Legal notices & policies.

The European Commission provides a platform for online dispute resolution (ODR): https://ec.europa.eu/consumers/odr/ — our email address can be found above in this imprint.

We are not willing or obligated to participate in dispute resolution proceedings before a consumer arbitration board.

As a service provider, we are responsible for our own content on these pages in accordance with general law pursuant to § 7 para. 1 TMG. However, pursuant to §§ 8–10 TMG, we are not obligated as a service provider to monitor transmitted or stored third-party information, or to investigate circumstances indicating illegal activity. Obligations to remove or block the use of information under general law remain unaffected. Liability in this regard is only possible from the point at which a specific infringement becomes known. Upon becoming aware of such infringements, we will remove the content immediately.

Our site contains links to external third-party websites over whose content we have no influence. We therefore accept no liability for this external content. The respective provider or operator of the linked pages is always responsible for their content. The linked pages were checked for possible legal violations at the time of linking; no illegal content was identifiable at that time. Permanent monitoring of linked pages’ content is not reasonable without concrete evidence of a legal violation. Upon becoming aware of legal violations, we will remove such links immediately.

Content and works created by the site operator on these pages are subject to German copyright law. Duplication, editing, distribution, or any use beyond the limits of copyright law requires the written consent of the respective author or creator. Downloads and copies of this site are permitted for private, non-commercial use only. Third-party content is identified as such and third-party copyrights are respected. If you become aware of a copyright infringement, please notify us — we will remove such content immediately.

• These Terms apply to all contracts between Prolumios GmbH, Siebenbrückenweg 5, 84034 Landshut, Germany (“Prolumios”) and its customers regarding use of the Prolumios software platform.
• Prolumios’ offering is directed exclusively at businesses within the meaning of § 14 BGB (German Civil Code) and legal entities under public law.
• Deviating customer terms are not recognized unless Prolumios expressly agrees to them in writing.

• Prolumios provides a cloud-based Software-as-a-Service (SaaS) solution for the automated recording, transcription, and AI-powered analysis of sales conversations.
• The scope of functions includes in particular:
  • The technical recording of audio and video data.
  • A technical process for obtaining consent (e.g., by email opt-in or status query).
  • AI-based creation of transcripts and summaries.
  • The provision of sales metrics and CRM interfaces.
• Prolumios aims for 99% service availability on an annual average, excluding maintenance downtime.

• The contract is concluded by completing the online order process, or by signing an individual offer.
• If a free trial is offered, usage ends automatically at trial expiry unless a paid subscription is started.

• Legal responsibility: The customer is solely responsible, under GDPR, for the lawfulness of call recordings, and must ensure the requirements of Art. 6 GDPR and § 201 of the German Criminal Code (confidentiality of the spoken word) are met.
• Consent process: Prolumios provides technical tools (e.g., consent by email click) to support the customer in obtaining consent. The customer is obliged:
  • To ensure that all call participants have validly consented before the recording begins.
  • Verbal follow-up obligation: If a participant has not confirmed the recording digitally in advance, the customer (or their employee) must obtain consent verbally at the start of the call. The recording function may not be started without unambiguous consent.
• Indemnification: The customer indemnifies Prolumios against third-party claims (including regulatory fines or legal defense costs) arising from recording without valid consent or other unlawful use of the software.
• Access credentials: The customer must protect their login credentials from unauthorized access.

• Prolumios grants the customer a simple, non-transferable right to use the software as intended, for the contract term.
• All rights to the software and algorithms remain with Prolumios. Reverse engineering is prohibited.

• Fees follow the selected plan. All prices are subject to statutory VAT.
• Payment is due in advance. Prolumios may suspend access after prior notice in the event of payment default.

