Privacy Notice

1. Scope

This Notice covers personal data processing in PolaParla Broadcast live interpretation. It does not cover the organiser's own processing, any cookies on PolaVuo's marketing site or an optional external feedback form, for which separate information is provided.

2. Controller and roles

The Customer organisation independently operates the SaaS Service, decides when Broadcast sessions are started and determines why session speech is processed. The Customer acts as controller for that content. PolaVuo Oy acts as processor on the Customer's behalf when providing live interpretation.

PolaVuo Oy is an independent controller for limited B2B customer, administrator, user-account, billing, contract, enquiry and Service-security data processed for its own legal and business purposes. PolaVuo Oy, Business ID 3593637-8, domiciled in Tampere, postal address c/o Seppo Pienimaa, Tiiliskivenkuja 13 B, FI-02330 Espoo, Finland. Contact: contact@polavuo.com.

3. Data processed

Data may include source audio and speech content during a session; transient recognition text and translation; language and audio/text preferences; technical data necessary to join, route and secure a connection, such as IP address, timestamp, browser/device information, room code and connection state; and Customer administrator or authorised-user name, organisation, user identifier, contact information, login and access information, contract data and billing data.

4. Purposes and legal bases

Session content is processed on the Customer's documented instructions to provide live recognition, translation, speech synthesis and delivery. The Customer determines the legal basis and is responsible for participant information.

As an independent controller, PolaVuo processes B2B customer, user-account and contract data to enter into and perform agreements, manage access rights, comply with legal obligations, and on the basis of legitimate interests to secure the Service, prevent abuse and manage legal claims. PolaVuo does not profile users or make automated decisions about them.

5. Special categories

Event speech may incidentally reveal health, religion, political opinions or other special-category data. The organiser is responsible for an applicable basis under Articles 6 and 9 GDPR. PolaVuo does not seek to infer or profile such data.

6. Retention and deletion

Source audio, transient transcripts and translations are processed through transmission and volatile working-memory steps and are not written to persistent storage. Content is automatically discarded when processing ends and is not available after the session.

Limited connection and security data are retained only as long as necessary to deliver the connection, investigate an immediate operational or security incident, and manage legal claims, after which they are deleted or anonymised. Contract and accounting data are retained for the agreement and periods required by law.

7. Recipients and subprocessors

PolaVuo uses carefully selected infrastructure, speech recognition, language, translation and speech synthesis services. They may process data only on PolaVuo's instructions and only to provide the Service. They may not retain event content or use it to train their own or third-party AI models. The current list is provided to the Customer with the Order Confirmation and on request from contact@polavuo.com. Data are not sold or shared for third-party marketing.

8. International transfers

Where personal data are processed outside the EEA, PolaVuo uses a safeguard under Chapter V GDPR, such as an adequacy decision or Standard Contractual Clauses, and supplementary measures where required. Processing regions and transfer mechanisms are identified in the Customer's subprocessor list.

9. Security

PolaVuo applies measures appropriate to the risk, including encrypted connections, limited access, confidentiality duties, prevention of content retention, contractual subprocessor controls, secure development and incident response.

10. Data subject rights

Depending on applicable law, a person may have rights of access, rectification, erasure, restriction, objection and complaint to a supervisory authority. Because event content is not retained, it cannot be retrieved, corrected or provided after the session.

Requests about event content should primarily be sent to the organiser. Requests concerning data for which PolaVuo is controller may be sent to contact@polavuo.com. The Finnish supervisory authority is the Office of the Data Protection Ombudsman.

11. Children and vulnerable participants

A Broadcast participant does not need an end-user account, but the Customer's administrators and authorised SaaS users have user accounts. PolaParla does not target users with advertising or profiling. If children or other vulnerable persons participate, the Customer is responsible for age- and context-appropriate information and an appropriate legal basis.

12. Updates

PolaVuo may update this Notice when the Service or law changes. The current version and effective date are published with PolaParla. This version is effective from 24 August 2026.