Chronica Anima
CS

Privacy Policy

1. What we use the information for

We use information from conversations only so that we can:

  1. hold further conversations and build on what the client has told us before,
  2. gradually record and assemble the client’s life story and, where applicable, a printed book,
  3. provide the client with technical support,
  4. verify during the pilot that the service works correctly and says nothing inappropriate.

We never use the information for advertising, we do not sell it, and we do not provide it to other parties.

2. The conversation is led by artificial intelligence

The telephone conversation is led by a system using artificial intelligence. To convert speech to text, generate responses, and then read them aloud, Chronica Anima uses several specialised technical services (Eleven Labs, Speechmatics, and Google Cloud). These services receive only the information needed to process a specific part of the call, without any further information or identification. All the services we use process data within the European Union.

3. Who can see the information

Access to stored information is limited to a small number of authorised members of the Chronica Anima team. During the pilot they may look at a specific conversation mainly when:

  1. the client or a centre worker reports a problem,
  2. the cause of a technical error needs to be identified,
  3. an inappropriate or incorrect response from the system needs to be verified.

Access is granted through personal accounts protected by two-factor authentication.

4. What information we process

While the service is in use, we may process:

  1. the client’s phone number and any other contact provided (for example a family contact),
  2. the audio recording of the phone call (which we retain for a maximum of 14 days),
  3. the text transcript of the conversation (which we retain for a maximum of 14 days),
  4. notes, parts of the emerging life story, its summaries, and individual recorded memories; all used to conduct follow-up calls and assemble the book containing the story,
  5. technical information required to place the call,
  6. an AI summary of the call focused on its quality and safety, up to its review by a worker.

Chronica Anima will never ask a client for a birth number, document numbers, access passwords, or other sensitive data. Clients decide for themselves what they want to talk about and do not have to answer any question.

5. How we protect the information

Chronica Anima uses technical and organisational measures intended to substantially reduce the risk of unauthorised access to sensitive information, in particular:

  1. separate development and production environments,
  2. a non-public database and non-public data storage,
  3. encrypted data transfer,
  4. encryption of key personal data and stored conversations,
  5. access restricted to authorised team members only,
  6. two-factor authentication for staff,
  7. short-term retention of technical audio recordings,
  8. no ability to retrieve stored information during a conversation.

6. How long we keep the information

  1. We keep the audio recording of the call and its transcript only temporarily, to resolve technical problems and check service quality. These are deleted automatically within 14 days.
  2. We keep notes, parts of the emerging story, its summaries, and recorded memories for as long as the client uses the service and while we are preparing their life story or book.
  3. Once the story is complete, we keep the above for as long as needed to hand it over, make any corrections, or continue its use, unless we agree otherwise with the client.
  4. The client may request deletion at any earlier time.
  5. Accounts inactive for a year are moved to an archive and deleted entirely after 5 years.

Before the first call, a worker clearly explains to the client (using a leaflet):

  1. that the conversation is led by artificial intelligence,
  2. why conversations are recorded and processed,
  3. who may have access to the information,
  4. that using the service is voluntary.

Consent is voluntary. The client may withdraw it at any time, end the call, or stop using the service.

8. Access to, correction of, and deletion of information

Clients may contact us at any time to request:

  1. information about what data we hold about them,
  2. correction of inaccurate information,
  3. a copy of their emerging story,
  4. an end to further processing,
  5. deletion of stored information.

9. Publication of stories

Neither conversations nor information about a client are public. No part of a client’s story, their name, photograph, or any other information will be published without their separate written consent.

10. Contact

The controller of personal data is:

Chronica Anima s.r.o.
Příčná 1892/4, 110 00 Praha 1
Company ID: 29646791

Responsible person: Tomáš Kubeš, managing director
Email: podpora [at] chronicaanima.com

Clients or their families can use this contact for any question, request, or report of a problem.