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Data protection and security review
transcripts/21_2026-04-09_data-protection-review.txt
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1*** SYNTHETIC DATA. This transcript is entirely fictional. Acme Org, Northwind
2*** Retail Group, Meridian Consulting and every person named are invented. Any
3*** resemblance to a real organisation or individual is coincidental. Generated
4*** for the RELEX challenge track, AaltoAI Hackathon 2026.
6Meeting: Data protection and security review
7Customer: Acme Org (Grocery Retail, EMEA)
8Date: 2026-04-09
9Phase: Live-Services
10Attendees: Lena Fischer (Acme), Priya Nair (Acme), Katarina Voss (Acme, Data Protection Officer), Marco Rossi (RELEX), Tomas Lindholm (RELEX)
12Katarina Voss
130:060:06
14KV
15Katarina Voss 6 seconds
16I will be direct because I have thirty minutes. I am doing an annual review of processors
17Katarina Voss 16 seconds
18and I have questions I have not had answered before.
19Marco Rossi
200:220:22
21MR
22Marco Rossi 22 seconds
23Go ahead.
24Katarina Voss
250:260:26
26KV
27Katarina Voss 26 seconds
28First, where does our data physically sit?
29Tomas Lindholm
300:300:30
31TL
32Tomas Lindholm 30 seconds
33Okay.
34Tomas Lindholm
350:330:33
36TL
37Tomas Lindholm 33 seconds
38Your environment is hosted in the EU. West Europe region.
39Katarina Voss
400:390:39
41KV
42Katarina Voss 39 seconds
43Named in the agreement?
44Lena Fischer
450:460:46
46LF
47Lena Fischer 46 seconds
48Right.
49Tomas Lindholm
500:480:48
51TL
52Tomas Lindholm 48 seconds
53The region is named, yes.
54Katarina Voss
550:550:55
56KV
57Katarina Voss 55 seconds
58Second. Sub-processors. Our DPA has an annex listing four. Is that still...
59Lena Fischer
601:051:05
61LF
62Lena Fischer 1 minute 5 seconds
63Mm-hm.
64Katarina Voss
651:081:08
66KV
67Katarina Voss 1 minute 8 seconds
68four?
69Tomas Lindholm
701:151:15
71TL
72Tomas Lindholm 1 minute 15 seconds
73I believe
74Tomas Lindholm 1 minute 19 seconds
75it is five now. There
76Marco Rossi
771:241:24
78MR
79Marco Rossi 1 minute 24 seconds
80Yes.
81Tomas Lindholm
821:271:27
83TL
84Tomas Lindholm 1 minute 27 seconds
85is a monitoring monitoring and observability provider that was on the...
86Marco Rossi
871:371:37
88MR
89Marco Rossi 1 minute 37 seconds
90Yeah.
91Katarina Voss
921:411:41
93KV
94Katarina Voss 1 minute 41 seconds
95Added when?
96Marco Rossi
971:481:48
98MR
99Marco Rossi 1 minute 48 seconds
100Yeah.
101Tomas Lindholm
1021:501:50
103TL
104Tomas Lindholm 1 minute 50 seconds
105I would have to check the date.
106Marco Rossi
1071:551:55
108MR
109Marco Rossi 1 minute 55 seconds
110Mm, okay.
111Katarina Voss
1121:581:58
113KV
114Katarina Voss 1 minute 58 seconds
115Were we notified?
116Tomas Lindholm
1172:042:04
118TL
119Tomas Lindholm 2 minutes 4 seconds
120I do not know.
121Katarina Voss
1222:072:07
123KV
124Katarina Voss 2 minutes 7 seconds
125Then that is my first finding. Where is that provider?
126Tomas Lindholm
1272:142:14
128TL
129Tomas Lindholm 2 minutes 14 seconds
130The company is European. I am not certain where all their processing happens and I
131Tomas Lindholm 2 minutes 25 seconds
132would rather find out than guess in front of you.
133Priya Nair
1342:332:33
135PN
136Priya Nair 2 minutes 33 seconds
137Okay, yeah.
138Guest 1
1392:342:34
140G1
141Guest 1 2 minutes 34 seconds
142so Please find out and put it in writing. If any of it...
