Privacy Statement iBabs Platform

Introduction

iBabs B.V. provides a secure, cloud-based board portal designed to help organisations manage their meetings, documents, and governance processes in a streamlined and compliant manner. The platform supports a wide range of users, including private companies, public institutions, and governmental bodies, by facilitating efficient communication, collaboration, and decision-making.

Through its feature set, the iBabs platform enables meeting scheduling, controlled access to documents, voting, task tracking, and other workflow capabilities tailored to support board-level and administrative operations. These functions help organisations improve transparency, reduce administrative burden, and maintain secure digital records of their governance processes. In addition to these features, iBabs offers an optional automated document transcription tool. This function enables clients to upload documents—such as Word or PDF files—which are automatically converted into a machine-readable text format. The transcription process is fully automated and carried out under the sole responsibility of the client. Temporary files used during processing are encrypted, securely stored, and automatically deleted once processing is complete. iBabs does not access, review, or analyse the content of uploaded documents.

iBabs offers optional AI-assisted functionalities, such as automated transcription or summarisation of meeting-related materials. These features are designed to support users in efficiently recording and retrieving meeting information. All AI-assisted processing is carried out automatically and solely on the instructions of the Data Controller. iBabs does not use client data to train, improve, or fine-tune any AI models. Temporary files created during processing are encrypted, securely stored, and automatically deleted once processing is complete iBabs ensures that all AI-related processing complies with the principles of transparency, accountability, and human oversight, in line with the requirements of the EU AI Act. No customer data is ever used to train, improve, or fine-tune AI model. Further information on how artificial intelligence (AI) is used within iBabs Debrief, including details on governance, data handling, and compliance, is provided in Annex II – AI Governance and Accountability.

Clients are solely responsible for the content they upload and must ensure that any personal data included in those documents is processed in compliance with applicable data protection laws. This includes ensuring that a valid legal basis exists for the processing and that appropriate safeguards are in place if the documents contain sensitive or special category data under the GDPR.

Importantly, iBabs operates solely as a Data Processor in relation to all personal data processed on the platform. The organisation using the platform—our client—is the Data Controller and is responsible for determining the purposes and means of processing, including whether features like transcription are enabled. iBabs acts exclusively on the client’s documented instructions and does not process personal data for its own purposes.

The platform is intended for use by authorised users designated by the client. All personal data is processed solely to support the functionality of the platform and in line with the instructions of the Data Controller, in full compliance with applicable data protection laws, including the General Data Protection Regulation (GDPR).

Our role as Data Processor

As a Data Processor, iBabs does not control the personal data it processes. All data processing activities are carried out on behalf of our clients (the Data Controllers), based on their instructions. This means that iBabs processes personal data exclusively for the purposes of providing the platform’s functionality, including but not limited to:

• Enabling meeting scheduling;
• Facilitating document sharing;
• Supporting video conferencing and collaboration features;
• Performing automated transcription of uploaded documents (e.g. Word, PDF) into machine-readable text format.
• Supporting AI-assisted functionalities (such as automated transcription and summarisation) strictly under the instructions of the Data Controller.

iBabs does not use, access, or share personal data for its own purposes. We strictly adhere to the instructions provided by our clients when processing personal data, and we only process data as necessary to provide the services outlined in our contractual agreements.

As Data Processors, we ensure that all data handling complies with applicable data protection laws, including the General Data Protection Regulation (GDPR) and other relevant regulations.

Data we collect

iBabs may collect and process different types of personal data through its platform, which includes:

• User profile data: Information necessary to establish user accounts, including your name, email address, job title, and organizational affiliation. This data is provided directly by the Data Controllers or authorized administrators;
• Usage data: Information about how users interact with the platform, such as IP addresses, device types, browser details, login timestamps, and session durations. This data helps us monitor and improve the functionality of the platform;
• Meeting and event data: Data generated from meetings or events conducted via the platform. This may include video recordings, audio, chat content, attendance logs, and other data related to meeting interactions. Where iBabs Stream is used, personal data such as names, roles, political affiliations (if publicly disclosed), and voice/video recordings may be processed. Viewer IP addresses may also be logged for security and performance analysis;
• Technical data: Information related to the operation and functionality of the platform, including error logs and system performance data, which are necessary to maintain the platform’s security and performance;
• Data from automated Processing: Certain features, such as document conversion (e.g. Word to PDF) may involve temporary encrypted processing of uploaded content. These processes are fully automated, content is not actively reviewed, and temporary files are auto-deleted after processing. The Data Controller is solely responsible for the content uploaded for such processing.
• Data from AI-assisted features: When AI-assisted functionalities such as transcription or summarisation are enabled, uploaded or generated content (for example, meeting recordings or text documents) may be temporarily processed by automated systems to produce transcripts or summaries. This data is not used to train AI models, nor is it analysed or reviewed by iBabs personnel. All temporary files are automatically deleted once processing is complete. This functionality does not involve profiling, predictive analytics, or automated decision-making.

This data is processed exclusively for the purpose of delivering and supporting the features of the iBabs platform. iBabs does not use this data for marketing or other unrelated purposes.