• Prolumios is liable without limitation for intent, gross negligence, and injury to life, body, or health.
• For slight negligence, Prolumios is liable only for breach of a material contractual (cardinal) obligation, limited to foreseeable, contract-typical damage.
• AI results: Since AI analyses are probability-based, Prolumios accepts no liability for the accuracy or completeness of transcripts and analyses.
• Prolumios is not liable for damages arising from the customer’s failure to obtain required participant consent.

• Both parties comply with GDPR.
• Since Prolumios processes data on the customer’s behalf, the parties will enter into a Data Processing Agreement (DPA) under Art. 28 GDPR.

• The contract renews automatically for the selected base term unless terminated with 14 days’ notice before the billing period ends.
• The right to extraordinary termination for good cause is unaffected.

• German law applies. Place of jurisdiction is Landshut.
• Should individual provisions be invalid, the remaining provisions stay valid.

Prolumios GmbH follows a “Privacy & AI by Design” approach. Our infrastructure is designed not only to manage data lawfully, but to actively protect it from unauthorized access through technological safeguards.

• No third-party training: We guarantee customer data is never used to train public AI models (e.g., from OpenAI, Google, or Microsoft).
• Data sovereignty: Processing takes place in isolated tenant environments, technically ruling out any mixing of data sets.

All application logic and databases are hosted with AWS.

• Data localization: Storage takes place exclusively in the AWS region eu-central-1 (Frankfurt am Main, Germany).
• Encryption: AES-256 for data at rest, TLS 1.2 or higher for data in transit.
• Access protection: Strict IAM roles and mandatory multi-factor authentication (MFA) for all system administrators.

Used to host the marketing website (frontend), based in the EU. Primarily processes log files and cookies.

Once you use our software to record, Prolumios GmbH processes audio and video data, and the resulting text data.

• Purpose: Automatic creation of transcripts, AI-powered summaries, and performance analyses to optimize sales conversations.
• Legal basis & consent (opt-in): Recording takes place solely on the basis of voluntary, explicit consent under Art. 6(1)(a) GDPR.
• Two-stage consent process:
  • Digital opt-in: Participants receive advance notice (e.g., by email) letting them actively decide, by clicking, whether the meeting should be recorded.
  • Verbal backup procedure: If no digital confirmation exists before the meeting starts, the host must obtain consent verbally at the start of the call. Recording may not be technically started until all participants have explicitly consented (verbally or via chat confirmation).
• Withdrawal: Consent can be withdrawn at any time with future effect (e.g., verbally during the meeting, or by message to the contact details above).
• In-house AI: Our AI models run locally on our secured AWS instances. Transcripts are not shared with external third-party AI providers unless a customer explicitly activates an integration.

Implemented to ensure security of processing under Art. 32 GDPR:

• Pseudonymization: Personal data decoupled from analytics metrics wherever possible.
• Physical access control: Data centers physically secured by AWS.
• Access control: Password policies, 2FA/MFA, automated lockout on suspicious login attempts.
• Availability control: Daily backups and a disaster recovery plan.

In addition to the rights to information, erasure, and rectification (Art. 15–17 GDPR):

• Right to restriction: You can request specific conversations be excluded from AI analysis.
• Accountability: We log consent status to meet our accountability obligation under Art. 7(1) GDPR.
• Right to complain: The competent authority is the Bavarian State Office for Data Protection Supervision (BayLDA).

We use a consent management tool. Only technically necessary cookies are set immediately; analytics cookies (e.g., Google Analytics) activate only after explicit opt-in.

Data is stored only as long as necessary for its purpose or required by statutory retention periods.

• User-controlled deletion: Transcripts and recordings can be manually deleted by the customer at any time.
• Declining to record: If neither digital nor verbal confirmation is given, no recording takes place.

Prolumios uses Google APIs to access Google Calendar events and Google Drive recordings on behalf of users, solely to enable transcription, summarization, and scheduling within the Prolumios platform.

The use of raw or derived user data received from Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements.

Google user data is never shared with third parties, never used to train AI models, and never used for advertising. Users can disconnect their Google account and revoke access at any time.