# Meeting Notice | Nonverbia

> Information for participants of video calls recorded and analysed with Nonverbia: who is responsible, what is processed, why, for how long, and your rights.

- Canonical: https://nonverbia.com/meeting-notice
- Language: en
- Site index for agents: https://nonverbia.com/llms.txt

---

# Meeting Notice

Last updated: October 7, 2026

## In short

- The company that invited you to this call (the organiser) records it and analyses it with Nonverbia, an AI tool, for meeting notes and sales coaching of its own team.
- The analysis covers what was said and observable behaviour on the call, including facial expressions, gaze, gestures and tone of voice. The results are read by people at the organiser; no automated decision about you is made.
- You can object at any time, before or during the call. Say so and the recording stops.
- Your rights (access, deletion, objection and others) are exercised with the organiser. Reply to the invitation or write to the person who invited you. If you cannot reach them, write to [privacy@nonverbia.com](mailto:privacy@nonverbia.com) and we will forward your request.

## 1. Why you are reading this
You received a link to this page because an organisation that uses Nonverbia invited you to a video call, or posted this link in the meeting chat. Under the General Data Protection Regulation (Regulation (EU) 2016/679, "GDPR") and the laws of several other jurisdictions, you are entitled to be informed, before the processing begins, about who is processing your personal data, what data is processed, for which purposes, on which legal basis, for how long, with whom it is shared, and which rights you have. This page provides that information in one place so that the organiser does not have to repeat it in every invitation.

This page is published and maintained by Nonverbia.com s.r.o. on behalf of the organisations that use the Nonverbia service. It describes the standard way in which Nonverbia processes meetings. Where an organiser has configured the service differently, for example by switching off video analysis or setting a shorter retention period, the organiser's settings apply and the organiser will inform you of any material difference on request.

## 2. Who is responsible for your data
**The organiser is the controller.** The organisation that invited you to the call, or whose representative posted this link in the meeting chat, decides that the call is recorded and analysed, for which purposes, and for how long the results are kept. In the terminology of the GDPR, that organisation is the "controller" of your personal data in relation to this call. You can identify the organiser from the calendar invitation (the sender and the sender's e-mail domain) or from the person who posted this link in the chat.

**Nonverbia is the processor.** Nonverbia.com s.r.o., with its registered office at Na příkopě 857/18, Nové Město, 110 00 Praha 1, Czech Republic, provides the software and the analysis. Nonverbia processes your data only on the documented instructions of the organiser, under a data processing agreement that meets the requirements of Article 28 GDPR. Nonverbia does not use your data for its own purposes, does not sell it, and does not use identifiable meeting content to train its own models unless the organiser has explicitly opted in.

Where the organiser uses the Nonverbia desktop application in local mode, the recording and the analysis take place on the organiser's own computer and no recording, transcript or analysis is transmitted to Nonverbia. In that case Nonverbia is a software vendor only and does not receive your personal data at all.

## 3. What is recorded and analysed
Depending on the organiser's settings, the following categories of personal data may be processed during and after the call:

- **Audio** of the call, including your voice.
- **Video** of the call, including your camera image, where you have your camera on and the organiser has video analysis enabled.
- **Screen content** shared during the call, where applicable.
- **Meeting metadata**: the title of the meeting, the date and time, the names and e-mail addresses of the participants as they appear in the calendar invitation or in the conferencing platform, and the name of your organisation.
- **Transcript**: an automated, written record of what was said, attributed to speakers as "Speaker 1", "Speaker 2" and so on, or to the names shown by the conferencing platform.
- **Summary and structured notes**: key topics discussed, questions asked, objections raised, next steps and action items, generated automatically from the transcript.
- **Conversation and behaviour signals**: talk time of each participant, speaking pace, pauses and interruptions, use of filler words, direction of gaze, head movement, posture and hand gestures as visible on camera, facial expressions, and characteristics of speech such as loudness, rate and tone of voice. From these signals the service derives indicators of engagement and of how the conversation was received, for example "the organiser's representative spoke for 68 percent of the call" or "engagement dropped during the pricing discussion". These indicators are estimates produced by software, not statements of fact about you, and they are presented to the organiser as such.

### 3.1 Limits of the processing
- **No biometric identification.** Nonverbia does not identify or verify who you are by means of your face or your voice, and does not compare your face or voice against any database. Speakers are distinguished within one recording only, for the purpose of attributing the transcript.
- **No automated decision-making.** No decision that produces legal effects concerning you, or similarly significantly affects you, is taken solely on the basis of this processing. The output is read and interpreted by people at the organiser.
- **No special categories of data.** The organiser is required not to use the service to collect data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health, sex life or sexual orientation. If you mention such information during a call, it may appear in the transcript as part of the ordinary record of the conversation; it is not extracted, categorised or used.

