Privacy Policy

Vizavi AI Inc., a Delaware corporation, operates the Vizavi Service. Our address is 131 Continental Dr., Suite 305, Newark, Delaware 19713, United States. Contact privacy@vizavi.ai for privacy matters, legal@vizavi.ai for legal notices, or support@vizavi.ai for support.

This notice covers our websites and official interfaces, accounts, meeting capture, connected sources, AI features, collaboration, billing and support. It also describes processing involving people whose information appears in content supplied by others, including meeting participants, employees, customers and business contacts who do not have a Vizavi account.

Vizavi determines processing for its own account administration, billing, service security and business communications. Where an organization determines the purposes of processing its business content and Vizavi acts on its instructions, the organization is the controller or business and Vizavi is its processor or service provider, as applicable. A customer’s own notice and applicable data processing agreement also govern that processing. Roles depend on the actual activity; this notice does not override applicable law or an executed DPA.

This notice explains processing; acknowledging it is not blanket consent to optional marketing, model training, recording other people or new purposes. Where consent is required, it must be obtained for the relevant activity.

• Business Data Processing Addendum

We receive data from you, authorized workspace members, connected systems, meeting participants, payment and support providers, and automatically from interactions with the Service. The categories depend on the features and sources used. Personal data includes derived information where it relates to an identifiable person; an embedding, inferred relationship or pseudonymous identifier is not necessarily anonymous.

Where Vizavi is the controller and the relevant law requires a legal basis, we use the bases below for the corresponding activities. We do not rely on our contract with an account holder as a universal legal basis for all other people’s data. For content processed on a customer’s instructions, the customer establishes the applicable basis and instructions.

Our legitimate interests include protecting the Service and people from misuse, resolving support issues and operating a reliable business. Where that basis applies, we consider effects on individuals and applicable rights to object.

To provide an enabled feature, Vizavi may transmit necessary audio, text, prompts, selected source passages and contextual metadata to external speech-recognition, language-model or embedding providers. Providers return transcripts, representations or generated results that may be stored in Vizavi alongside the source content. Internal hosting of your account does not mean all processing occurs only on Vizavi infrastructure.

Search, company memory and analysis can connect information across permitted sources and produce inferences about accounts, relationships, commitments and risks. These outputs can be inaccurate, incomplete or misleading. Users should inspect the supporting evidence and correct errors. If enabled, briefs or monitors may process selected sources on a recurring basis until the rule is disabled.

The content license in our Terms does not authorize Vizavi to train a general-purpose AI model on your content. A separate, specific agreement is required for use of identifiable customer content in model training or human-reviewed evaluation outside delivering or supporting the requested service; restrictions on source data continue to apply.

A provider’s training terms, operational retention, abuse monitoring and prompt caching are separate matters. Some standard provider terms permit model improvement unless restricted by a contract or account setting. Do not assume that every feature has a no-training or zero-retention configuration. Consult the provider notice and request confirmation of the arrangement for your deployment before supplying content subject to such requirements. Reading this notice does not itself authorize an undisclosed secondary use.

• AI and service providers

Vizavi’s use and transfer of information received from Google Workspace APIs will adhere to the Google API Services User Data Policy, including its Limited Use requirements.

When you enable a Google integration, the connection flow identifies the requested access. Google data is used for the appropriate, visible user-facing functionality you enable, within the authorized scope. We do not use Google Workspace data to serve advertisements or to develop, improve or train generalized or non-personalized AI or machine-learning models. These restrictions also apply to derived data and are not overridden by a general content license or feedback submission.

Transfers and human access to Google data are limited to what the Google policies permit. Human access requires documented permission for specific data unless a permitted security, legal or aggregated/anonymized internal-operations exception applies. Disconnect the integration and revoke its access in your Google account to stop future authorized retrieval; separately request deletion of retained imported content as explained in our retention notice.

• Google API Services User Data Policy
• Google Workspace Limited Use requirements
• Retention and deletion

Content may be disclosed to members, administrators, invitees or link recipients according to the selected access mode and applicable workspace policies. A share link may allow access by anyone who obtains it if that mode is selected. Revocation cannot recall a copy already downloaded or sent to another system.

A company workspace is governed by its organization’s access and retention rules. Do not assume that a company account is private from the organization. Equally, an administrator role is not a universal permission to access every connected source: source permissions and enabled workspace policies matter. Personal notes should be treated as owner-only only when the feature and applicable policy expressly provide that scope. Contact the organization about access, offboarding and its own use of employee information.

Vizavi may use infrastructure, storage, AI, payment, communications and support providers for the disclosed purposes. A user-connected destination can also be a separate recipient operating under its own terms. We may disclose information where legally required, to protect rights or investigate abuse, or in a business reorganization subject to applicable safeguards and source-specific restrictions. Google-data transfers remain subject to Section 5.

