Privacy, DPA and Information for Works Councils
Contact persons, DPA acceptance, subprocessors, per-company encryption, the works-council sheet, the company export and deleting the company.
The Privacy area collects your company's contact persons, the data processing agreement, the subprocessor list and encryption details. It is also where the owner exports and deletes the company. Owners and admins see it; Auditors and, on Enterprise, custom roles with Read privacy can read it.
The sections, in order:
Contact persons
Enter who in your company is responsible for Data protection, Security, Technical questions and Billing: name, email address and an optional phone number. Choose Save changes. Kalima does not contact these people at the moment.
Data processing agreement (DPA)
The DPA under Art. 28 GDPR is part of the terms and applies without a separate signature. Read the DPA opens the current version, and the technical and organizational measures are linked as Annex 2.
If you want to record the acceptance for your files, enter your name and function, confirm that you are authorized to act for the company, and choose Record acceptance. Name, function and time are stored and appear in the audit log. When a new DPA version is published, you can choose Record again.
Subprocessors and processing location
This section lists Annex 1 of the DPA: which providers process data on Kalima's behalf, for what purpose, where, and under which safeguard. Complete list with names and addresses opens the full list. Before adding or replacing a subprocessor, Kalima emails the owners of customer accounts at least 14 days in advance.
Encryption
The keys of your company's recordings are encrypted with a key of the company's own, which is itself stored only in encrypted form. The section shows whether that key exists, its version and the last rotation. If the company is deleted, Kalima destroys this key. Keys are managed by Kalima.
Information for your works council
Open overview shows a printable sheet: what the administration sees about people with a company account, who sees it and how long Kalima keeps it. Choose Print or save as PDF to hand it on. The sheet covers, among other things:
- What the administration does not see: titles, audio, transcripts and summaries of recordings (unless shared with them or placed in a team workspace of a team they belong to), who made a recording, figures for single people, speaking shares or rankings.
- What it does see, with retention: for example the member list, the 90-day sign-in history, the audit log, usage by team and legal holds.
- What other members see, the rules your company can set, and the roles in the administration, including your custom roles.
The sheet describes what Kalima technically does today. It does not replace a works agreement or legal advice.
Legal hold
Owners see a link to Manage legal holds here. See Retention and legal hold.
Export company
Download export gives you a ZIP file with your company's administrative data, without content. Only the owner can download it, the console may ask for your second factor first, and every export is recorded in the audit log.
- Included: the member list (name, email, role, status, teams), teams with cost centers, custom roles with their permissions and holders, the policies, the sign-in rules, verified domains, contact persons and the DPA acceptance, summary templates with their defaults, the audit log of your plan's window (up to 10,000 entries), live recording time by team as under Usage, and the billing details.
- Not included: transcripts, audio, summaries, recording titles, or any usage or activity of individual people.
Delete company
Only the owner can delete the company.
After the 14 days, Kalima deletes every recording of the company with transcripts, summaries, share links and audio, plus projects, templates, vocabulary, teams, invitations and every company account. The audit log is deleted too, except for one entry recording that the deletion took place. Kalima then destroys the company's keys.
Kept: the company's name and the invoices and billing records Kalima must retain for eight years under section 147 of the German Fiscal Code (AO). Private accounts that were members stay and only lose the membership. A plan booked online no longer renews once deletion is requested.
The company cannot be deleted while a legal hold applies.