, you may ask us to send you the digital data we have on you. This allows you to transfer that data to another organization if you wish.

Right to restriction. You may ask us to limit the use of your data. This means that in certain cases we may only keep your data but not use it.

Right to be forgotten. You may ask us to delete any data we hold about you. We will then delete all data that can be traced back to you. In some cases we cannot or may not yet delete your data. For example, we have to keep some data for 7 years for tax purposes.

Right to file a complaint. You may file a complaint about the way we handle your data. If you have a complaint, we will be happy to resolve it for you. Please contact our privacy officer. You may also file your complaint with the Dutch Data Protection Authority. Of course we hope it will not come to that, but in extreme cases you may also go to court. In that case the court in the domicile of Tripleblue B.V. will handle your complaint.

Right to be informed about automated decision making. Should Tripleblue B.V. make an automated decision that could have legal consequences for you, you may have the right to speak with a Tripleblue B.V. representative to request a reconsideration of that decision. If so, you may no longer be able to use certain automated services.

How do I submit a request or complaint? Send your request or complaint to our privacy officer at privacy@triple.blue. We will process your request or complaint within 30 days. If it involves multiple requests or complaints or if your request or complaint is complex, this may take longer. In that case, we will contact you no later than 30 days to notify you of any extensions due to the complexity or number of requests. We may ask you to identify yourself. In that case, we will request information from you to ensure that you are the correct person whose personal data is

12. What rules apply to this privacy statement

Our privacy statement must comply with several conditions. In particular, these conditions can be found in the General Data Protection Regulation. In addition, the general rules that apply under Dutch law apply to our privacy statement.

13. What cookies do we use?

You can choose which of your data we can use. If you have given us permission to personalize your profile based on your browsing and search behavior, we can tailor our website to make it easier and more personal for you to use. We do this with the help of cookies. A cookie is a small text file that is placed on your hardware when you visit our website.

We use the following types of cookies on our website:

• functional cookies, such as session and login cookies for tracking session and login information

• anonymized analytical cookies, to understand visits to our website based on information about visitor numbers, popular pages and popular topics

You can configure your browser settings as desired and, for example, refuse third-party cookies or all cookies. Please note that by disabling cookies you may not be able to use all of the features of this website.

14. What do we do with data of minors?

We do not specifically target minors with our website or as an organization. This means that if you are under 18 years old, you need permission from a parent or guardian to use our website. If you are a minor when you visit our website or webshop, we will assume that you have obtained this permission prior to your visit.

15. Do you have a question about this privacy statement?

Do you have a question about our privacy statement? Please feel free to contact us by sending an email to privacy@triple.blue. We are happy to help you.