Privacy policy

1. Who we are

OpenIris B.V. has its registered office in Amsterdam and is registered with the Dutch Chamber of Commerce under number 42052808 (RSIN 869490461, VAT number NL869490461B01). Our registered address is Gillis van Ledenberchstraat 77-3, 1052 VB Amsterdam; our office is at Science Park 608, 1098 XH Amsterdam.

Privacy questions can be sent to privacy@openiris.nl.

2. Two roles: this website and the Iris service

For this website (openiris.nl), OpenIris B.V. is the data controller.

The Iris service is different. Iris is deployed by a municipality or another organisation; that organisation decides what the conversations are for and is the data controller. OpenIris B.V. is the processor and acts solely under a data processing agreement with that organisation. If you call Iris, the organisation you called is your first point of contact for privacy questions; we will of course help you find your way.

3. This website

openiris.nl sets no cookies and loads no third-party scripts, fonts or media. For visitor statistics we use Umami, which we host ourselves on our own servers in the European Union. Umami works without cookies and without personal data: the IP address is not stored and no profile of you is built. We see how many visitors a page has, which website or search engine they came from, which country they are in and which buttons are clicked. Legal basis: legitimate interest (Article 6(1)(f) GDPR).

Our web server keeps technical logs (IP address, time, requested page, browser type) to secure the site and investigate faults. These logs are kept for a maximum of 90 days. Legal basis: legitimate interest (Article 6(1)(f) GDPR).

If you e-mail us, we process your name, e-mail address and the content of your message to answer your question and, if you represent an organisation, to maintain the business relationship. Legal basis: legitimate interest, or steps prior to entering into a contract (Article 6(1)(b) GDPR). We keep this correspondence for as long as the contact requires.

4. The Iris service: which data is processed

When you call or chat with Iris, we process on behalf of the organisation deploying Iris:

• Your voice during the conversation, for speech recognition and to let Iris answer.
• The text of the conversation. Immediately after transcription, personal data such as names, phone numbers, e-mail addresses, citizen service numbers and bank account numbers are replaced by neutral placeholders, before the text is stored or sent to a language model.
• Your phone number, to set up the call, transfer you and, at your request, send a text message with a summary.
• Technical data: session identifier, spoken language, call duration and time.

Iris does not ask for your citizen service number, bank details or identity documents. Should you mention such data anyway, it is filtered out during transcription.

Call audio is processed to hold the conversation. Recordings may be kept temporarily for quality control and fault resolution; the retention period for this is laid down in the data processing agreement with the organisation deploying Iris.

Conversations are never used to train language or speech models.

5. Legal basis

• Conversations with Iris: the performance of the public task of the organisation deploying Iris (Article 6(1)(e) GDPR).
• Anonymised summaries and reports for that organisation: the organisation's legitimate interest in improving its services (Article 6(1)(f) GDPR).
• Contact through this website: see section 3.

6. Suppliers and processing within the EU

For Iris we rely on suppliers for telephony and text messaging, speech recognition, language models, speech synthesis and hosting. Processing takes place on servers in the European Union. Where a supplier is established outside the European Economic Area, appropriate safeguards are in place (standard contractual clauses) and the organisation can opt for EU-only processing.

None of our suppliers uses conversation data to train models. The current list of sub-processors is part of the data processing agreement and is available on request via privacy@openiris.nl.

7. Retention

• Pseudonymised conversation text and summaries: 12 months, unless the organisation deploying Iris agrees a shorter period; automatic deletion afterwards.
• Call audio: see section 4.
• Technical logs of this website: a maximum of 90 days.
• Backups: 30 days rolling.
• E-mail correspondence: for as long as the contact requires.

8. Security

• All connections are encrypted (TLS 1.2 or higher, HTTPS and WSS).
• Data of different organisations is strictly separated.
• Personal data is pseudonymised before storage; storage on encrypted disks.
• Dashboard access only with a passkey or two-factor authentication; access to data on a need-to-know basis.
• Daily backups with a 30-day retention period.

9. Your rights

You have the right to access, rectification, erasure, restriction of processing, data portability and objection. For conversations with Iris you can submit your request to the organisation you called, or via privacy@openiris.nl; we will make sure it reaches the right organisation. For data we process as controller ourselves (section 3) we handle your request directly.

You receive a confirmation within five working days and a substantive response within the statutory period of one month.

10. Complaints

If you are unhappy with how we handle your data, let us know via privacy@openiris.nl. You can also lodge a complaint with the organisation deploying Iris or with the Dutch Data Protection Authority (autoriteitpersoonsgegevens.nl, phone +31 88 180 5250).

11. Changes

We update this policy when our services or the law give reason to. The date and version number at the top indicate the last substantive change. The current version is always available at openiris.nl.