Privacy Policy

1. Applicability

This Privacy Policy explains how Evidia ("we", "us", "our") processes personal data when you visit our website, register for our platform, and use our services. Our platform supports financial advisors in the insurance sector in their own WFT (Wet Financieel Toezicht) compliance efforts by transcribing advisor-client meetings and preparing AI-assisted drafts for the advisor's review and analysis.

This policy applies to all users of our platform, including financial advisors and their clients. It does not apply to third-party services or platforms that may integrate with our services.

2. Controller and Contact

Controller: Evidia B.V., Netherlands

Data Protection Officer: privacy@evidia.ai

General contact: contact@evidia.ai

3. Personal Data We Process

4. Purposes and Legal Bases (EEA/UK)

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

• Contract performance - to provide our platform services to financial advisors and support their own WFT compliance efforts.
• Legal obligation - to comply with WFT (Dutch Financial Supervision Act) requirements.
• Legitimate interests - to maintain platform security, prevent fraud, ensure service quality, and improve our AI-assisted drafting and summarisation (balanced against individual rights).
• Consent - for processing audio recordings and generating AI-assisted drafts for advisor review, obtained from both advisors and clients before any processing begins.

5. Recipients and International Transfers

We do not sell personal data. All data is processed within the European Union to ensure compliance with EU data protection laws. We share personal data only with carefully selected processors who meet our strict security and compliance requirements:

• Soniox Inc. (United States) - Provider of AI-powered audio transcription services with speaker diarisation. Purpose: Converting advisor-client meeting recordings to text with speaker identification for subsequent advisor review. Audio content and transcripts are processed in EU-region data centres where configured. Account, billing, and usage metadata may be processed outside the EEA. Data processing agreement in place with appropriate safeguards for any international transfers pursuant to GDPR Chapter V. (Legal entity name and contact details to be confirmed upon execution of data processing agreement.)
• Hyperdoc Inc. d/b/a Recall.ai (United States) - Provider of meeting bot services for online meeting platforms. Purpose: Joining online meetings (Google Meet, Zoom) on behalf of advisors and capturing audio recordings for subsequent transcription and advisor review. Meeting recordings are processed in EU-region infrastructure where configured. Account, billing, and operational metadata may be processed outside the EEA. Data processing agreement in place with appropriate safeguards for any international transfers pursuant to GDPR Chapter V. (Legal entity name and contact details to be confirmed upon execution of data processing agreement.)
• EU-based AI providers - for AI-assisted summaries and drafts that support the advisor's review of meetings.
• EU-based storage providers - secure, encrypted storage for audio files and transcripts.
• Authentication providers - Google Workspace and Microsoft 365 for secure advisor access.
• EU-based hosting providers - infrastructure located in EU data centres.

All data transfers remain within the EEA. We do not transfer personal data outside the European Economic Area. All our processors are bound by data processing agreements that include EU Standard Contractual Clauses and strict security requirements.

6. Retention

We keep personal data only as long as necessary for the purposes described in this policy, taking into account account status, security needs, and legal obligations. When no longer needed, data is deleted or anonymised.

7. Security

We implement technical and organisational measures designed to protect personal data from unauthorised access, disclosure, alteration, and destruction. No method of transmission or storage is completely secure.

8. Your Rights

Depending on your location, you may have the rights to access, correct, delete, restrict or object to processing, and to data portability. You can delete your account in the product or by contacting us.

To exercise rights, contact privacy@evidia.ai. We may request information to verify your identity and will respond within the timeframe required by law.

9. Cookies

We use strictly necessary cookies for authentication and core functionality. For details and choices about non-essential cookies, see our Cookie Policy.

10. AI Transparency

Evidia uses artificial intelligence to support financial advisors' own review of their client meetings. Our AI systems:

• Generate transcriptions of audio recordings with speaker identification (powered by Soniox Inc.). (Provider attribution to be confirmed upon execution of data processing agreement.)
• Prepare draft summaries, notes, and observations from meeting content for the advisor's review and correction.
• Operate as tools that assist human judgment; they do not perform automated financial or compliance analysis and do not make automated decisions.
• Surface discussion points and follow-up suggestions for the advisor's own evaluation.

All AI output is reviewed and approved by qualified human advisors before it is relied upon. AI outputs are tools to assist human judgment, not automated decision-making or automated financial-analysis systems. We maintain detailed audit trails of all AI processing activities.

11. Third-party Services

Our site may contain links to or integrations with websites or applications not operated by us ("Third-party Services"). These have separate terms and privacy notices. We are not responsible for the content or practices of Third-party Services and do not monitor them for accuracy or completeness. We recommend reviewing their terms and privacy notices prior to use.

12. Children

Our services are not directed to children under 16. We do not knowingly collect personal data from children.

13. Complaints

If you are in the EEA/UK, you also have the right to lodge a complaint with your local data protection authority.

14. Changes to This Policy

We may update this Privacy Policy from time to time. Material updates will be reflected in our Trust Centre publication status and, where required, communicated through additional notice.