Privacy notice on the recording of online meetings

Last updated: 25 September 2026

This notice explains how eigenblue GmbH processes personal data when we record, transcribe and summarise online meetings with customers, prospects and other business partners. It supplements our general privacy policy.

1. Controller and data protection officer

eigenblue GmbH
Walter-Gropius-Straße 17
80807 Munich, Germany

Data protection officer: Benedikt Opp, privacy@eigenblue.ai

2. What we do and why

With your consent, we record selected online meetings (Microsoft Teams, video and audio) using the meeting assistant Modjo. Modjo creates a transcript and a summary of the meeting with the help of artificial intelligence. We use this

• to document our business communication and follow-up actions, including transferring the summary and next steps to our customer relationship management system (HubSpot), and
• internally to train and coach our employees.

We do not use the recording to evaluate you, and no automated decisions are made about you.

3. How consent works

Our meeting invitations contain a notice that the meeting will be recorded. The recording assistant appears in the meeting as "eigenblue Notetaker (recording)" and posts a notice in the meeting chat. At the start of the meeting, before any content is discussed, we ask all participants whether they agree to the recording. Your answer is part of the recording and serves as proof of your consent.

If you do not agree, just say so at the start or let us know in advance. We will then remove the recording assistant and delete the recording completely, including the part recorded before your answer. The meeting takes place without recording.

4. Legal basis

• Recording, transcript, summary and internal training: your consent, Art. 6(1)(a) GDPR.
• The short part of the recording until your answer, and keeping your answer as proof of consent: our legitimate interest in being able to prove your consent, Art. 6(1)(f) in conjunction with Art. 7(1) GDPR.
• Transfer of the summary to our CRM: our legitimate interest in documenting our business communication, Art. 6(1)(f) GDPR.

5. Categories of data

Name, e-mail address, company and role; video and audio recording; content of the conversation; transcript; summary; meeting data (title, date, duration, participants).

Please do not share sensitive personal information (for example about health) in recorded meetings. If such topics come up, we stop the recording.

6. Recipients

• RINGO SAS (Modjo), 59 avenue de Sainte-Foy, 92200 Neuilly-sur-Seine, France, as our processor, and its sub-processors for hosting and AI processing (including Amazon Web Services, OpenAI, Microsoft and Google).
• HubSpot, Inc. as provider of our CRM system.
• Anthropic as provider of the AI assistant Claude, if our employees use Claude to prepare follow-up work based on meeting data.
• Within eigenblue, only the employees responsible for the business relationship have access. Recordings used as training examples are accessible to our Sales team.

We do not sell your data and do not pass it on for advertising purposes.

7. Transfer to third countries

Modjo stores and processes the data in the European Union. Some sub-processors are headquartered in the USA, so access from there cannot be fully excluded. Anthropic processes data in the USA. These transfers are safeguarded by the EU standard contractual clauses (Art. 46(2)(c) GDPR). You can request a copy from our data protection officer.

8. Retention

• Recording and transcript: deleted automatically after 6 months.
• Summary and related meeting data at Modjo (name, e-mail, company, topics discussed): stored as long as we use Modjo and deleted completely afterwards.
• Summary in our CRM: stored as long as the business relationship exists and legal retention obligations require.
• If you decline or withdraw consent: the recording is deleted without undue delay.

9. Voluntary nature and withdrawal of consent

Your consent is voluntary. Declining has no disadvantages for you. You can withdraw your consent at any time with effect for the future, for example during the meeting or by e-mail to privacy@eigenblue.ai. The lawfulness of the processing until the withdrawal remains unaffected.

10. Your rights

You have the right to access (Art. 15 GDPR), rectification (Art. 16), erasure (Art. 17), restriction of processing (Art. 18) and data portability (Art. 20). To exercise your rights, contact privacy@eigenblue.ai.

Right to object (Art. 21 GDPR): Where we process your data on the basis of our legitimate interest (Art. 6(1)(f) GDPR), you have the right to object at any time on grounds relating to your particular situation. We will then no longer process the data unless we can demonstrate compelling legitimate grounds or the processing serves the establishment, exercise or defence of legal claims.

11. Right to lodge a complaint

You have the right to lodge a complaint with a data protection supervisory authority, in particular in the member state of your residence, place of work or the place of the alleged infringement. The authority responsible for us is the Bavarian Data Protection Authority (Bayerisches Landesamt für Datenschutzaufsicht, BayLDA), Promenade 18, 91522 Ansbach, Germany.