YOUR RIGHTS AS A MEETING PARTICIPANT

Have you been invited to a meeting on eyre.ai? This page explains your rights and how your data is protected.

Quick summary:

✅ Your data stays in Europe (Germany/France)

✅ End-to-end encryption protects your privacy

✅ You control whether to join

✅ You’ll be notified if the meeting is recorded

✅ You have legal rights over your data

HOW YOUR DATA IS PROTECTED

What We Collect

When you join an eyre.ai meeting, we process:

Automatically collected:

• Your name (as provided by meeting host or entered by you)
• Email address (if you’re invited via email)
• Meeting connection data (date, time, duration)
• Technical data (IP address, device type, browser, connection quality)

Only if meeting host records:

• Audio and video of the meeting
• Chat messages
• Files you share
• Screen content if you share your screen

What We DON’T Collect

❌ Your meeting content (unless host records and you consent)
❌ Your conversations (end-to-end encrypted)
❌ Data about you outside the meeting
❌ Your browsing history or other personal information

Where Your Data Is Stored

All data stored exclusively in the European Union:

• Primary: Germany (Hetzner data centers)
• Backup: France (Hetzner data centers)
• No data transferred to USA, Asia, or other regions

How Long We Keep It

Meeting metadata: 90 days (times, participants, duration)
Recordings (if host recorded): As set by meeting host (typically 30-90 days)
Your account (if you create one): Until you delete it

IF THE MEETING IS RECORDED

You Will Be Notified

If the meeting host records, you will see:

Before recording starts:

• Visual warning on join screen OR
• Verbal announcement from host

When recording starts:

• 🔴 Red “Recording” banner (top of screen)
• 🔴 Recording indicator (stays visible throughout)

Your Rights When Recording

You can:

✅ Leave before recording starts

✅ Ask host to stop recording

✅ Object to being recorded

✅ Request copy of recording afterward

✅ Request deletion of recording

The meeting host is responsible for:

• Getting your consent to record (required in some countries)
• Informing you recording is happening
• Storing recordings securely
• Deleting recordings when no longer needed

Recording Laws Vary

Different countries have different rules:

One-party consent (UK, France, most EU): Host can record but must inform you

All-party consent (Germany, Switzerland, California, Canada): Host must get your explicit permission before recording

If you’re unsure: Ask the host about recording before joining, or consult legal advice in your country.

YOUR LEGAL RIGHTS (GDPR)

Right to Access

Request a copy of your data

What you can request:

• Meeting metadata (when you joined, duration)
• Copy of recording if you participated
• Any data we hold about you

How to request: privacy@eyre.ai
Response time: 30 days

Right to Rectification

Correct inaccurate data

If your name, email, or other information is wrong:

• Contact privacy@eyre.ai
• We’ll correct it immediately

Right to Erasure (“Right to be Forgotten”)

Request deletion of your data

You can request deletion of:

• Your meeting participation data
• Recordings you’re in
• Any personal information we hold

Exceptions:

• Host may have legal obligation to keep recording
• We may need to retain for legal compliance (rare)

How to request: privacy@eyre.ai
Response time: 48 hours (for active data), up to 90 days (for backups)

Right to Restriction

Limit how we use your data

You can ask us to:

• Stop processing your data temporarily
• Keep data but not use it
• Restrict access to your recordings

How to request: privacy@eyre.ai

Right to Data Portability

Get your data in usable format

Request your data in:

• MP4 (video recordings)
• JSON or CSV (metadata)
• Standard formats you can use elsewhere

How to request: privacy@eyre.ai

Right to Object

Object to processing

You can object to:

• Being included in meeting recordings
• Your data being used for specific purposes
• Processing based on legitimate interests

How to object: privacy@eyre.ai or tell meeting host directly

Right to Complain

Lodge a complaint with authorities

If you’re unhappy with how your data is handled:

UK participants:
Information Commissioner’s Office (ICO)
Website: ico.org.uk
Phone: 0303 123 1113

EU participants:
Your national Data Protection Authority
Directory: edpb.europa.eu/about-edpb/board/members_en

You can also contact us first: privacy@eyre.ai

BEFORE YOU JOIN – YOUR CHOICES

You Don’t Have to Join

You can decline if:

❌ You’re uncomfortable with the platform

❌ You don’t want to be recorded

❌ You prefer a different meeting platform

❌ You have privacy concerns

Alternatives to suggest:

• Phone call instead
• Different meeting platform
• Non-recorded meeting
• Written communication

Questions to Ask the Host

Before joining, you can ask:

• “Will this meeting be recorded?”
• “How long will the recording be kept?”
• “Who will have access to the recording?”
• “Can we meet on a different platform?”
• “Can we have this meeting without recording?”

Your choice to participate is entirely voluntary.

PRIVACY & SECURITY

End-to-End Encryption

Your meeting content is encrypted:

• Only meeting participants can decrypt it
• eyre.ai cannot access your conversations
• Data protected in transit and at rest

EU Data Protection Laws

You’re protected by:

• GDPR (General Data Protection Regulation)
• ePrivacy Directive
• UK Data Protection Act 2018 (if applicable)

No Third-Party Access

We DON’T:

❌ Sell your data to advertisers

❌ Share with third parties without consent

❌ Use your meetings for AI training

❌ Monitor your conversations

❌ Transfer data to USA or other third countries

HELP & SUPPORT

General Questions

Email: support@eyre.ai
Response time: 48 hours

Privacy Concerns

Email: privacy@eyre.ai
Data Protection Officer: dpo@eyre.ai
Response time: 24-48 hours

Recording Issues

Contact the meeting host first – they control recordings

If host unresponsive, contact: privacy@eyre.ai

Technical Problems

Email: support@eyre.ai
Beta programme: beta@eyre.ai (if joining beta meeting)

Legal or Compliance

Email: legal@eyre.ai
DPO: dpo@eyre.ai

MEETING HOST RESPONSIBILITIES

The person who invited you is responsible for:

✅ Informing you if meeting will be recorded
✅ Getting your consent where legally required
✅ Storing recordings securely
✅ Deleting recordings when no longer needed
✅ Responding to your access/deletion requests
✅ Complying with local recording laws

eyre.ai provides:

• Secure platform infrastructure
• Automatic recording notifications
• Tools for hosts to manage recordings
• Support for data subject rights

But the meeting host is the data controller for meeting content.

INTERNATIONAL PARTICIPANTS

If You’re Outside the EU

Your data is still processed in the EU:

• You connect to EU servers (encrypted)
• Your data stored in Germany/France
• You’re protected by EU data protection laws
• You have the same GDPR rights

Different Countries, Different Laws

Recording consent varies by location:

• Check your local laws about call recording
• Host should comply with strictest law that applies
• When in doubt, ask host about legal compliance

CONTACT THE MEETING HOST

For questions about:

• Why you were invited
• Whether meeting will be recorded
• Access to meeting recordings
• Deleting your recording
• Any meeting-specific concerns

Contact the person who invited you – not eyre.ai

We provide the platform; they control the meeting.

MORE INFORMATION

Full legal documentation:

Privacy Policy: eyre.ai/privacy-policy
Terms of Service: eyre.ai/terms-and-conditions
Data Processing Agreement: eyre.ai/data-processing-agreement-dpa

About eyre.ai:

eyre.ai is a EU-based company providing secure meeting platform services. We’re committed to:

• European data sovereignty
• GDPR compliance
• User privacy and control
• Transparency and accountability

Company details: EYREACT OÜ, Harju maakond, Tallinn, Kesklinna linnaosa, Tornimäe tn 5, 10145