Data Processing location

The personal data processed by iBabs is generally stored and processed within the European Economic Area (EEA), where it is subject to the protective provisions of European data protection laws. In some cases, personal data may be transferred to countries outside of the EEA, including the United States. When such transfers occur, iBabs ensures that appropriate safeguards are in place to protect the data, such as the use of Standard Contractual Clauses (SCCs) approved by the European Commission.

We also ensure that any international transfers of data are compliant with applicable regulations and that your personal data continues to be protected, even outside of the EEA.

Data security

iBabs takes the security of personal data seriously and implements a range of robust technical and organizational measures to safeguard the data we process. These measures include:

• Encryption: Sensitive data is encrypted during transmission and at rest to prevent unauthorized access.
• Access Control: Access to personal data is restricted based on user roles and responsibilities, ensuring that only authorized personnel can access data necessary for their work.
• Regular Security Audits: We conduct regular security assessments and audits to identify and mitigate potential risks to the platform and data.
• ISO Certifications: The iBabs platform is certified under ISO/IEC 27001 for  information security and ISO/IEC 9001 for quality management, ensuring adherence to globally recognized standards for information security and operational excellence.
• Data processed through AI-assisted functionalities is protected under the same ISO-certified security controls as all other platform data, including encryption, strict access management, and regular audits.

Despite these measures, we also advise users that the transmission of data over the internet is not 100% secure. Therefore, users should exercise caution when transmitting sensitive information through the platform.

Your rights

As a user of the iBabs platform, you have certain rights under applicable data protection laws. However, since iBabs acts as a Data Processor and does not control the data, your rights regarding personal data should be exercised with the Data Controller (your organization or employer), who is responsible for the data you provide on the platform.

Some of your key rights include:

• Right to Access: You have the right to request a copy of the personal data we process about you.
• Right to Rectification: You can ask for any incorrect or incomplete data to be corrected.
• Right to Erasure: You may request the deletion of your personal data under certain conditions.
• Right to Restrict Processing: You can request that we limit the processing of your personal data in certain situations.
• Right to Object: You can object to the processing of your personal data if we process it based on legitimate interests.

iBabs does not engage in profiling or automated decision-making that produces legal or similarly significant effects on individuals. Any AI-assisted processing within the platform is used solely to support functionality under the control of the Data Controller.

To exercise these rights, please contact your organization's Data Controller. If you have any concerns, please feel free to reach out to iBabs, and we will guide you on the next steps.

Contact us

Contacting the Euronext Data Protection Officer: [email protected]

• By post:
  iBabs B.V.
  Attn. Data Protection Officer
  14, place des Reflets – CS30064
  92054 Paris la Défense.

We may request proof of identity to verify your request in line with our internal procedures.

Changes to this privacy policy

This privacy policy may be updated to reflect changes in data processing practices. The latest version will This privacy policy may be updated from time to time to reflect changes in data processing practices or applicable laws. We encourage you to review the privacy policy periodically to stay informed about how we handle your personal data. If new AI functionalities are introduced, we will update this privacy policy to explain how they operate and how personal data is protected.

The most recent version of this privacy policy will always be available on the iBabs platform. Any significant changes will be communicated through the platform’s notification system.

This version is effective as of [Month, Year].

Annexes

Annex 1 – Glossary of used terms

Annex 2 – AI Governance and Accountability

Purpose

This annex explains how artificial intelligence (AI) functionalities are used within iBabs Debrief, particularly in relation to the handling of customer data and the use of Microsoft Azure services. It forms part of iBabs’ wider commitment to transparency, accountability, and compliance under the GDPR and the EU AI Act.

1. Use of pre-trained models only

iBabs Debrief relies exclusively on pre-trained language and speech models provided by Microsoft Azure.viBabs does not train, fine-tune, or otherwise modify any AI models using customer or user data. All AI capabilities—such as speech-to-text transcription and content summarisation—operate using existing Azure services that function independently of customer datasets.

2. Data processing within Microsoft Azure

All AI-related processing takes place entirely within the secure Microsoft Azure environment.
Customer data (for example, meeting audio, transcripts, or related materials) is processed solely for the purpose of delivering agreed services, such as transcription, speaker identification, and summarisation.

Data processed through iBabs Debrief is not used for:

• Training, fine-tuning, or improving language models;
• Dataset sharing or enrichment; or
• Any purposes beyond service delivery.

3. No external AI or third-party access

iBabs does not use or connect to any external AI systems or APIs outside Microsoft Azure, including ChatGPT or any other OpenAI systems. All AI processing and data storage remain fully contained within Microsoft Azure data centres located in the European Union or the United Kingdom.

4. Compliance and data protection

The use of AI within iBabs Debrief complies with:

• The General Data Protection Regulation (GDPR);
• The Microsoft Azure Privacy and Security Framework; and
• The European AI governance principles, including human oversight and transparency.

iBabs and its parent company, Euronext, are committed to ensuring that all AI-based functionalities are transparent, secure, and ethically designed.

5. Summary

Summary statement

iBabs Debrief uses pre-trained AI technology within Microsoft Azure to provide secure and efficient meeting transcription and summarisation services.
No customer data is ever used to train or fine-tune AI models, and all data remains protected within the Azure environment under iBabs’ ISO-certified information-security controls.