Privacy notice
This notice explains what personal information the Keptar demo collects, why, who helps us process it, how long we keep it and your rights. It applies to demo.keptar.ai, the registration and emails that go with it, and the contact form on keptar.ai.
01Who is responsible
Keptar Ltd is the controller of your personal information for the demo. Company number 17482274, registered office 22 Thirlmere Road, Tunbridge Wells, TN4 9SS, England. Contact us at hello@keptar.ai.
02What we collect and why
| Information | Why we use it | Lawful basis |
|---|---|---|
| Name, work email, organisation | To send your code, give you access, and reply to your requests | Legitimate interests in running the demo |
| A scrambled form of your code, and failed attempts | To check the code you type, for 10 minutes, and block guessing | Legitimate interests in keeping the demo secure |
| Date, time and version of the terms you accepted | To show what you agreed to | Legitimate interests in keeping a record of agreement |
| Run counts: lines read, claims found, time taken, whether the run finished | To apply the run limits, control cost and keep the service reliable | Legitimate interests in operating the demo |
| Live meeting counts: that a live meeting started and ended, and when | To apply the live meeting limits, control cost and keep the service reliable | Legitimate interests in operating the demo |
| The lines of a live call, with made up names in place of the speakers' names | To check the service works. Kept on our server for up to 10 days, then deleted | Legitimate interests in keeping the service reliable |
| Your name and work email, once, after your run or live meeting | To send you one follow up email asking how the demo went. Reply to it to say you want nothing more from us | Legitimate interests in following up a demo you asked for |
| Feedback, ratings and requests for more runs or another live meeting | To improve Keptar and reply to you. We contact you about feedback only if you tick the box to allow it | Legitimate interests, and your choice to contact you |
| Contact form: name, work email, organisation, topic and message | To reply to your enquiry. The message goes to our mailbox and is not stored by the website | Legitimate interests in answering you |
| Your network address | Held briefly in memory to limit repeated requests. It is not written to our records | Legitimate interests in preventing abuse |
03Your transcript
When you run a transcript, speaker names are replaced with made up names in your browser before anything is sent. The text then passes through our gatekeeper to our model, is read line by line in memory, and the results are sent back to your browser. We do not store the transcript text, the quotes or the claims found in it, and we never use them for training. Names or personal details spoken inside the text are processed as written during your run, so leave out anything you do not want processed.
04Live meetings
If you invite Keptar into a live Microsoft Teams meeting, Keptar's own bot, run by us on Microsoft Azure in its UK South region (London), joins the call as a guest and listens. It shows a drawn picture as its camera and posts a hello in the meeting chat.
Microsoft Azure Speech, also in UK South, turns the audio into text as the meeting happens. Teams captions are used only to tell who spoke. No audio is stored. Each speaker is given a made up name, and the lines then go to our gatekeeper on Modal and on to our model. Names and details spoken inside the text are kept as said.
We keep the lines of a call on our server for up to 10 days so we can check the service works, then delete them. Email hello@keptar.ai to have them deleted sooner. Messages in the meeting chat stay in Teams under Microsoft's rules. We never train on any of it. You are responsible for telling everyone on the call that Keptar is present.
05Your browser
The demo keeps your access key and email address in your browser's local storage so you stay signed in. This is needed for the demo to work. You can clear it at any time in your browser settings.
The page also keeps your transcripts and the points Keptar found in your own browser for 10 days, under My meetings. You can delete them there at any time. Nothing of this copy is on our side.
We do not use advertising or analytics cookies, and we do not track you across other sites.
06Who helps us
We use a small number of providers who process information on our behalf:
- Modal, which runs our gatekeeper and our model.
- Microsoft Azure, in its UK South region (London), which runs Keptar's meeting bot and Azure Speech, which turns the call audio into text.
- Resend, which sends the code emails.
- Microsoft, which runs our hello@keptar.ai mailbox, where your requests and our notifications arrive.
- Vercel, which hosts the web pages.
- Cloudflare (cdnjs) and Google Fonts, from which your browser loads code libraries and fonts. They see your network address when your browser fetches these files.
Some of these providers are based in, or process information in, the United States. Where personal information leaves the UK, we rely on a transfer mechanism recognised under UK law, such as the UK Extension to the EU US Data Privacy Framework or the UK International Data Transfer Addendum. Our providers may keep short technical logs as part of running their services.
We plan to run Keptar in Microsoft Azure regions in the United States and Asia as well, so customers there can keep their meetings in their own region. These are not running yet. We will update this notice before any information is processed there.
07How long we keep it
We keep your registration details, your record of acceptance, run counts and feedback for as long as the demo runs and no longer than 24 months after your last use of it, unless you ask us to delete them sooner. Contact messages stay in our mailbox for as long as we need to deal with your enquiry and any follow up, and no longer than 24 months.
The lines of a live call are kept on our server for up to 10 days, then deleted. Email hello@keptar.ai to have them deleted sooner. No audio is stored. Messages in the meeting chat stay in Teams under Microsoft's rules. The copy under My meetings stays in your browser for 10 days and you can delete it there. Codes expire after 10 minutes. Your network address is held only in memory and is lost when the service restarts.
08Your rights
You can ask us for a copy of your information, to correct it, to delete it, to restrict how we use it, or to object to our use of it. Email hello@keptar.ai and we will reply within one month.
If you are unhappy with how we handle your information, you can complain to the Information Commissioner's Office at ico.org.uk. We would appreciate the chance to put things right first.
09Changes to this notice
We may update this notice. The version date at the top shows when it last changed.
The rules for using the demo are in the Demo terms.