TalkNote is a trade name of Chargefield · Dokter Spanjaardweg 11, 8025 BT Zwolle, the Netherlands · Dutch Chamber of Commerce (KVK) 74789007 · info@talknote.nl. Chargefield is the controller for the processing operations described in this policy. Last updated: 15 July 2026.
1. Who we are
TalkNote is a trade name of Chargefield (Dutch Chamber of Commerce 74789007), located at Dokter Spanjaardweg 11, 8025 BT Zwolle, the Netherlands. For all privacy questions and requests, contact info@talknote.nl. We process personal data exclusively in accordance with the General Data Protection Regulation (GDPR).
2. Data we process
Order data: name, e-mail address, phone number, delivery address, ordered products and payment status. Your full payment details (such as card numbers) are processed exclusively by our payment provider Stripe and never reach our servers.
App account and usage data: e-mail address, device ID, settings and technical logs. Content data: audio recordings, transcriptions, summaries and action items you create with TalkNote. Support data: messages you send us by e-mail or contact form. Website data: limited, aggregated visitor statistics.
3. Purposes and legal bases
We process data to fulfil and deliver your order (performance of the contract), to provide the app, transcription and AI summaries (performance of the contract), to comply with legal obligations such as tax retention duties (legal obligation), for security and fraud prevention (legitimate interest) and for newsletters or discount campaigns (consent, revocable at any time).
4. Recordings and AI
To create transcriptions, summaries or action items, we temporarily process audio and text for that purpose. Audio recordings are not kept on our servers longer than needed to deliver the service and your synchronisation settings. Your recordings and output are not used to train AI models unless you explicitly consent.
Important: you are responsible for recording conversations lawfully and informing conversation partners where legally required.
5. Who we share data with
We never sell personal data. We only share data with processors needed to deliver the service: our payment provider (Stripe), hosting providers, AI processing services for transcription and summarisation, our shipping partner for delivery and our e-mail provider for service e-mails. Data processing agreements are in place with all these parties. We also share data where the law requires us to.
6. Transfers outside the EEA
Where processors process data outside the European Economic Area, this only happens with appropriate safeguards, such as an adequacy decision of the European Commission or the EU Standard Contractual Clauses (SCCs).
7. Retention periods
We retain order and invoice data for 7 years (tax retention obligation). Recordings, transcriptions and summaries are kept for as long as you use the service or until you request deletion. Support correspondence is kept for a maximum of 2 years after resolution. Newsletter data is kept until you unsubscribe.
8. Security
We take appropriate technical and organisational measures, including encrypted connections (TLS), encrypted storage, need-based access restrictions and logging of administrative access. Despite careful security, no system is entirely without risk; where required, we report data breaches to the Dutch Data Protection Authority and to those affected.
9. Cookies and pixels
talknote.nl uses functional cookies required for the site to work (such as checkout) and measurement and marketing technology (including the Meta Pixel) to measure campaigns. Marketing cookies are only placed after your consent via the cookie banner. You can manage or delete cookies in your browser settings.
10. Your rights
You have the right to access, rectification, erasure, restriction of processing, data portability and objection to processing based on legitimate interest. You can withdraw consent at any time. Send your request to info@talknote.nl; we respond within one month. You also have the right to lodge a complaint with the Dutch Data Protection Authority (autoriteitpersoonsgegevens.nl).
11. Children
Our service is not aimed at children under 16. We do not knowingly process children’s data without the consent of a parent or guardian.
12. Changes
We may amend this privacy policy. The current version is always available at talknote.nl/privacy. Last updated: 15 July 2026.