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Current as of 4 Jan 2025
Privacy Policy
Your privacy is important to us at Voxerion. We respect your privacy regarding any information we may collect from you across our website.
At Voxerion, we understand that your meetings contain sensitive discussions, strategic decisions, and important team dynamics.
As an AI-powered meeting assistant that helps leaders better communicate with their teams, we take our role as guardians of your information seriously. We know that effective leadership requires trust, and that starts with how we handle your data. Our commitment to privacy goes beyond compliance – it’s about respecting the confidential nature of your business conversations, protecting your team’s insights, and ensuring you maintain complete control over your information. We’ve built our service with privacy by design, implementing rigorous security measures and transparent data practices. Our goal is to help you become a better leader while ensuring your business conversations and insights remain secure and private. If you have privacy inquiries, you can reach privacy@Voxerion.com for all privacy-related questions. The response time is 48 business hours. In case you have Flex or Business plans, you also have access to our Data Protection Officer when needed. For regional rights, you can also request support from our Local Privacy Representatives.
As an AI-powered meeting assistant that helps leaders better communicate with their teams, we take our role as guardians of your information seriously. We know that effective leadership requires trust, and that starts with how we handle your data. Our commitment to privacy goes beyond compliance – it’s about respecting the confidential nature of your business conversations, protecting your team’s insights, and ensuring you maintain complete control over your information. We’ve built our service with privacy by design, implementing rigorous security measures and transparent data practices. Our goal is to help you become a better leader while ensuring your business conversations and insights remain secure and private. If you have privacy inquiries, you can reach privacy@Voxerion.com for all privacy-related questions. The response time is 48 business hours. In case you have Flex or Business plans, you also have access to our Data Protection Officer when needed. For regional rights, you can also request support from our Local Privacy Representatives.
What information do we collect?
Calendar and Meeting Data
• Meeting Details: Titles, dates, and times of your scheduled meetings through Google Calendar or Microsoft Teams
• Participant Information: Names and email addresses of meeting attendees for providing insights about team dynamics
• Meeting Content: Agenda items, descriptions, and notes you provide to generate better meeting insights
• Calendar Settings: Your calendar preferences and configurations to optimize the service
User Information • Account Details: Your name, email address, and organizational role to personalize your experience • Organizational Context: Your company domain and department to provide relevant business context • Authentication Data: Secure tokens for Google Calendar and Microsoft Teams integration • Technical Data: IP addresses, browser type, and device information for service delivery • Usage Patterns: How you interact with our features to improve our service
Meeting Analysis Data • AI Insights: Meeting summaries and recommendations generated by our AI system • Interaction History: Your conversations with our AI assistant to improve responses • Language Preferences: Your preferred language settings for communications • Custom Settings: Any personalizations you make to the AI assistant’s behavior
User Information • Account Details: Your name, email address, and organizational role to personalize your experience • Organizational Context: Your company domain and department to provide relevant business context • Authentication Data: Secure tokens for Google Calendar and Microsoft Teams integration • Technical Data: IP addresses, browser type, and device information for service delivery • Usage Patterns: How you interact with our features to improve our service
Meeting Analysis Data • AI Insights: Meeting summaries and recommendations generated by our AI system • Interaction History: Your conversations with our AI assistant to improve responses • Language Preferences: Your preferred language settings for communications • Custom Settings: Any personalizations you make to the AI assistant’s behavior
How do we use your information?
Core Service Functionality
• Meeting Enhancement: Analyzing meeting patterns to provide actionable insights
• Calendar Integration: Syncing with your calendar systems to maintain accurate scheduling
• AI Personalization: Training our AI to understand your organizational context and preferences
• Feature Delivery: Providing access to all platform features and functions
• Service Updates: Maintaining and improving the technical aspects of our service
Service Improvement • Usage Analysis: Understanding how users interact with different features • AI Development: Improving our algorithms’ accuracy and relevance • Interface Optimization: Enhancing the user experience based on interaction patterns • Bug Resolution: Identifying and fixing technical issues • Performance Monitoring: Ensuring optimal service operation
Legal and Compliance • Security Protocols: Implementing and maintaining security measures • Regulatory Compliance: Meeting requirements of applicable privacy laws • Legal Requirements: Responding to valid legal requests and court orders • Rights Protection: Protecting our legal rights and preventing abuse
Service Improvement • Usage Analysis: Understanding how users interact with different features • AI Development: Improving our algorithms’ accuracy and relevance • Interface Optimization: Enhancing the user experience based on interaction patterns • Bug Resolution: Identifying and fixing technical issues • Performance Monitoring: Ensuring optimal service operation
Legal and Compliance • Security Protocols: Implementing and maintaining security measures • Regulatory Compliance: Meeting requirements of applicable privacy laws • Legal Requirements: Responding to valid legal requests and court orders • Rights Protection: Protecting our legal rights and preventing abuse
Essential Cookies
• Authentication: Managing your login sessions securely
• Security: Protecting against unauthorized access and fraud
• Functionality: Enabling core features and remembering preferences
• Performance: Ensuring proper website operation
Analytics Cookies • Usage Tracking: Understanding how users navigate our service • Feature Analysis: Measuring feature popularity and effectiveness • Performance Metrics: Monitoring system performance and reliability • Error Logging: Identifying and fixing technical issues
Cookie Control • Browser Settings: Instructions for managing cookies through your browser • Opt-Out Options: Ways to decline non-essential cookies • Preference Center: Tools to manage your cookie preferences • Tracking Preferences: Support for Do Not Track signals
Analytics Cookies • Usage Tracking: Understanding how users navigate our service • Feature Analysis: Measuring feature popularity and effectiveness • Performance Metrics: Monitoring system performance and reliability • Error Logging: Identifying and fixing technical issues
Cookie Control • Browser Settings: Instructions for managing cookies through your browser • Opt-Out Options: Ways to decline non-essential cookies • Preference Center: Tools to manage your cookie preferences • Tracking Preferences: Support for Do Not Track signals
How long do we keep your information?