143Katarina Voss
1442:442:44
145KV
146Katarina Voss 2 minutes 44 seconds
147is.
148Marco Rossi
1492:492:49
150MR
151Marco Rossi 2 minutes 49 seconds
152We will come back within a
153Tomas Lindholm
1542:542:54
155TL
156Tomas Lindholm 2 minutes 54 seconds
157Yeah, yeah.
158Marco Rossi
1592:582:58
160MR
161Marco Rossi 2 minutes 58 seconds
162week.
163Priya Nair
1643:033:03
165PN
166Priya Nair 3 minutes 3 seconds
167Mm.
168Katarina Voss
1693:043:04
170KV
171Katarina Voss 3 minutes 4 seconds
172Third question, and
173Katarina Voss 3 minutes 11 seconds
174this is the one I actually came for. Meeting recordings.
175Lena Fischer
1763:173:17
177LF
178Lena Fischer 3 minutes 17 seconds
179Yeah.
180Lena Fischer
1813:203:20
182LF
183Lena Fischer 3 minutes 20 seconds
184Ah.
185Guest 1
1863:253:25
187G1
188Guest 1 3 minutes 25 seconds
189Yes.
190Guest 1
1913:293:29
192G1
193Guest 1 3 minutes 29 seconds
194actually Every meeting between our teams appears
195Katarina Voss
1963:373:37
197KV
198Katarina Voss 3 minutes 37 seconds
199to be be recorded and transcribed. Who decided
200Lena Fischer
2013:433:43
202LF
203Lena Fischer 3 minutes 43 seconds
204Okay.
205Katarina Voss
2063:473:47
207KV
208Katarina Voss 3 minutes 47 seconds
209that?
210Lena Fischer
2113:533:53
212LF
213Lena Fischer 3 minutes 53 seconds
214Nobody decided. It is on by default.
215Priya Nair
2164:004:00
217PN
218Priya Nair 4 minutes
219Okay.
220Katarina Voss
2214:034:03
222KV
223Katarina Voss 4 minutes 3 seconds
224On whose tenant?
225Marco Rossi
2264:104:10
227MR
228Marco Rossi 4 minutes 10 seconds
229Right.
230Priya Nair
2314:114:11
232PN
233Priya Nair 4 minutes 11 seconds
234like Both, depending on who organises.
235Lena Fischer
2364:174:17
237LF
238Lena Fischer 4 minutes 17 seconds
239Right.
240Katarina Voss
2414:194:19
242KV
243Katarina Voss 4 minutes 19 seconds
244So, so there are transcripts of our staff on your systems and transcripts of your staff on ours, going back how far?
245Marco Rossi
2464:304:30
247MR
248Marco Rossi 4 minutes 30 seconds
249Two years, in our case. Since the first pre-sales
250Marco Rossi 4 minutes 36 seconds
251call.
252Lena Fischer
2534:414:41
254LF
255Lena Fischer 4 minutes 41 seconds
256Yeah.
257Katarina Voss
2584:454:45
259KV
260Katarina Voss 4 minutes 45 seconds
261What is the retention,
262Katarina Voss 4 minutes 48 seconds
263period?
264Marco Rossi
2654:544:54
266MR
267Marco Rossi 4 minutes 54 seconds
268I do not think there is one.
269Tomas Lindholm
2705:005:00
271TL
272Tomas Lindholm 5 minutes
273Yeah.
274Guest 1
2755:045:04
276G1
277Guest 1 5 minutes 4 seconds
278like There is always one. Either,
279Marco Rossi
2805:075:07
281MR
282Marco Rossi 5 minutes 7 seconds
283Exactly.
284Katarina Voss
2855:085:08
286KV
287Katarina Voss 5 minutes 8 seconds
288you have set it or you are keeping it
289Tomas Lindholm
2905:165:16
291TL
292Tomas Lindholm 5 minutes 16 seconds
293Yes.
294Katarina Voss
2955:195:19
296KV
297Katarina Voss 5 minutes 19 seconds
298indefinitely, which is a decision you have made by not making
299Priya Nair
3005:285:28
301PN
302Priya Nair 5 minutes 28 seconds
303Sure.
304Katarina Voss
3055:325:32
306KV
307Katarina Voss 5 minutes 32 seconds
308it.