## 4. Purposes of the processing
The organiser records and analyses the call for the following purposes:

1. **Meeting notes and follow-up.** To keep an accurate record of what was discussed and agreed, to prepare a summary and a list of next steps, and to follow up with you correctly.
2. **Coaching and training of the organiser's own staff.** To review how the organiser's representatives conduct business conversations and to help them improve. The behaviour signals described in section 3 are used primarily to assess the organiser's own representatives, not you.
3. **Customer relationship records.** To store the summary, the next steps and, where the organiser has configured it, the transcript in the organiser's customer relationship management system together with the other records of the business relationship.
4. **Quality, security and reliability of the service.** To detect misuse and technical faults and to keep the service working as intended. This purpose is pursued by Nonverbia as processor on the organiser's instructions.

The recording is not used for advertising, for profiling you across other services, or for any purpose that is incompatible with the purposes listed above.

## 5. Legal basis
The organiser relies on its **legitimate interests** under Article 6(1)(f) GDPR, namely the interest in keeping an accurate record of its business conversations, in following up on them correctly, and in training and developing its own staff. The organiser has assessed that these interests are not overridden by your interests or fundamental rights, taking into account that the processing is limited to a business conversation in which you take part in a professional capacity, that you are informed before the processing begins, that no biometric identification or automated decision-making takes place, that the results are available only to a limited group of people at the organiser, and that you can object at any time with immediate effect.

Where the law of your country requires your consent for the recording of a call, the organiser obtains it by informing you before the recording begins and by giving you the opportunity to decline. In such jurisdictions, your continued participation in the call after you have been informed is treated as your agreement to the recording, and you may withdraw that agreement at any time by saying so.

Where the organiser is subject to the laws of the United States, the organiser is responsible for compliance with federal and state call recording laws, including the laws of states that require the consent of all parties to a recorded conversation. The notice in the calendar invitation and in the meeting chat is provided for that purpose.

## 6. Who has access to your data
Access to the recording, the transcript and the analysis is limited to the following recipients:

- **The organiser.** The representative who held the call, that representative's manager and colleagues with a business need, and administrators of the organiser's Nonverbia workspace, in each case according to the access rights the organiser has configured.
- **Nonverbia.com s.r.o.** as processor. Nonverbia staff do not access meeting content in the ordinary course of operations. Access is limited to a small number of senior staff and occurs only where it is necessary to resolve a technical problem reported by the organiser.
- **Nonverbia's sub-processors.** Nonverbia uses a small number of specialised providers for hosting, speech-to-text, language models and related functions. The current list is published in the [Nonverbia Privacy Policy](https://nonverbia.com/privacy-policy) and includes, at the date of this notice, Google Cloud Platform (hosting and infrastructure, region Frankfurt, European Union), ElevenLabs (speech processing) and Google (large language models). Each sub-processor is bound by a written agreement imposing data protection obligations equivalent to those that apply to Nonverbia, and the organiser is notified in advance of any change.
- **Systems the organiser has connected.** Where the organiser has connected its customer relationship management system or another tool to Nonverbia, the summary, the next steps and, where configured, the transcript are transmitted to that system. Such systems are operated under the organiser's responsibility and under the privacy terms of their respective providers.
- **Public authorities**, where disclosure is required by law or by a valid legal process.

Your data is not sold, not shared with advertisers, and not disclosed to any other third party.

## 7. Where your data is processed
Nonverbia stores and processes meeting content in the European Union (Google Cloud Platform, region Frankfurt, Germany). Where a sub-processor processes data outside the European Economic Area, the transfer is based on the Standard Contractual Clauses adopted by the European Commission (Commission Implementing Decision (EU) 2021/914), supplemented by technical and organisational measures including encryption in transit and at rest and strict access limitation. Where the organiser is established outside the European Economic Area, the organiser's own access to the data constitutes a transfer under the organiser's responsibility.

Data is encrypted in transit (TLS 1.3) and at rest (AES-256). Encryption keys are managed in Google Cloud Key Management Service and rotated automatically.

## 8. How long your data is kept
The organiser determines the retention period for the recordings, transcripts and analyses of its calls. Unless the organiser has set a shorter period, Nonverbia applies the following defaults:

| Data | Default retention |
| --- | --- |
| Audio and video recording | 30 days after the call, then deleted; the transcript and analysis are kept without the recording |
| Transcript, summary, notes and behaviour signals | 12 months after the call, then deleted or irreversibly anonymised |
| Meeting metadata (title, date, participants) | Same period as the transcript |
| All data of an organiser | Deleted or irreversibly anonymised within 30 days after the end of the organiser's subscription, unless the law requires longer retention |

Data may be retained for longer where that is necessary to establish, exercise or defend legal claims, or where a statutory retention obligation applies. Backups are overwritten in the ordinary rotation of Nonverbia's backup systems and are not restored for the purpose of recovering data that has been deleted at the organiser's instruction.

