This Privacy Policy explains how Dokima.AI collects, uses, and protects personal data when you use our website and platform. We are committed to processing data lawfully, fairly, and transparently, in accordance with the EU General Data Protection Regulation (GDPR).
01 Introduction
This policy applies to personal data we process about visitors to our website, users of the Dokima.AI application, and individuals whose data appears in the meetings our customers submit for scoring. It should be read together with our Terms of Service.
02 Who we are
Dokima.AI is the data controller for personal data we process about our website visitors and account holders. For Customer Data submitted through the platform (recordings, transcripts, playbooks), our customers are the controllers and Dokima.AI acts as a processor on their behalf, under a data-processing agreement.
03 Data we collect
- Account data — name, work email, company, role, and authentication details.
- Usage data — log data, device and browser information, and how you interact with the Service.
- Customer Data — sales playbooks, meeting recordings, transcripts, and the scoring derived from them.
- Billing data — plan, transaction records, and information required to process payments (handled by our payment provider).
- Communications — messages you send us for support or sales enquiries.
04 How we use data
We use personal data to:
- Provide, operate, and secure the Service, including scoring meetings against your playbook.
- Authenticate users, manage accounts, and provide customer support.
- Process billing and manage subscriptions.
- Improve and develop the Service, using aggregated or de-identified data where possible.
- Communicate service updates and, where permitted, relevant product information.
05 Legal bases
Where GDPR applies, we rely on the following legal bases: performance of a contract (to provide the Service), legitimate interests (to secure and improve the Service), consent (for certain communications and cookies), and compliance with legal obligations.
06 Recordings & playbooks
The core of the Service involves processing meeting recordings, transcripts, and the playbooks you upload. This content may contain personal data about your representatives and meeting participants. As our customer, you are responsible for ensuring you have a lawful basis and any required consents to submit this content to Dokima.AI.
We process this content only to provide scoring and insights to you, and in line with the data-processing agreement between us.
07 Sharing & sub-processors
We share personal data only as necessary to operate the Service:
- Sub-processors — vetted providers for hosting, infrastructure, and AI processing, under contractual data-protection obligations.
- Integrations you enable — such as call-recording tools, CRMs, and messaging apps, at your instruction.
- Legal & safety — where required by law or to protect rights, safety, and security.
A current list of sub-processors is available on request at privacy@dokima.ai.
08 Retention
We retain personal data only for as long as necessary to provide the Service, comply with legal obligations, resolve disputes, and enforce agreements. Customer Data is retained according to your settings and our agreement, and is deleted or returned on termination as described there.
09 Security
We implement appropriate technical and organisational measures to protect personal data, including encryption in transit, access controls, and monitoring. No method of transmission or storage is completely secure, but we work to protect your data and to notify you of incidents as required by law.
10 Your rights
Subject to applicable law, you have the right to access, rectify, erase, restrict, and port your personal data, and to object to certain processing. You may also withdraw consent at any time. To exercise these rights, contact us at privacy@dokima.ai. You also have the right to lodge a complaint with your supervisory authority (in France, the CNIL).
11 International transfers
Where personal data is transferred outside the European Economic Area, we use appropriate safeguards such as the European Commission's Standard Contractual Clauses to ensure an adequate level of protection.
12 Cookies
Our website uses essential cookies to function and, with your consent, analytics cookies to understand usage. You can manage your preferences through your browser settings and any consent tools we provide.
13 Changes
We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date and, where appropriate, notify you.
14 Contact & DPO
For privacy questions or to exercise your rights, contact our privacy team at privacy@dokima.ai.