309Priya Nair
3105:365:36
311PN
312Priya Nair 5 minutes 36 seconds
313Okay, yeah.
314Marco Rossi
3155:405:40
316MR
317Marco Rossi 5 minutes 40 seconds
318So, then we are keeping it indefinitely.
319Katarina Voss
3205:465:46
321KV
322Katarina Voss 5 minutes 46 seconds
323Yeah.
324Katarina Voss
3255:485:48
326KV
327Katarina Voss 5 minutes 48 seconds
328Yeah so, what that is the...
329Lena Fischer
3305:515:51
331LF
332Lena Fischer 5 minutes 51 seconds
333Everything. Whatever anyone said.
334Katarina Voss
3355:555:55
336KV
337Katarina Voss 5 minutes 55 seconds
338Yep.
339Katarina Voss
3405:595:59
341KV
342Katarina Voss 5 minutes 59 seconds
343Give me an example of something in there that so...
344Priya Nair
3456:056:05
346PN
347Priya Nair 6 minutes 5 seconds
348One of my team explained on if the...
349Priya Nair 6 minutes 14 seconds
350needed to move a so...
351Marco Rossi
3526:216:21
353MR
354Marco Rossi 6 minutes 21 seconds
355Yeah.
356Priya Nair
3576:256:25
358PN
359Priya Nair 6 minutes 25 seconds
360was a family court date. That is in a transcript somewhere.
361Katarina Voss
3626:326:32
363KV
364Katarina Voss 6 minutes 32 seconds
365kind of like Whose?
366Marco Rossi
3676:376:37
368MR
369Marco Rossi 6 minutes 37 seconds
370Yeah.
371Priya Nair
3726:416:41
373PN
374Priya Nair 6 minutes 41 seconds
375Elin Bergqvist. She is
376Tomas Lindholm
3776:476:47
378TL
379Tomas Lindholm 6 minutes 47 seconds
380Yeah.
381Priya Nair
3826:486:48
383PN
384Priya Nair 6 minutes 48 seconds
385my integration team. It was the workshop on the eleventh September, sort of so it is in
386Priya Nair 6 minutes 59 seconds
387that recording.
388Katarina Voss
3897:067:06
390KV
391Katarina Voss 7 minutes 6 seconds
392And she does not know it...
393Guest 1
3947:127:12
395G1
396Guest 1 7 minutes 12 seconds
397is there.
398Priya Nair
3997:177:17
400PN
401Priya Nair 7 minutes 17 seconds
402Yes.
403Priya Nair
4047:217:21
405PN
406Priya Nair 7 minutes 21 seconds
407She does not know it exists.
408Katarina Voss
4097:277:27
410KV
411Katarina Voss 7 minutes 27 seconds
412Hmm.
413Katarina Voss 7 minutes 30 seconds
414Yes. That is the kind of thing.
415Marco Rossi
4167:357:35
417MR
418Marco Rossi 7 minutes 35 seconds
419We also
420Marco Rossi 7 minutes 40 seconds
421had a request in November from one of your colleagues to remove a health reference from our notes.
422Katarina Voss
4237:527:52
424KV
425Katarina Voss 7 minutes 52 seconds
426Yeah.
427Guest 1
4287:537:53
429G1
430Guest 1 7 minutes 53 seconds
431Was it removed?
432Marco Rossi
4338:008:00
434MR
435Marco Rossi 8 minutes
436From the notes we knew about. I committed to finding the others...
437Katarina Voss
4388:068:06
439KV
440Katarina Voss 8 minutes 6 seconds
441True.
442Marco Rossi
4438:088:08
444MR
445Marco Rossi 8 minutes 8 seconds
446and I have not closed
447Katarina Voss
4488:158:15
449KV
450Katarina Voss 8 minutes 15 seconds
451So a data subject made an erasure request in November and...
452Katarina Voss 8 minutes 21 seconds
453Sorry, what?
454Katarina Voss 8 minutes 24 seconds
455it is April.
456Marco Rossi
4578:298:29
458MR
459Marco Rossi 8 minutes 29 seconds
460Okay so, yes.
461Katarina Voss
4628:348:34
463KV
464Katarina Voss 8 minutes 34 seconds
465Okay, yeah.