Authorized personnel may access information as necessary to provide requested support, operate and secure the Service, investigate incidents or comply with law. Access must have an authorized purpose and is subject to confidentiality and applicable source restrictions. Sending a support request is not permission for unrestricted review of all workspace content.

We do not offer customer business content for sale to data brokers or license that content for third-party advertising. Optional analytics and any advertising technology must be assessed separately under the applicable definitions of sale or sharing; the cookie and regional choices below remain available.

The person or organization initiating capture must establish the authority and legal grounds to record, notify participants and obtain consent where required, including for transcription, AI analysis and sharing. A platform’s recording indicator or access permission is not always sufficient to meet every participant’s applicable law. Vizavi’s own legal obligations are not displaced by these responsibilities.

Recordings or connected content may incidentally contain sensitive information. Do not submit health information requiring a HIPAA business associate agreement, biometric identifiers for identification, payment-card security data, children’s data or other specially regulated information unless the intended processing has been expressly approved in writing and the required agreements and safeguards are in place. Speaker labels and voice processing can require additional assessment; we do not represent that all recording or diarization uses are exempt from biometric rules.

The Service is intended for adults and is not directed to children under 18. Contact privacy@vizavi.ai if a child has supplied personal data so that we can investigate and take the action required by law.

Retention depends on the data category, active service purpose, customer instructions, agreed retention settings, legal obligations and unresolved claims. We do not retain identifiable content merely because it could be useful for an unspecified future purpose. Our retention notice explains these criteria and the differences between disconnecting a source, canceling a subscription, deleting an account and deleting workspace content.

Deletion may involve active databases, files, search indexes, derived content and provider-side copies. Restricted backups and legally required records may remain for their applicable lifecycle. We do not promise immediate erasure from every system or from copies controlled by recipients. Contact us for the applicable deployment schedule or a deletion request.

• Data Retention and Deletion

We use organizational and technical safeguards designed for the nature and risks of processing, including access restrictions, authentication, protected communications and operational security measures. The applicable DPA or written security schedule sets out contractual commitments for a business deployment. No online service can guarantee absolute security; this does not limit our legal duties to protect data or to give required incident notices.

Report suspected unauthorized access promptly to support@vizavi.ai. Avoid sending passwords, access tokens or unnecessary sensitive content in ordinary email.

Vizavi is a United States company. Depending on your deployment and connected providers, data may be processed in the United States and other countries where the relevant providers or authorized personnel operate. A storage region alone does not establish that all support, inference or onward processing stays in that region.

Where a transfer requires a legal safeguard, the applicable arrangement must use a valid mechanism, such as an adequacy decision or appropriate contractual safeguards and supplementary measures where required. We do not claim that website use constitutes blanket transfer consent, that every provider has a particular certification, or that the Service universally satisfies data-localization rules. Contact privacy@vizavi.ai for information about destinations and safeguards applicable to your processing. Deployment-specific residency commitments require written agreement.

Depending on applicable law and our role, you may have rights to know or access personal data, obtain a portable copy, correct inaccuracies, request deletion, restrict processing, object to processing, withdraw consent, and complain to a competent supervisory authority. Where applicable, you may also challenge qualifying automated decisions. We do not offer the Service as a substitute for the legally required human decision-maker in significant decisions about people.

Email privacy@vizavi.ai with the relevant account or organization and the request. You do not need to create an account to make a request. We may proportionately verify identity or the authority of an authorized agent, and will respond within applicable statutory time limits, explaining any lawful extension or refusal. We do not unlawfully discriminate against people for exercising privacy rights. Withdrawing consent does not undo processing lawfully completed before withdrawal.

If we process the requested business content for an organization, we will direct the request to or assist that organization as appropriate. Account deletion by an individual does not automatically erase an organization’s independently controlled records. Requests involving other people’s information may require redaction or a different form of access.

Where United States state privacy laws apply, the categories, sources, purposes and recipient categories are described above. Applicable rights may include an appeal of a denied request, opting out of sale, sharing or targeted advertising, and limits on certain uses of sensitive data. Send requests or appeals to privacy@vizavi.ai. Browser Global Privacy Control is respected by our optional analytics controls; a signal does not itself delete previously stored account content. Applicable statutory exceptions and business-to-business role distinctions still apply.

• Cookie choices

The version date identifies this edition. We will provide notice of material changes through the Service or appropriate contact channels and obtain additional consent where required before a new consent-based use. A new notice does not retroactively authorize incompatible processing or override an existing customer’s signed agreement. Translated explanatory material does not remove any mandatory right to understandable information.