Privacy Policy

1. Introduction

Welcome to Skientia ("we," "our," or "us"). Skientia is a knowledge base for organizations, operated by Happenings Group A/S. It turns recordings, meetings, documents and connected sources into a searchable knowledge base, with transcription, AI-powered summaries, speaker recognition, task management and question answering.

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website, web application and mobile applications. Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the application.

2. Information We Collect

2.1 Account Information

When you create an account with Skientia, we collect:

• Email address (provided via invitation, Google sign-in, or Sign in with Apple)
• Name
• Hashed password (for email/password accounts)
• Google account ID (for Google sign-in accounts)
• Apple account identifier (for Sign in with Apple accounts)

2.2 Content You Provide

We collect and store content you create or upload, including:

• Audio and video files you upload or record for transcription
• Meeting recordings captured by a meeting bot you schedule
• Transcriptions generated from your audio and video
• Edits and annotations you make to transcriptions
• Summaries, topics and other AI-generated content
• Questions you ask and the answers Skientia gives
• Tasks and action items you create
• People and company information you add to the directory
• Documents and file attachments (images, PDFs, documents)
• Emails you forward to Skientia
• Tags, contexts, and organizational metadata
• Comments and notes

2.3 Voice Data

For speaker recognition features, we may collect:

• Voice embeddings (mathematical representations of voices) created from audio files
• Speaker assignments linking voices to individuals
• Audio clips used to create voice profiles

2.4 Data From Services You Connect

If an administrator in your organization connects another service to Skientia, we collect the content and metadata that service makes available to the connection, as described in section 4.2.

2.5 Contact Inquiries

If you use the contact form on our website, we collect your name, email address, organization (if you give one), the topic you choose, your message and the language you wrote in. We use it only to answer you, send it to our team by email (via SendGrid), and keep it for 24 months before it is deleted automatically.

2.6 Usage Information

We automatically collect certain information when you use Skientia:

• Log data (IP address, browser type, pages visited, timestamps)
• Device information (operating system, device identifiers)
• API usage patterns and access times
• Product usage and interaction data (via PostHog, EU Cloud) for product improvement
• Error logs and diagnostics needed to keep the service running
• Push notification tokens and delivery metadata (via Apple Push Notification service and Firebase Cloud Messaging)

3. How We Use Your Information

We use the information we collect for the following purposes:

• Provide Services: To transcribe audio and video, generate summaries, identify speakers, make your knowledge searchable, and provide all core functionality of Skientia
• AI Processing: To send recordings to AssemblyAI for transcription, short audio clips to our own self-hosted speaker-recognition service to create voice embeddings, text to Voyage AI for search embeddings, and transcripts, documents and questions to Anthropic for summaries, topic tagging and answers in Ask
• Improve Features: To analyze usage patterns and improve the product, summaries, search and speaker recognition accuracy
• Communication: To send you notifications about finished transcriptions, task assignments, and system updates
• Security: To detect, prevent, and address technical issues, fraud, or security vulnerabilities
• Compliance: To comply with legal obligations and enforce our terms of use

4. Third-Party Services

4.1 Service Providers

Skientia uses the following third-party services to provide our functionality. Each one receives only the data it needs for its task:

4.2 Services You Connect

Skientia can bring in knowledge from services your organization already uses. None of these are connected by default. We only fetch data from a service after an administrator in your organization connects it:

• Google Workspace, Microsoft 365, Slack, Jira, Confluence, Notion, HubSpot, Salesforce, Zendesk, Intercom, GitHub and GitLab
• Email forwarding, and a custom receiver your organization sends data to

• Read-only: Where the provider allows it, connections are read-only. Skientia reads content; it does not change it in the source
• Source permissions: Content keeps the permissions it has in the source service, so people only see what they could already see there
• Disconnect and delete: An administrator can disconnect a service at any time and delete the data Skientia collected from it

Your use of those services remains subject to their own terms and privacy policies.

5. Data Storage & Security

Our application, database and secrets are hosted on Google Cloud in the EU region europe-west1 (Belgium). Uploaded files and media are stored in Cloudflare R2. We implement appropriate technical and organizational measures to protect your data:

• All data transmissions are encrypted using HTTPS/TLS
• Passwords are hashed using bcrypt; tokens are hashed using SHA-256
• Database credentials and API keys are stored in a secrets manager, not in code
• Access to user data is restricted to authorized personnel only
• Regular security reviews and updates to maintain system integrity

While we strive to protect your personal information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security of your data.

6. Data Retention

We retain your information for as long as your account is active or as needed to provide you services. Contact form inquiries are kept for 24 months and then deleted automatically. Data collected from a connected service is kept until that service is disconnected and its data deleted, or until you delete it. You may request deletion of your data by contacting us. Upon deletion request, we will:

• Delete your account and associated personal information
• Remove your transcriptions, audio files, and attachments from our storage
• Anonymize or delete voice embeddings and speaker profiles
• Retain certain information if required by law or for legitimate business purposes

7. Your Rights

Under the GDPR and applicable data protection laws, you have the following rights:

• Access: Request a copy of the personal data we hold about you
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your personal data
• Portability: Request transfer of your data to another service
• Objection: Object to processing of your personal data
• Withdrawal: Withdraw consent for data processing at any time

To exercise any of these rights, please contact us at the address provided below. We will respond to your request within 30 days.

8. Data Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

• Within Organization: Data is shared with other users within your organization who have appropriate access permissions
• Service Providers: With the third-party services listed in section 4 to provide core functionality
• Legal Requirements: When required by law, court order, or government request
• Business Transfers: In connection with a merger, acquisition, or sale of assets

9. Children's Privacy

Skientia is not intended for use by children under the age of 16. We do not knowingly collect personal information from children under 16. If you believe we have collected information from a child under 16, please contact us immediately.

10. International Data Transfers

Our application and database are hosted within the European Union. Some third-party services (such as transcription, AI processing and meeting recording) may process data outside the EU. Where such transfers occur, we ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) or adequacy decisions, in compliance with the GDPR.

11. GDPR Compliance

We comply with the General Data Protection Regulation (GDPR). Happenings Group A/S is the data controller for personal data processed through Skientia. Our legal basis for processing your data includes:

• Contract: Processing necessary to fulfill our service agreement with you
• Consent: You have given explicit consent for specific processing activities
• Legitimate Interests: Processing necessary for our legitimate business interests
• Legal Obligation: Processing required to comply with legal requirements

You may lodge a complaint with the Danish Data Protection Agency (Datatilsynet) if you believe your data protection rights have been violated.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. You are advised to review this Privacy Policy periodically for any changes.

13. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us: