Data processing terms

Draft awaiting legal review. This text was prepared to give the page real content and a real structure. It has not been reviewed by counsel and must be before Aries Notes is sold.

What this is

These terms apply where Aries AI processes personal data on behalf of a customer. The customer is the controller and Aries AI is the processor. Where a separate signed data-processing agreement exists, it takes precedence.

Subject matter and duration

Aries AI processes personal data for as long as the customer's account is open, and for the 90-day retention window after it closes.

Nature and purpose

Recording meetings, producing transcripts, deriving minutes, decisions and commitments, chasing those commitments, keeping the evidence, and providing the interface through which the customer's own people use all of it.

Categories of data

Names, work contact details, roles and permissions; the voices of meeting participants; the content of what was said; and the decisions and commitments derived from it. Meeting content is unstructured and may contain any category of personal data the participants chose to discuss, including special categories. The customer decides what is recorded.

Categories of data subject

The customer's own staff, and any external participant the customer invites to a meeting or asks to sign a document.

Our obligations

• Process personal data only on the customer's documented instructions.
• Keep it confidential, and bind everybody with access to confidentiality.
• Apply appropriate technical and organizational security measures.
• Engage sub-processors only under written terms no less protective than these, and tell the customer

before adding one.

• Assist the customer with data-subject requests, with impact assessments and with regulator enquiries.
• Notify the customer without undue delay on becoming aware of a personal-data breach affecting it.
• On the customer's instruction, delete or return the data at the end of the agreement.

International transfers

Data is held in the region agreed with the customer. Where a transfer outside that region is necessary it is made under an appropriate legal mechanism, and the customer is told.

Sub-processors

We use sub-processors for hosting, transcription, analysis, e-mail delivery and payment processing. A current list is available on request. A customer may object to a new sub-processor on reasonable grounds.

Audit

We will make available the information necessary to demonstrate compliance with these terms and will contribute to audits on reasonable notice and at reasonable frequency.

Contact

Write to info@ariesai.ai.