Privacy Policy

Last Updated: October 14, 2025

1. Introduction

Aivery ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our meeting intelligence service.

2. Information We Collect

2.1 Information You Provide

  • Account Information: Name, email, company, phone number
  • Payment Information: Credit card details (processed by Stripe)
  • Meeting Content: Audio recordings, transcriptions, notes
  • Profile Data: Job title, department, preferences

2.2 Automatically Collected Information

  • Usage Data: Features used, pages viewed, time spent
  • Device Information: Browser type, operating system, IP address
  • Log Data: Access times, error logs, performance data
  • Cookies: See our Cookie Policy below

2.3 Information from Third Parties

  • CRM Data: Contact and deal information from Salesforce, HubSpot, etc.
  • Calendar Data: Meeting schedules from Google Calendar, Outlook
  • Video Platform Data: Meeting metadata from Zoom, Teams, Meet

3. How We Use Your Information

3.1 Service Delivery

  • Provide and maintain the Service
  • Process and transcribe meeting recordings
  • Generate AI summaries and insights
  • Sync data with your CRM
  • Send notifications and follow-ups

3.2 Service Improvement

  • Analyze usage patterns to improve features
  • Train AI models (using anonymized data only)
  • Conduct research and development
  • Fix bugs and technical issues

3.3 Communication

  • Send service updates and announcements
  • Respond to support requests
  • Send marketing communications (with consent)
  • Notify of important changes

3.4 Legal and Security

  • Comply with legal obligations
  • Enforce our Terms of Service
  • Protect against fraud and abuse
  • Maintain security and integrity

4. Data Sharing and Disclosure

4.1 We Share Data With:

Service Providers:

  • Cloud hosting (AWS, Google Cloud)
  • Payment processing (Stripe)
  • Analytics (PostHog)
  • Email services (SendGrid)

Business Partners:

  • CRM platforms (with your authorization)
  • Video conferencing platforms
  • Calendar services

Legal Requirements:

  • When required by law or subpoena
  • To protect our rights or safety
  • In connection with business transfers

4.2 We Never:

  • Sell your personal data
  • Use your meeting content for advertising
  • Share data with competitors
  • Provide access without authorization

5. Data Security

5.1 Security Measures

  • Encryption: TLS 1.3 in transit, AES-256 at rest
  • Access Controls: Role-based access, MFA available
  • Network Security: Firewalls, intrusion detection
  • Monitoring: 24/7 security monitoring and alerts
  • Audits: Regular third-party security assessments

5.2 Data Retention

  • Active accounts: Data retained as long as account is active
  • Deleted accounts: Data deleted within 30 days
  • Backups: Retained for 90 days for disaster recovery
  • Legal holds: Retained as required by law

6. Your Rights and Choices

6.1 Access and Control

  • Access: Request a copy of your data
  • Correction: Update inaccurate information
  • Deletion: Request data deletion (right to be forgotten)
  • Portability: Export your data in machine-readable format
  • Restriction: Limit how we process your data

6.2 Communication Preferences

  • Opt-out of marketing emails (unsubscribe link)
  • Manage notification settings in your account
  • Contact us to update preferences

6.3 Cookie Choices

  • Browser settings to block cookies
  • Opt-out of analytics tracking
  • Cookie consent banner controls

7. International Data Transfers

  • Data may be processed in the United States and other countries
  • We use Standard Contractual Clauses for EU data transfers
  • EU-U.S. Data Privacy Framework compliance
  • Adequate safeguards for cross-border transfers

8. Children's Privacy

  • Service is not intended for users under 18
  • We do not knowingly collect data from children
  • Contact us if we inadvertently collected child data

9. California Privacy Rights (CCPA)

California residents have the right to:

  • Know what personal information is collected
  • Know if personal information is sold or disclosed
  • Say no to the sale of personal information
  • Access personal information
  • Request deletion of personal information
  • Not be discriminated against for exercising rights

Do Not Sell My Personal Information: We do not sell personal information.

10. European Privacy Rights (GDPR)

10.1 Legal Basis for Processing

  • Contract: To provide services you requested
  • Consent: For marketing and optional features
  • Legitimate Interest: For service improvement and security
  • Legal Obligation: To comply with laws

10.2 Data Protection Officer

Contact our DPO:

10.3 Supervisory Authority

You have the right to lodge a complaint with your local data protection authority.

11. Cookie Policy

11.1 Types of Cookies We Use

Essential Cookies:

  • Authentication and security
  • Service functionality
  • Load balancing

Analytics Cookies:

  • Usage statistics
  • Performance monitoring
  • Feature effectiveness

Marketing Cookies:

  • Ad campaign tracking
  • Conversion measurement
  • Retargeting (with consent)

11.2 Managing Cookies

  • Browser settings to block/delete cookies
  • Cookie consent banner preferences
  • Opt-out tools (see links below)

12. Changes to This Policy

  • We may update this policy periodically
  • Material changes will be notified via email
  • Continued use after changes constitutes acceptance
  • Previous versions available upon request

13. Contact Us

For privacy questions or requests:

Email: privacy@aivery.ai Address: [Company Address] Phone: [Support Phone] Online Form: https://aivery.ai/contact

Response Time: We respond to requests within 30 days.

Data Processing Addendum (DPA)

For customers requiring a Data Processing Addendum (for GDPR compliance), please contact legal@aivery.ai.

Transparency Report

We publish an annual transparency report detailing:

  • Government data requests received
  • User data access statistics
  • Security incidents (if any)
  • Compliance certifications

Available at: https://aivery.ai/transparency

Effective Date: October 14, 2025

This Privacy Policy was last updated on October 14, 2025.