Active Accounts
• Service Period: Data retained while you actively use our service
• Compliance Requirements: Information kept to meet legal obligations
• Backup Systems: Data maintained in secure backup systems
• Account Recovery: Information preserved for account restoration
Post-Termination • Standard Retention: 30-day retention period after account closure • Immediate Deletion: Option to request immediate data removal • Backup Retention: Up to 90 days in secure backup systems • Anonymous Data: Retention of anonymized data for analytics
Post-Termination • Standard Retention: 30-day retention period after account closure • Immediate Deletion: Option to request immediate data removal • Backup Retention: Up to 90 days in secure backup systems • Anonymous Data: Retention of anonymized data for analytics
How do we keep your information safe?
Technical Controls
• Encryption: Industry-standard encryption for data in transit and at rest
• Access Management: Strict controls over who can access your data
• Monitoring: 24/7 security monitoring of our systems
• Updates: Regular security patches and system updates
Organizational Controls • Employee Training: Regular privacy and security training for staff • Security Policies: Comprehensive security procedures and guidelines • Incident Response: Documented procedures for handling security incidents • Vendor Assessment: Security evaluation of third-party service providers
Organizational Controls • Employee Training: Regular privacy and security training for staff • Security Policies: Comprehensive security procedures and guidelines • Incident Response: Documented procedures for handling security incidents • Vendor Assessment: Security evaluation of third-party service providers
What are your privacy rights?
Voxerion offers a comprehensive list of Universal Rights, available for all users, and also Regional Rights, in order to adhere to the compliance requirements for every region and country it operates.
Universal Rights
Access and Portability
• Right to Access: You can request a comprehensive report of all personal data we hold about you, including meeting insights, calendar data, and user preferences
• Data Portability: You can request an export of your data in a machine-readable format to transfer to other services or for your personal records
• Timeline: We will provide this information within 30 days of your verified request
Correction and Deletion • Data Correction: You can request updates or corrections to any inaccurate information in your profile or meeting data • Selective Deletion: You can request deletion of specific meeting insights, personality assessments, or team analytics • Account Deletion: You have the right to request complete deletion of your account and associated data • Retention Exception: Some information may be retained for legal compliance or legitimate business purposes, which we will clearly explain if applicable
Processing Restrictions • Limited Processing: You can request that we limit how we use your data while still maintaining your account • Consent Management: You can modify or withdraw consent for specific data processing activities • Processing Pause: You can temporarily pause AI analysis of your meetings while maintaining basic calendar functionality
Objection Rights • Marketing Opt-out: You can opt out of marketing communications while maintaining service notifications • AI Processing: You can object to AI-powered analysis of your meetings and switch to basic meeting management • Automated Decisions: You can request human review of any automated decisions that significantly affect you
Correction and Deletion • Data Correction: You can request updates or corrections to any inaccurate information in your profile or meeting data • Selective Deletion: You can request deletion of specific meeting insights, personality assessments, or team analytics • Account Deletion: You have the right to request complete deletion of your account and associated data • Retention Exception: Some information may be retained for legal compliance or legitimate business purposes, which we will clearly explain if applicable
Processing Restrictions • Limited Processing: You can request that we limit how we use your data while still maintaining your account • Consent Management: You can modify or withdraw consent for specific data processing activities • Processing Pause: You can temporarily pause AI analysis of your meetings while maintaining basic calendar functionality
Objection Rights • Marketing Opt-out: You can opt out of marketing communications while maintaining service notifications • AI Processing: You can object to AI-powered analysis of your meetings and switch to basic meeting management • Automated Decisions: You can request human review of any automated decisions that significantly affect you
Regional Rights
GDPR Specific Rights (European Union)
• Right to Be Forgotten: Complete erasure of your data from our systems and backups
• Consent Withdrawal: Immediate cessation of processing based on consent
• Data Transfer: Direct transfer of your data to another service provider where technically feasible
• Automated Processing: Right to opt out of automated decision-making processes
CCPA/CPRA Rights (California) • Right to Know: Detailed information about how your personal information is collected and used • Right to Delete: Removal of personal information collected from you • Right to Opt-Out: Option to opt out of data sharing with third parties • Non-Discrimination: Equal service quality regardless of privacy choices
PIPEDA Rights (Canada) • Access Rights: Detailed information about how your data is being used and shared • Accuracy: Right to have inaccurate information corrected • Consent Management: Clear options for providing and withdrawing consent • Challenge Compliance: Right to challenge our compliance with PIPEDA principles
Additional Regional Rights • LGPD (Brazil): Rights to anonymization, information sharing, and consent revocation • PIPL (China): Rights to know, make decisions, restrict processing, and withdraw consent • APPI (Japan): Rights to disclosure, correction, and usage cessation
CCPA/CPRA Rights (California) • Right to Know: Detailed information about how your personal information is collected and used • Right to Delete: Removal of personal information collected from you • Right to Opt-Out: Option to opt out of data sharing with third parties • Non-Discrimination: Equal service quality regardless of privacy choices
PIPEDA Rights (Canada) • Access Rights: Detailed information about how your data is being used and shared • Accuracy: Right to have inaccurate information corrected • Consent Management: Clear options for providing and withdrawing consent • Challenge Compliance: Right to challenge our compliance with PIPEDA principles
Additional Regional Rights • LGPD (Brazil): Rights to anonymization, information sharing, and consent revocation • PIPL (China): Rights to know, make decisions, restrict processing, and withdraw consent • APPI (Japan): Rights to disclosure, correction, and usage cessation
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