466Katarina Voss
4678:388:38
468KV
469Katarina Voss 8 minutes 38 seconds
470I appreciate you telling me rather for the...
471Katarina Voss 8 minutes 46 seconds
472I will send you the four actions in writing this afternoon so there
473Lena Fischer
4748:568:56
475LF
476Lena Fischer 8 minutes 56 seconds
477Okay, yeah.
478Katarina Voss
4798:598:59
480KV
481Katarina Voss 8 minutes 59 seconds
482is no ambiguity about what I asked for.
483Marco Rossi
4849:049:04
485MR
486Marco Rossi 9 minutes 4 seconds
487Okay so, basically Please do.
488Tomas Lindholm
4899:079:07
490TL
491Tomas Lindholm 9 minutes 7 seconds
492Yeah.
493Marco Rossi
4949:089:08
495MR
496Marco Rossi 9 minutes 8 seconds
497It would have been worse to have you find it.
498Lena Fischer
4999:139:13
500LF
501Lena Fischer 9 minutes 13 seconds
502Yeah.
503Katarina Voss
5049:169:16
505KV
506Katarina Voss 9 minutes 16 seconds
507It would. Here is what I want. A retention period, stated.
508Tomas Lindholm
5099:249:24
510TL
511Tomas Lindholm 9 minutes 24 seconds
512Yeah.
513Katarina Voss
5149:259:25
515KV
516Katarina Voss 9 minutes 25 seconds
517A written answer on
518Katarina Voss 9 minutes 30 seconds
519the fifth sub-processor. Confirmation that the November request request is fully closed, with a list
520Tomas Lindholm
5219:419:41
522TL
523Tomas Lindholm 9 minutes 41 seconds
524Okay.
525Katarina Voss
5269:439:43
527KV
528Katarina Voss 9 minutes 43 seconds
529of where the data was. And going forward, a position on what happens but the...
530Guest 1
5319:559:55
532G1
533Guest 1 9 minutes 55 seconds
534So...
535Katarina Voss
5369:579:57
537KV
538Katarina Voss 9 minutes 57 seconds
539at the
540Tomas Lindholm
54110:0110:01
542TL
543Tomas Lindholm 10 minutes 1 second
544Mm, okay.
545Katarina Voss
54610:0510:05
547KV
548Katarina Voss 10 minutes 5 seconds
549moment the position is that we...
550Priya Nair
55110:1210:12
552PN
553Priya Nair 10 minutes 12 seconds
554Right.
555Katarina Voss
55610:1610:16
557KV
558Katarina Voss 10 minutes 16 seconds
559accumulate everything and hope.
560Priya Nair
56110:2310:23
562PN
563Priya Nair 10 minutes 23 seconds
564Sure.
565Tomas Lindholm
56610:2510:25
567TL
568Tomas Lindholm 10 minutes 25 seconds
569That is a,
570Priya Nair
57110:2810:28
572PN
573Priya Nair 10 minutes 28 seconds
574Mm, okay.
575Tomas Lindholm
57610:2910:29
577TL
578Tomas Lindholm 10 minutes 29 seconds
579fair summary of the position.
580Priya Nair
58110:3610:36
582PN
583Priya Nair 10 minutes 36 seconds
584Okay.
585Katarina Voss
58610:3710:37
587KV
588Katarina Voss 10 minutes 37 seconds
589One more thing. I have seen a document that describes one...
590Katarina Voss 10 minutes 46 seconds
591of your own people as, I mean and
592Katarina Voss 10 minutes 54 seconds
593I am paraphrasing, the person whose judgement determines whether the project succeeds.
594Marco Rossi
59511:0311:03
596MR
597Marco Rossi 11 minutes 3 seconds
598Well, right...
599Lena Fischer
60011:1011:10
601LF
602Lena Fischer 11 minutes 10 seconds
603Yeah.
604Marco Rossi
60511:1311:13
606MR
607Marco Rossi 11 minutes 13 seconds
608That would,
609Marco Rossi 11 minutes 20 seconds
610be about one of your people, not ours.
611Tomas Lindholm
61211:2611:26
613TL
614Tomas Lindholm 11 minutes 26 seconds
615Okay.
616Guest 1
61711:2711:27
618G1
619Guest 1 11 minutes 27 seconds
620It does not name her.
