PRIVACY POLICY

FirstAgenda A/S (“Firstagenda”) has created this privacy policy (“Privacy Policy”) to let you know what information we collect when you access and use our website and social sites (“Sites”), and when you use our software services provided via our meeting optimisation platform (“Platform”), why we collect it, and how it is used.

Firstagenda offers a suite of services (our “Services”) that enables meeting hosts to plan, record, transcribe and store the output of a meeting, including the content, participants and any documentation associated with that meeting (the “Meeting Record”). the organiser or host of the meeting (the “Host”) determines the agenda and who gets invited to the meeting. Hosts may organise a meeting and record a meeting live while they’re in the room with other meeting participants. Our terms and conditions for use require all Hosts to (i) use the Services in compliance with applicable law and (ii) obtain consent to the recording of the meeting from all participants.

By accessing and using our Sites and the Platform and availing yourself to our Services, you consent to the data practices described in this Privacy Policy and our terms and conditions.

We may make changes to this Privacy Policy. We will notify you about material changes by prominently posting a visible and clear notice on www.firstagenda.com. It is your responsibility to review this Privacy Policy frequently and remain informed about any changes, so we encourage you to visit www.firstagenda.com often. If you do not consent to this Privacy Policy, please do not access and use our Sites, Platform or our Services.

 

1. THE COLLECTION OF INFORMATION; WHY WE COLLECT IT; AND HOW WE USE IT.

PERSONAL INFORMATION FROM YOU AS HOST OF A MEETING

To engage our Services as a Host, you need to be a registered Firstagenda account holder (in contrast to the other participants in your meetings who do not have to be registered Firstagenda account holders). When you register for a Firstagenda account, we will ask you to complete our new account registration process where we will collect the following personally identifiable information from you: 

WE COLLECT: 
Your email, username, a password and contact preferences.

WHY WE COLLECT IT AND HOW WE USE IT: 
To validate your email.

To create and support your Firstagenda account and provide you with customer service.

To communicate with you, for example informing you about your Firstagenda account, security updates and Platform information.

To identify you to the other participants in meetings that you Host. 

To enable other meeting participants to collaborate with you regarding the meeting agenda, content and benefit from our Services.

To contact you about Firstagenda features, products, services and other promotions that can enhance your use of the Services, in accordance with your communications preferences.

To enforce compliance with our general terms and conditions.


WE COLLECT:
Your name, image and other personally identifiable information.

WHY WE COLLECT IT AND HOW WE USE IT:
To populate your user profile.

 

WE COLLECT:
When relevant, your credit card information, including your address, will be required to be informed to a third-party payment processor. 

WHY WE COLLECT IT AND HOW WE USE IT: 
To process your payments. (Firstagenda only uses reliable third-party payment processors and retains only limited information about your payment transactions.)

 

WE COLLECT:
The time and geographic area where you use your computing devices when you interact with the Services.

WHY WE COLLECT IT AND HOW WE USE IT:
To localise your interaction with the Services and improve our understanding of how you and other users interact with the Services.

To help you verify use of your Firstagenda account.

 

WE COLLECT:
At your election, your meeting location and calendar information.

WHY WE COLLECT IT AND HOW WE USE IT:
To coordinate participation in your meetings by you (as Host) and the individuals you invite to your meetings (as meeting participants).

To enhance and supplement your meeting information with meeting location and calendar information.

To make suggestions regarding how you might improve your use of the Services or implement the Services with respect to your calendared meetings.

 

WE COLLECT:
Actions you perform when using the Services.

WHY WE COLLECT IT AND HOW WE USE IT:
To administer the Services and improve the features and usability of the Services.

To recommend to you additional features that may enhance your use of the Services.

 

WE COLLECT:
The emails you send to and from your Firstagenda account.

WHY WE COLLECT IT AND HOW WE USE IT:
To detect spam, malware or other potential security concerns.

To block delivery of such emails in the event they are determined to be spam, infected with malware or subject to other potential security concerns.

As noted above, from time to time, we may contact you via email with information about the Services and features that we think may be beneficial to you and special offers. You may opt-out of such communications at any time by following the opt-out instructions provided in emails or by logging into your Firstagenda account via our Site and changing your contact preferences. However, you will continue to receive essential Services-related and Firstagenda account-related information, even if you unsubscribe from promotional emails.


WE COLLECT:
Your email address from our Sites and/or via the Platform.