## 9. Your rights
Subject to the conditions set out in the GDPR, you have the following rights in relation to your personal data:

- **Right of access** (Article 15): to obtain confirmation whether your personal data is processed and, if so, a copy of it and the information set out in this notice.
- **Right to rectification** (Article 16): to have inaccurate personal data corrected. Please note that a transcript is a record of what was said and will not be altered to reflect what was intended; an inaccuracy in the automated transcription can be corrected or annotated.
- **Right to erasure** (Article 17): to have your personal data deleted where there is no overriding reason to keep it.
- **Right to restriction of processing** (Article 18): to have the processing limited while a request of yours is being examined.
- **Right to object** (Article 21): to object, on grounds relating to your particular situation, to processing based on legitimate interests. You may object before the call, during the call, or afterwards. If you object before or during the call, the organiser's representative will stop the recording. If you object afterwards, the organiser will delete the recording and the data derived from it unless it demonstrates compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the data is needed for the establishment, exercise or defence of legal claims.
- **Right to data portability** (Article 20): where applicable, to receive the data you provided in a structured, commonly used and machine-readable format.
- **Right not to be subject to automated decision-making** (Article 22): no such decisions are taken on the basis of this processing.
- **Right to lodge a complaint** (Article 77): with a supervisory authority, in particular in the Member State of your habitual residence, place of work or place of the alleged infringement. In the Czech Republic the supervisory authority is the Úřad pro ochranu osobních údajů, Pplk. Sochora 27, 170 00 Praha 7, [www.uoou.cz](https://www.uoou.cz).

You will not suffer any disadvantage in the business relationship with the organiser for exercising any of these rights or for declining to be recorded.

## 10. How to exercise your rights
Because the organiser is the controller, requests concerning your data are handled by the organiser. The quickest way is to reply to the calendar invitation or to write to the person who invited you to the call. Nonverbia supports the organiser in responding to your request and will carry out any deletion, correction or restriction the organiser instructs.

If you do not know who the organiser is, or you cannot reach them, write to Nonverbia and we will identify the organiser and forward your request to them without undue delay. Nonverbia may ask you for information that allows it to locate the relevant meeting, such as the date and approximate time of the call and the e-mail address under which you joined it.

**The organiser (controller):** reply to the calendar invitation, or write to the person who invited you or who posted this link in the meeting chat.

**Nonverbia.com s.r.o. (processor):** privacy@nonverbia.com, Na příkopě 857/18, Nové Město, 110 00 Praha 1, Czech Republic.

Requests are answered without undue delay and in any event within one month, which may be extended by two further months where necessary, taking into account the complexity and number of requests. Requests are free of charge unless they are manifestly unfounded or excessive.

## 11. If you would rather not be recorded
Say so. Before the call, reply to the invitation. During the call, tell the organiser's representative at any point. The representative will stop the recording, and the part of the call recorded until that moment will be deleted on request. The conversation can continue without recording. Declining to be recorded has no consequences for the business relationship, and the organiser's representatives are instructed to accept a refusal without discussion.

## 12. Artificial intelligence
Nonverbia uses artificial intelligence, including automated speech recognition, large language models and computer vision models, to produce the transcript, the summary and the conversation and behaviour signals described in section 3. Part of that analysis interprets facial expressions, gestures and tone of voice. This notice is provided, among other purposes, so that you are informed of the operation of such a system in accordance with Article 50 of Regulation (EU) 2024/1689 (the AI Act). The organiser is responsible for deploying the system in accordance with the AI Act and with applicable employment law in relation to its own staff. Outputs are presented to the organiser as estimates that require human interpretation, and the organiser's staff are informed of the system's purpose and limitations. Nonverbia maintains technical documentation of its models and monitors their accuracy; automated transcription and analysis can nonetheless contain errors, and the output is not a verbatim legal record of the conversation.

## 13. Changes to this notice
Nonverbia may update this notice from time to time to reflect changes in the service, in the sub-processors used, or in applicable law. The date of the latest version is shown at the top of the page. Material changes are communicated to organisers in advance so that they can inform participants where required. This notice does not replace the organiser's own privacy policy, which may contain additional information about the organiser's processing of your data in the course of the business relationship.

## 14. Related documents
- [Nonverbia Privacy Policy](https://nonverbia.com/privacy-policy), including the list of sub-processors
- Data Processing Agreement between the organiser and Nonverbia, available from the organiser on request