📋 Core GDPR Principles Implementation
🎯 Fundamental Data Protection Principles
Lawfulness, Fairness & Transparency
⚖️ Legal Bases for Processing:
- • Consent (Art. 6(1)(a)): Explicit user consent for AI processing
- • Contract performance (Art. 6(1)(b)): Service delivery
- • Legitimate interests (Art. 6(1)(f)): Platform improvement
- • Legal obligation (Art. 6(1)(c)): Compliance requirements
- • Vital interests (Art. 6(1)(d)): Emergency situations
📢 Transparency Measures:
- • Clear privacy notices: Plain language explanations
- • Processing purposes: Specific, explicit purposes listed
- • Data categories: Types of data collected detailed
- • Retention periods: Clear timelines provided
- • Recipient information: Third-party sharing disclosed
Purpose Limitation & Data Minimisation
🎯 Purpose Limitation Controls:
- • Specified purposes: Transcription, meeting analysis only
- • Compatible use: Related functionality enhancements
- • No secondary use: No marketing to third parties
- • Purpose binding: Data locked to original intent
- • Regular reviews: Quarterly purpose assessments
📏 Data Minimisation Practices:
- • Necessary data only: Essential information collection
- • Progressive deletion: Automated data cleanup
- • Minimal retention: Shortest possible storage periods
- • Selective processing: Relevant segments only
- • Anonymization: Remove identifiers when possible
👤 Data Subject Rights Implementation
🔑 Individual Rights Framework
Access & Portability Rights
📂 Right of Access (Art. 15):
- • Request process: In-app form or email to privacy@sembly.ai
- • Response time: Within 30 days (extendable to 90)
- • Information provided: Processing purposes, categories, recipients
- • Data copy: Machine-readable format (JSON/CSV)
- • Verification: Identity confirmation required
- • Free of charge: First request at no cost
🔄 Data Portability (Art. 20):
- • Structured format: JSON, CSV, XML export
- • Machine-readable: Automated processing capable
- • Direct transfer: To another service if technically feasible
- • Scope limitation: Consent and contract data only
- • Third-party data: Excluded from portability
Rectification & Erasure Rights
✏️ Right to Rectification (Art. 16):
- • Correction process: In-app editing or support request
- • Immediate updates: Changes reflected within 24 hours
- • Third-party notification: Recipients informed of changes
- • Completion requirements: Fill incomplete personal data
- • Verification process: Supporting evidence may be required
🗑️ Right to Erasure (Art. 17):
- • Deletion grounds: Purpose fulfilled, consent withdrawn
- • Processing time: Complete deletion within 30 days
- • Technical deletion: Secure overwriting methods
- • Backup removal: Automated backup purging
- • Third-party notification: Processors informed
- • Exceptions: Legal compliance, freedom of expression
Restriction & Objection Rights
⏸️ Right to Restriction (Art. 18):
- • Triggering conditions: Accuracy disputes, unlawful processing
- • Processing suspension: Data marked as restricted
- • Storage only: No further processing without consent
- • Notification requirement: User informed before lifting
- • Implementation: Technical flags in systems
🚫 Right to Object (Art. 21):
- • Legitimate interest basis: User can object to processing
- • Direct marketing: Absolute right to opt-out
- • Compelling grounds: Sembly must demonstrate necessity
- • Processing cessation: Unless overriding interests exist
- • Profiling objection: Automated decision-making opt-out
✅ Consent Management System
📋 Consent Framework Implementation
Consent Validity Requirements
✅ Valid Consent Characteristics:
- • Freely given: Real choice, no detriment for refusal
- • Specific: Granular consent for different purposes
- • Informed: Clear information about processing
- • Unambiguous: Clear affirmative action required
- • Withdrawable: Easy withdrawal mechanism
🔧 Technical Implementation:
- • Consent banners: GDPR-compliant cookie notices
- • Granular controls: Per-purpose consent switches
- • Pre-ticked boxes: Prohibited, explicit action required
- • Consent records: Timestamped audit trail
- • Regular renewal: Periodic consent refresh
Consent Categories & Management
📊 Consent Categories:
- • Essential processing: No consent required (service delivery)
- • Analytics consent: Usage statistics and platform improvement
- • Marketing consent: Promotional communications
- • Third-party sharing: Partner integrations
- • AI training consent: Model improvement data usage
🔄 Withdrawal Mechanisms:
- • Account settings: Self-service consent management
- • Email unsubscribe: One-click marketing opt-out
- • Support requests: Manual withdrawal assistance
- • Immediate effect: Processing stops within 24 hours
- • Confirmation notice: Withdrawal acknowledged
🔐 Data Processing & Security Measures
🛡️ Technical & Organizational Measures
Data Processing Safeguards
🔒 Encryption & Protection:
- • End-to-end encryption: Meeting data encrypted in transit
- • AES-256 at rest: Database and file storage protection
- • Key management: Hardware Security Modules (HSMs)
- • Transport security: TLS 1.3 for all communications
- • Zero-knowledge architecture: Limited access to raw data
🏗️ Processing Controls:
- • Access controls: Role-based permissions system
- • Audit logging: All data access tracked
- • Data masking: Sensitive information pseudonymized
- • Processing location: EU data centers available
- • Isolation controls: Tenant data separation
Cross-Border Transfer Safeguards
🌍 Transfer Mechanisms:
- • Standard Contractual Clauses: EU Commission approved
- • Adequacy decisions: UK, Switzerland recognition
- • Transfer Impact Assessments: Risk evaluation process
- • Additional safeguards: Extra protection measures
- • No US transfers: Without adequate protection
🏢 Data Localization Options:
- • EU-only processing: Enterprise feature
- • German data centers: Frankfurt-based infrastructure
- • Local support: EU-based support team
- • Data residency guarantees: Contractual commitments
📊 Compliance Monitoring & Governance
🔍 Ongoing Compliance Management
Data Protection Impact Assessments
📋 DPIA Process:
- • Risk assessment: High-risk processing identification
- • Necessity evaluation: Processing purpose justification
- • Proportionality analysis: Least intrusive methods
- • Mitigation measures: Risk reduction strategies
- • Supervisory consultation: When required by law
🎯 Monitoring Activities:
- • Regular audits: Quarterly compliance reviews
- • Processing records: Article 30 documentation
- • Breach monitoring: Incident detection systems
- • Training programs: Staff GDPR education
- • Policy updates: Regulation change adaptation
Data Protection Officer & Governance
👤 DPO Responsibilities:
- • Compliance monitoring: GDPR adherence oversight
- • Training coordination: Staff education programs
- • DPIA guidance: Risk assessment support
- • Supervisory liaison: Authority communication
- • Data subject assistance: Rights request support
📞 Contact Information:
- • DPO email: dpo@sembly.ai
- • Privacy email: privacy@sembly.ai
- • Response time: Within 5 business days
- • Languages: English, German, French
- • Office hours: 9 AM - 6 PM CET
🔗 Related Compliance Resources
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