WHY WE COLLECT IT AND HOW WE USE IT:
We may collect your email address or other contact information in the event that you email us with a question. We use that information to answer your question and, where we believe appropriate, to send you emails with additional information about the Services.

 

MEETING INFORMATION:
You engage our Services by using the Platform, including by recording a meeting live while you’re in the room with other meeting participants.  The Platform will record, transcribe and store the output of a meeting, including the content, participants and any documentation associated with that meeting (the “Meeting Record”), which are subject to the actions and commands of the meeting participants.  At any time, a meeting participant or the Host can temporally or finally cease a recording of a meeting.

WE COLLECT:
A recording of your entire meeting except for any portions of that meeting which has been decided not to be recorded.

WHY WE COLLECT IT AND HOW WE USE IT:
To create a Meeting Record of the meeting.

To enable Firstagenda to generate insights, analytic summaries, and predictive highlights of the meeting from the Meeting Record (as host) and by the other individuals attending the meeting (as participants) (“Meeting Insights”).  These Meeting Insights identify key words from the Meeting Record that are discerned by our Services as pertinent and central to the meeting discussion.

To enable you and your meeting guests to search the Meeting Record for particular words or phrases and the related meeting discussion.

To enable Firstagenda to provide transcription of the Meeting Record into a written record (the “Voice Notes”).

 

WE COLLECT:
Deep learning and mapping of your speech patterns, vocabulary and meeting interactions.

WHY WE COLLECT IT AND HOW WE USE IT:
To enable Firstagenda to improve the software behind the Services in terms of its recognition ability and its understanding of your speech patterns and vocabulary.

To minimise errors in the recording and Voice Notes.

To enhance our ability to generate and provide you and your meeting guests with useful information regarding the meeting.

To support Firstagenda’s efforts to generate useful analytic data, improve the Services, and identify flaws in, and useful features for, the Services.

To recommend to you additional features that may enhance your use of the Services.

 

WE COLLECT:
Information regarding when and where a meeting is held and any tags (i.e. descriptive information) related to that meeting.

WHY WE COLLECT IT AND HOW WE USE IT:
To provide the history and context for a meeting to enhance the Meeting Record.

In addition to the uses of information described above, Firstagenda uses various tools and technologies to analyse the collected information detailed above in order to power features of our Services and to improve our Services for you. This may include, for example:

Providing you information most relevant to how you are using the Services at a specific time or location; and

Providing you information relevant to a Meeting Record.

 

PERSONAL INFORMATION FROM MEETING PARTICIPANTS

If you attend a meeting as a participant (in contrast to the Host) of a meeting,

 

WE COLLECT:
Your email address from the Host.

WHY WE COLLECT IT AND HOW WE USE IT:
To identify you as a meeting participant.

Before the meeting, to remind you of the start time and identify the other meeting participants.

To send you information regarding the meeting and to confirm your identity as a meeting participant.

To promote our Services and encourage prospective users to open a Firstagenda service account.

 

NON-IDENTIFIABLE AND AGGREGATED INFORMATION

When you visit the Sites, use the Platform or avail yourself to the Services, we or our affiliates and service providers collect and retain certain information that cannot be used to identify you, such as the nature and frequency of your use of the Platform and/or visits to the Sites, the pages you visit and how long you spend at the Sites.  We or our affiliates and service providers may use that information or aggregate it with other information to monitor the number of visitors to our Sites and/or users of the Platform, how users use and interact with our platform, our Sites and Services, and our users’ demographics.  We use this information to monitor and improve our Services.  We may also use this information to help us describe our Services to current and prospective users, business partners and other third parties.

 

2. INFORMATION ACCESS, SHARING AND DISCLOSURE

INFORMATION ACCESSED BY FIRSTAGENDA OR ITS SERVICE PROVIDERS

Firstagenda’s employees and service providers do not monitor, review or listen to your Meeting Records unless instructed by you e.g. in connection with a support request.

However, we reserve the right to review and listen to your Meeting Records, if we have reason to believe our terms and conditions has been violated and confirmation hereof is required, or if we believe it to be necessary to protect the rights, property or personal safety of Firstagenda and its users (including to protect against potential spam, malware or other security concerns), or in order to comply with our legal obligations.

