Privacy Policy

Last updated: 23/10/26

This Privacy Policy explains how PERCEPTIO SAS ("Perceptio", "we", "our") collects, uses, processes, and protects personal data when you use the Perceptio platform (the "Service").

We comply with all major global privacy regulations, including:

GDPR (EU Regulation 2016/679)
UK GDPR
CCPA / CPRA (California)
VCDPA (Virginia)
LGPD (Brazil)
PIPEDA (Canada)
Privacy Act (Australia)

If you do not agree with this Privacy Policy, please discontinue use of the Service.

1. Data We Collect

We collect the following categories of data:

1.1 Data you provide directly

Account information (name, email, password, role, organization)
Project information (project descriptions, metadata, members)
Documents you upload (PDF, DOCX, spreadsheets, slides, etc.)
Meetings and audio recordings for transcription
Transcripts and speaker segmentation
Manual notes, comments, tags, and decisions within the platform
Deliverables you create (reports, summaries, exports)

1.2 Data collected automatically

Device & OS information
IP address & location (inferred from IP)
Browser type & version
Activity logs (timestamps, actions, errors)
Performance metrics
Session analytics

1.3 Cookies & tracking

We use cookies and similar technologies for:

Essential site functionality
Authentication
Analytics (only with consent)
Performance tracking
Preference storage

See Section 10 – Cookies for details.

1.4 Data from third-party integrations

If you connect third-party services to Perceptio, we may collect:

Google Calendar: Event titles, descriptions, dates, attendees, and calendar metadata (only with your explicit authorization)
Google Account: Profile information (name, email, profile picture) for authentication and identity purposes

These integrations only occur when you explicitly authorize them. You can revoke access at any time through your account settings or directly through Google.

2. How We Use Your Data

We use your personal data strictly for the following purposes:

2.1 To provide and operate the Service

Manage your account
Process documents, meetings, transcripts
Generate AI outputs (summaries, insights, context, actions)
Maintain project context graph

2.2 To improve the product

Feature usage analytics
Error & crash diagnostics
Performance optimization

2.3 For communication

Customer support
Operational emails (alerts, billing, updates)
Security notifications

2.4 For legal and security purposes

Fraud prevention
Access monitoring
Compliance with legal obligations

3. AI Processing & Data Usage

Perceptio uses AI models to process data, including:

Transcription
Summarization
Semantic search
Project context mapping
Smart action generation and deliverables

We apply strict rules:

3.1 Your data is NOT used to train public models

We never use your data to train upstream foundation models (OpenAI, Anthropic, etc.)
We never sell or share data with AI providers outside processing agreements

3.2 Your data may be processed by models for inference

Strictly to operate the Service, including:

Converting speech → text
Extracting key insights
Generating structured outputs

3.3 You retain ownership of all inputs and outputs

All content you upload and all results generated from your content remain your property.

3.4 Processing of Google user data

When you authorize Perceptio to access Google services (e.g., Google Calendar), we process such data solely to provide you with the features you request:

Extracting calendar events for context and context mapping
Using event information to generate relevant insights and actions
Maintaining your project memory with temporal context

Google user data is treated with the same strict confidentiality and encryption standards as all other user data and is subject to the same restrictions outlined in sections 3.1-3.3 above.

We comply with Google's Limited Use requirements and do not use Google data for any purpose other than providing the requested services. Perceptio's use and transfer of any information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Data accessed via Google APIs is processed solely to provide user-facing features and is never used to train generalized AI/ML models - neither our own nor those of our third-party AI provider (OVHcloud AI Endpoints), which contractually applies zero data retention and no model training on submitted data.

4. Legal Bases for Processing (GDPR)

We rely on the following lawful bases:

Contract performance: delivering the Service you subscribed to
Legitimate interest: improving Service security, detecting abuse, internal analytics
Consent: cookie usage, marketing communications
Legal obligation: record-keeping, tax compliance

5. Sharing of Personal Data

We only share data with:

5.1 Sub-processors

Third-party providers necessary to operate Perceptio, such as:

Hosting (OVHcloud for the platform and its data; Vercel for the public website only)
Database & storage providers
Email delivery
Analytics (only with consent)
AI inference providers

A full updated list is always available in our Trust Center.

5.2 Legal authorities

Only if required by law or valid court order.

5.3 Never shared or sold

We never sell personal data
We never share data with advertisers
We never monetize user data

6. International Data Transfers

If personal data is transferred outside the EU/EEA/UK, we ensure adequate protection via:

Standard Contractual Clauses (SCCs)
UK Addendum / IDTA
Adequacy decisions
Or other legally recognized mechanisms

7. Data Retention

We retain data only as long as necessary for the purposes described in this Policy:

Account data: until account deletion
Project data: duration of subscription + 12 months (unless requested otherwise)
Meetings & transcripts: according to your workspace-level retention settings
Backups: retained for 14 days
Billing data: up to 10 years (legal requirement)

You may request deletion at any time (Section 8).

8. Your Rights

Depending on your jurisdiction (GDPR, CCPA, LGPD…), you may exercise the following rights:

GDPR / UK GDPR / LGPD

Right of access
Right to rectification
Right to deletion ("right to be forgotten")
Right to data portability
Right to restrict processing
Right to object
Right to withdraw consent

CCPA / CPRA (California)

Right to know
Right to deletion
Right to correct
Right to opt-out of "sale or sharing" of data
Right to non-discrimination

To exercise your rights:

📧 contact@perceptio.ai

We may ask for identity verification.

9. Security Measures

We implement strong technical and organizational measures, including:

Encryption in transit (TLS 1.2+)
Encryption at rest (AES-256)
Secure isolation between tenants
Strict access control and least-privilege policies
Regular penetration testing
Audit logs & anomaly detection
Multi-factor authentication (MFA)
SSO (SAML, OAuth) for eligible plans

See our Security & Compliance / Trust Center for more details.

10. Cookies and Tracking

10.1 Types of cookies

Essential cookies (authentication, security, navigation)
Analytics cookies (optional)
Performance cookies
Preference cookies

10.2 Consent

In regions where required (EU, UK), you will see a cookie consent banner allowing:

Accept all
Reject all
Customize

10.3 Opt-out (US)

A "Do Not Sell or Share My Personal Information" link is available via the Trust Center.

11. Children's Data

The Service is not intended for individuals under 16 years old.

We do not knowingly collect children's personal data.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

If changes are significant, we will notify you via email or in-app notification.

Continued use of the Service after updates constitutes acceptance.

13. Contact Information

For any question, request, or complaint regarding this Policy:

Address: Perceptio SAS

32 RUE DE PARIS, 92100 BOULOGNE-BILLANCOURT, FRANCE

Email: contact@perceptio.ai

You may also contact your local Data Protection Authority (CNIL, ICO, etc.).