621Marco Rossi
62211:3411:34
623MR
624Marco Rossi 11 minutes 34 seconds
625No.
626Katarina Voss
62711:3711:37
628KV
629Katarina Voss 11 minutes 37 seconds
630you know It says the fresh category
631Tomas Lindholm
63211:4211:42
633TL
634Tomas Lindholm 11 minutes 42 seconds
635Yeah.
636Guest 1
63711:4611:46
638G1
639Guest 1 11 minutes 46 seconds
640manager with sole knowledge of the categories.
641Katarina Voss
64211:5311:53
643KV
644Katarina Voss 11 minutes 53 seconds
645We have one of
646Katarina Voss 11 minutes 57 seconds
647those. So it names her perfectly well without using her name,
648Tomas Lindholm
64912:0512:05
650TL
651Tomas Lindholm 12 minutes 5 seconds
652Sure.
653Katarina Voss
65412:0912:09
655KV
656Katarina Voss 12 minutes 9 seconds
657and it is an assessment of an individual's competence held by a third party, which she has never seen.
658Marco Rossi
65912:2212:22
660MR
661Marco Rossi 12 minutes 22 seconds
662Yes.
663Marco Rossi
66412:2312:23
665MR
666Marco Rossi 12 minutes 23 seconds
667That is correct and I had not thought about it that way.
668Priya Nair
66912:3012:30
670PN
671Priya Nair 12 minutes 30 seconds
672Right.
673Katarina Voss
67412:3312:33
675KV
676Katarina Voss 12 minutes 33 seconds
677Most people have not. Removing a name is not anonymisation if one person fits the description.
678Lena Fischer
67912:4512:45
680LF
681Lena Fischer 12 minutes 45 seconds
682Katarina, is this going to stop the project.
683Marco Rossi
68412:5312:53
685MR
686Marco Rossi 12 minutes 53 seconds
687Yes.
688Guest 1
68912:5512:55
690G1
691Guest 1 12 minutes 55 seconds
692No. It is going to generate four actions and some discomfort, which is my job.
693Tomas Lindholm
69413:0613:06
695TL
696Tomas Lindholm 13 minutes 6 seconds
697Understood.
698Katarina Voss
69913:1213:12
700KV
701Katarina Voss 13 minutes 12 seconds
702There is a fifth thing and I am not going to make it an action, because I
703Katarina Voss 13 minutes 19 seconds
704cannot work out who it would be for.
705Marco Rossi
70613:2613:26
707MR
708Marco Rossi 13 minutes 26 seconds
709Go on.
710Katarina Voss
71113:2913:29
712KV
713Katarina Voss 13 minutes 29 seconds
714We have agreed a retention period. Twelve months on the recordings.
715Katarina Voss 13 minutes 36 seconds
716I have been trying to find where that actually happens and I cannot find
717Katarina Voss 13 minutes 42 seconds
718anywhere that it does.
719Priya Nair
72013:4913:49
721PN
722Priya Nair 13 minutes 49 seconds
723It is four different teams writing into the same place.
724Guest 1
72513:5513:55
726G1
727Guest 1 13 minutes 55 seconds
728Yes. And they each write a different shape, so there is no one record I
729Guest 1 14 minutes 2 seconds
730can attach the rule to. If they all looked the same I could put a date on
731Guest 1 14 minutes 8 seconds
732it and be finished.
733Tomas Lindholm
73414:1514:15
735TL
736Tomas Lindholm 14 minutes 15 seconds
737Could we change the shape?
738Guest 1
73914:1914:19
740G1
741Guest 1 14 minutes 19 seconds
742The one that went first cannot carry a date at all. It was never designed
743Guest 1 14 minutes 26 seconds
744to. And everything since has copied it.
745Lena Fischer
74614:3414:34
747LF
748Lena Fischer 14 minutes 34 seconds
749So we have a commitment and no way to keep it.
750Guest 1
75114:4014:40
752G1
753Guest 1 14 minutes 40 seconds
754We have a commitment and nobody whose job it is. Those are different
755Guest 1 14 minutes 47 seconds
756problems and I would like the second one solved first.
757Marco Rossi
75814:5514:55
759MR
760Marco Rossi 14 minutes 55 seconds
761Mm.