 

INFORMATION PROVIDED TO YOUR MEETING GUESTS

When you engage the Services, some of the personally identifiable information you provided to Firstagenda and the meeting information will be shared with the other participant(s) in your meeting as follows:

Your status as a user of the Services may be visible to your meeting guests.

Your email address and any profile information that you have provided will be used to identify you as the meeting Host and distributed to the meeting guests.

The Meeting Record will be made accessible to the meeting guests for whom we’ve received an email address, enabling them to listen to, and conduct searches on, the Meeting Record.

Any Meeting Insights and Voice Notes generated from the meeting will be made accessible to meeting guests for whom we’ve received an email address. Please note that if you’re recording a meeting you should make sure that all participants are aware and have consented to the meeting being recorded.

Your email address or profile information will be used to identify the meeting information that is distributed to your meeting guests, including with respect to the access given to the Meeting Record recording, the Meeting Insights, and the Voice Notes from the meeting.

 

FIRSTAGENDA’S DISCLOSURE OF YOUR PERSONAL INFORMATION OR MEETING INFORMATION

Firstagenda does not sell or rent your personal information or meeting information.  It is yours and will remain yours. Except for actions you take to engage the Services to communicate and collaborate with your meeting guests, we only disclose your personal information or meeting information and/or Meeting Record(s) under the following circumstances:

Where we have your explicit consent to share such information.

Where we need to share your information or content with third-party service providers who process data on our behalf in order to: create a Meeting Record, Meeting Insights or generate Voice Notes; operate and improve the features and functionality of the Services; complete your payment transactions; fulfill your support requests; and help us communicate with you as described elsewhere in this Privacy Policy. Any sharing of such information with service providers will maintain your data rights as specified in this Privacy Policy.

Firstagenda is potentially liable when sharing personal data with third parties. Firstagenda is not responsible for any disclosure, publication or use of your personal information or meeting information which you choose to include in your Meeting Record, including to the extent such personal information or meeting information is then incorporated into the Meeting Insights or Voice Notes.

Where we believe it is necessary to investigate potential violations of our terms and conditions, to enforce terms and conditions, or where we believe it is necessary to investigate, prevent or take action regarding illegal activities, suspected fraud or potential threats against persons, property or the systems on which we operate the Services, including sharing data in response to lawful requests from public authorities to meet national security and law enforcement requirements.

We will not disclose your personal data or meeting information unless we believe such disclosure is required by law or we believe it is necessary to: comply with a legal obligation; act in urgent circumstances to protect the personal safety of users of the Sites, the Services, or the public; or protect against legal liability.

We do so in connection with the sale or reorganisation of all or part of our business, as permitted by applicable law.

We may send information about Firstagenda via email to those whom you invite to meetings to see if they’d like to try Firstagenda; unless doing so would be in violation of applicable law. Other than that, Firstagenda does not use personal information or meeting information for advertising or marketing purposes.

 

3. MANAGING YOUR INFORMATION; INFORMATION STORAGE AND TRANSFER

PERSONAL DATA

Your meeting information will be recorded and saved based upon how you engage the Services and the Platform prior to, during and after the completion of your meetings. Your meeting information will be stored by Firstagenda to enable retrieval, search, and transcription. The retention of such meeting information is subject to the default settings below.

Firstagenda is a processor of all of the above-mentioned data, including personal information. All Firstagenda customers are data controllers and as such responsible for directing the means by which Firstagenda processes such data. As a processor of data, Firstagenda’s role is to process data as directed by each customer based on the contract entered into between Firstagenda and its customers which includes a separate agreement regarding First Agendas role as data processor.

 

ACCESSING, CORRECTING OR DELETING YOUR INFORMATION

All personal information that we may have about our account holders and users of the Platform, as provided by them to Firstagenda, is accessible on request. So, if you’d like to update, correct, delete, or deactivate any such personal information that you have provided, and/or you reasonably believe that Firstagenda has personal information pertaining to you, please send your request to privacy@firstagenda.com, and we will process your request within a reasonable timeframe or as required by law. If you have an account with Firstagenda, you are also able to access and correct your information.

 

WHERE YOUR INFORMATION IS STORED AND PROCESSED

When you engage the Services, the personal information and non-personally identifiable information that you submit and the meeting information you create will be transferred to and stored on servers in Ireland.  By submitting this information to Firstagenda and/or engaging the Services, you acknowledge and agree that such information, including personal information and meeting information, may be transmitted to, hosted and accessed in all EU or EEA membership countries.