Version 1.0, updated 17 August 2026
Clerqly is the service; below is the company responsible for what happens to your data. If you have a question or want to exercise one of your rights, this is the address.
Company
Clerqly I.O
Address
[nog invullen: straat, postcode en plaats]
Chamber of Commerce number
[nog invullen: KvK-nummer]
VAT number
[nog invullen: btw-nummer]
For each kind of data, the table shows what we use it for, on what legal basis under the GDPR, and how long we keep it. Anything not listed here, we do not process.
| Data | Used for | Legal basis | How long |
|---|---|---|---|
| Name, email address and password | Creating your account and signing you in securely | Performance of the contract | As long as your account exists |
| Two-factor authentication: your key and your recovery codes | Protecting your account against misuse of a stolen password | Performance of the contract | As long as you have two-factor authentication switched on |
| Billing details: company name, address, Chamber of Commerce and VAT number, billing email address | Issuing invoices and remitting VAT | Legal obligation | Seven years (statutory tax retention) |
| Subscription and usage: your plan, the number of users and the minutes transcribed | Running your subscription and invoicing usage | Performance of the contract | Seven years, as part of the invoicing records |
| Microsoft connection: access tokens, your tenant ID, object ID, email address and display name | Fetching your meeting transcript and placing the minutes in your OneDrive | Your consent, given when you connect | Until you disconnect or delete your account |
| Meeting data: the transcript, the names of participants and the minutes produced from them | Producing the minutes you buy from us | Performance of the contract | No more than seven days after processing |
| Invitations: your colleague’s email address and the status of their consent | Letting your colleague join the minute-taking service | Consent from your colleague themselves | The link expires after seven days; the data disappears once you remove the colleague |
| Verification code when starting a trial or subscription | Checking that the email address is yours | Performance of the contract | The code expires within minutes |
| Recordings you supply yourself: the file you upload and your IP address | Producing the minutes and keeping the upload endpoint from being abused | Performance of the contract and our interest in preventing abuse | No more than seven days after processing |
| Support: what you send us by email or through the chat | Answering your question | Our legitimate interest in helping customers | As long as needed to handle your question |
| Visitor analytics: how you use our public pages | Improving the site | Your consent in the cookie banner | See the cookie policy |
This is the most sensitive thing we touch, so we spell it out. Clerqly records nothing itself. Microsoft Teams makes the recording and the transcript inside your own organisation’s environment; we are notified once that transcript is ready and fetch it then. If you meet in person, you supply the file yourself.
The transcript then goes through our processing: a European AI model fills in the fields of your template, a document is produced from it, and that document lands in your own organisation’s OneDrive. The minutes return to the place the transcript came from.
A transcript also contains other people’s data: the names of participants and everything they said. For those people you are the controller and we process on your instructions. So make sure your participants know that a transcript is being made. That duty sits with your organisation, not with us.
Whatever we record along the way is cleared out within seven days of processing. The transcript and the intermediate results do not stay with us; the minutes themselves live in your own organisation’s OneDrive and remain there for as long as you keep them.
You decide who takes part. Every colleague you add gives consent themselves through their own link. Remove someone and we withdraw their Microsoft connection and clear out their tokens.
We do not sell your data and we do not use it for advertising. To deliver the service we do rely on a number of parties. These are all of them.
| Party | Used for | Where |
|---|---|---|
| Microsoft 365 | Supplies the transcript and receives the minutes. This is your own organisation’s environment, not a supplier we bring in | Your own tenant |
| Mistral AI | Fills in the fields of your template based on the transcript | France |
| Zoho | Produces the Word document, manages subscriptions and invoices, and provides the live chat and visitor analytics | EU data centre |
| Mollie | Collects your subscription fee by SEPA direct debit or credit card | The Netherlands |
| Bullnice B.V. | Runs the automation that processes your meeting and sends our emails | EU |
| Our hosting provider | Runs the application and the database | EU region |
With every party that processes personal data on our instructions we conclude a data processing agreement. Beyond that, nothing goes to third parties unless the law requires it.
Processing takes place within the European Union. We use no American AI service and no Google Analytics. The only American company in the chain is Microsoft, and that is precisely the environment your organisation was already using.
The GDPR gives you a number of rights. Email us at the address at the bottom of this page; we respond within a month.
If you believe we are not handling your data carefully, you may lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens). We would appreciate it if you came to us first, so we can put it right.
Which cookies and comparable storage we use, what they do and how to adjust or withdraw your choice per purpose is set out in a separate statement.
Read the cookie policyIf something about the service changes and this statement no longer holds, we update it and put a new version date at the top. That date is shown at the top of this page.