Last updated December 2025

AI Use & Data Handling

This page explains how streamGo uses AI features, what information may be processed, how we protect it, and the choices available to our customers.

This statement is intended to be read alongside our Privacy Policy and our Terms & Conditions (including our data processing terms and list of authorised sub-processors).

In summary, streamGo uses AI to:

• summarise webinar transcriptions;

• highlight top audience questions; and

• provide an AI-assisted support chatbot for troubleshooting common audience/platform issues.

To support “search within video/transcript”, we may also generate and store vector embeddings (a mathematical representation of transcript text) to improve search and retrieval within the platform.

What information may be processed

Depending on the features enabled for an account, AI processing may involve:

• webinar transcript text (generated from a customer’s webinar content);

• audience questions submitted during a webinar;

• support messages sent to the streamGo support chatbot.

Because the above can include free-text user-generated content, it may occasionally contain personal data. Users should avoid including sensitive personal information, credentials, payment details, or other highly confidential information in free-text fields.

What we do not intentionally send

We do not intentionally submit:

• special category (sensitive) personal data;

• payment card data;

• account credentials, API keys, secrets, or passwords; or

• other highly confidential information.

We apply controls to reduce the risk of accidental inclusion (see “Controls and safeguards” below).

How we use AI

1. Transcript summaries: We may process transcript text to generate a concise summary and key takeaways.

2. Top audience questions: We may process audience Q&A to highlight common themes and the most submitted/most relevant questions.

3. AI-assisted support chatbot: We may process support chat messages to provide troubleshooting guidance and help users resolve common issues.

4. Video/transcript search (embeddings): We may generate and store vector embeddings of transcript text to support search and retrieval (for example, searching for moments in a webinar recording by topic). Embeddings are treated as protected derived data and are retained and secured in line with the underlying transcript content.

Controls and safeguards

AI features are governed through our Information Security Management System (ISMS) and associated procedures. Key controls include:

• Data minimisation: only the minimum text required is processed for the intended purpose.

• Access control: only authorised personnel and systems can access AI configurations and related data.

• Secure development: AI features are designed and tested to reduce misuse, including handling malicious or inappropriate inputs.

• Change control: material changes to AI behaviour (including prompt or model changes) follow controlled release processes.

• Monitoring and rate limiting: controls are in place to detect abuse and reduce operational risk.

• Incident response: AI-related security events are handled under our security incident management process.

Our AI service provider

Where AI inference is provided by a third-party AI service provider, streamGo uses OpenAI’s API for the features described above.

OpenAI states that data sent via its API is not used to train or improve its models by default unless a customer explicitly opts in, and that API inputs/outputs may be retained for a limited period for abuse monitoring and service provision (and may be retained longer where legally required).

Our authorised sub-processors are listed in our Terms & Conditions.

Data protection roles

For platform usage relating to customer events:

• The event organiser (our customer) is typically the data controller.

• streamGo acts as a data processor, processing data on the organiser’s instructions to provide the service.

For website enquiries and direct commercial relationships (for example, sales and supplier communications), streamGo may act as a data controller as described in our Privacy Policy.

Retention

We retain transcripts, AI outputs, chatbot logs and embeddings in line with:

• our contract with the customer;

• the customer’s configuration and instructions; and

• our retention and security requirements.

Customer choices and configuration

If you have specific requirements (for example, disabling certain AI features for your account, or agreeing additional contractual assurances), please contact us and we will work with you to agree an appropriate approach.

If you have any questions about this statement or our security controls, please contact: talk@streamgo.events