Privacy Policy

The personal data controller is Lara Spremo s.p., Resslova ulica 4, 6330 Piran - Pirano (hereinafter: the controller).

Contact: info@zapisnik.si

For any questions regarding personal data processing and the exercise of your rights, you can contact us at: dpo@zapisnik.si.

We process personal data for the following purposes and on the following legal bases:

• Registration, login and use of the ZAPISNIK application (user account management, enabling functionality) – performance of a contract or measures taken at your request prior to contract conclusion.
• Communication and user support (responding to questions, service notifications) – performance of a contract or legitimate interest (providing support and service quality).
• Security and abuse prevention (e.g. protection against automated requests, security logs) – legitimate interest (network and information system security, abuse prevention).
• Compliance with legal obligations (e.g. accounting/tax, where relevant) – legal obligation.
• Website traffic analytics (Google Analytics) – consent (analytics cookies are placed only upon your consent).

The controller may process the following categories of personal data:

• User data: first name, last name, username, email address, phone number, organisation, role and other data the user voluntarily provides.
• Application usage data: login data (e.g. login time), activities and system events in the application.
• Technical data: device/browser data, cookies and similar technologies (details in the Cookie Policy).
• Communication: content of messages, if you write to us by email or through contact channels.
• Audio recordings and meeting transcripts: audio captured during a meeting and the transcript text generated from it. A recording is created only when the user starts recording in the application, and may contain the voices of everyone speaking at the meeting.

We do not sell your personal data. Personal data may also be processed by contractual processors who perform certain services for us and access data only to the extent necessary for performing the service and according to our instructions. Categories of processors may include:

• hosting and infrastructure provider (servers, databases, backups, operational maintenance),
• IT support/maintenance providers (troubleshooting, upgrades; if engaged),
• CookieScript (cookie consent management),
• Google Analytics (visit analytics – only with your consent).
• Soniox, Inc. (USA) – automatic speech-to-text service. The audio segment is transmitted solely to produce the transcript and is not used by the provider to train its models.

We may also disclose data to competent authorities if required by law or legal proceedings.

Data is processed on the servers of the hosting provider and at selected service providers. If data is transferred or accessed outside the EU/EEA (e.g. when using third-party services), appropriate safeguards in accordance with applicable legislation are used (e.g. Standard Contractual Clauses, where relevant).

We retain data only for as long as necessary for the processing purpose:

• user account data – for the duration of the account and for an additional 6 months after termination of use, unless the law provides otherwise,
• communication – until conclusion of the communication and for as long as needed to demonstrate claims/responses,
• cookies – in accordance with the periods set out in the Cookie Policy.
• audio recordings and meeting transcripts – the audio segment is not retained once the transcript is produced; the transcript remains in the organisation's archive until the organisation deletes it or the account is deleted,

The user has the right to access their data, rectification, erasure, restriction of processing, objection (where relevant) and data portability. You may withdraw consent (e.g. for analytics cookies) at any time; withdrawal does not affect the lawfulness of processing prior to withdrawal.

Requests can be sent to: dpo@zapisnik.si.

If you believe that the processing of your personal data violates regulations, you have the right to lodge a complaint with the supervisory authority: Information Commissioner of the Republic of Slovenia (Informacijski pooblaščenec Republike Slovenije), Dunajska cesta 22, 1000 Ljubljana, phone: 01 230 97 30, email: gp.ip@ip-rs.si.

Providing the data necessary for registration/login and use of the application is a condition for using the service. If you do not provide this data, we cannot create an account or ensure the application's operation. Providing data for traffic analytics is voluntary (refusal does not affect basic operation).

We do not carry out automated decision-making or profiling that would have legal or similarly significant effects on the user.

The web application uses essential cookies for operation and security (e.g. session/login) and – with consent – analytics cookies (Google Analytics). Details, the list of cookies and management options are set out in the Cookie Policy. You may change cookie settings at any time via the cookie banner.

The application supports recording a meeting and converting speech to text automatically. Recording never starts automatically – the user must start it explicitly in the application, and recording is clearly indicated on screen while it is in progress.

The audio segment is transmitted over an encrypted connection to Soniox, Inc. (USA), which performs the speech-to-text conversion. The segment is used solely to produce the transcript and is not retained after processing. The transcript is stored in the organisation's archive as part of the meeting minutes.

The organisation running the meeting (for example a municipality, institution, association or company) is responsible for recording and for processing the recordings. It acts as the controller of this data and must inform those present about the recording and ensure a legal basis for it. In this respect the operator of the application acts as a processor.

Access to the device microphone is only possible after you grant permission, which you may withdraw at any time in your device settings.