Privacy Policy

1. Introduction

Averik ("we," "us," or "our") provides an AI-powered meeting intelligence platform that records, transcribes, and analyzes meetings from various platforms. This Privacy Policy describes how we handle your information when you use our website, applications, and services (collectively, the "Services").

By using Averik, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, please do not use our Services.

2. Information We Collect

2.1 Information You Provide Directly

• Account Information: When you create an account, we collect your name, email address, company name, job title, and password.
• Profile Information: Additional information you choose to provide, such as profile pictures, phone numbers, and team settings.
• Payment Information: Billing details, credit card information, and transaction history (processed securely through our third-party payment processors).
• Communications: Information you provide when you contact our support team, participate in surveys, or engage with our customer service.

2.2 Meeting Data

Averik's core functionality involves collecting and processing meeting data:

• Audio and Video Recordings: When you use our bot to join meetings, we record the audio and, if enabled, video content of those meetings.
• Transcriptions: We create text transcriptions of recorded meetings using speech-to-text technology.
• Meeting Metadata: Information about meetings including title, date, time, duration, participants, meeting platform (Zoom, Microsoft Teams, Google Meet), and meeting IDs.
• AI-Generated Insights: Summaries, action items, key topics, sentiment analysis, and other AI-generated content derived from your meetings.
• User Annotations: Notes, comments, highlights, and tags you add to recordings and transcripts.

2.3 Calendar Integration Data

Why we need calendar permissions:

• Google Calendar: We request read access to your Google Calendar to identify scheduled meetings, extract meeting links (Zoom, Teams, Meet), and automatically send our recording bot to join at the appropriate time. We also request write access to add the Averik bot to calendar events when you use our scheduling features.
• Microsoft Calendar (Outlook/Office 365): We request similar permissions for your Microsoft Calendar to read meeting schedules, identify meeting links, and add our bot to calendar events as needed.

What calendar data we collect:

• Event titles and descriptions
• Meeting start and end times
• Participant email addresses
• Meeting platform URLs (Zoom links, Teams links, Google Meet links)
• Meeting location and timezone information
• Recurring meeting patterns

What we do NOT collect from your calendar:

• Personal appointments unrelated to meetings
• Events that don't contain video conference links
• Calendars you haven't explicitly connected to Averik

How we use calendar data: Calendar data is used exclusively to automate bot scheduling, ensure timely meeting joins, sync meeting metadata with recordings, and provide you with a unified meeting management experience. We do not share your calendar data with third parties except as required to provide the Services.

2.4 Integration Data

When you connect third-party integrations (CRM systems, project management tools, etc.), we collect:

• Authentication tokens and API credentials
• Data synced with connected platforms (contacts, deals, tasks)
• Integration usage logs and sync history

2.5 Automatically Collected Information

• Usage Data: Information about how you interact with our Services, including features used, pages viewed, buttons clicked, and time spent.
• Device Information: Device type, operating system, browser type and version, IP address, and device identifiers.
• Location Data: General geographic location based on IP address.
• Cookies and Tracking: We use cookies, web beacons, and similar technologies to enhance your experience and gather usage data.

3. How We Use Your Information

We use the collected information for the following purposes:

3.1 Service Delivery

• Record, transcribe, and analyze your meetings
• Generate AI-powered summaries, insights, and action items
• Automatically schedule and deploy recording bots to meetings
• Store and organize your meeting content
• Enable search and discovery of meeting content
• Facilitate sharing and collaboration features

3.2 Platform Improvement

• Improve transcription accuracy and AI model performance
• Develop new features and functionality
• Conduct research and analytics
• Debug and fix technical issues
• Optimize user experience and interface

3.3 Security and Compliance

• Authenticate users and prevent unauthorized access
• Detect and prevent fraud, abuse, and security threats
• Comply with legal obligations and enforce our terms
• Protect our rights, privacy, safety, and property

3.4 Communication

• Send service-related notifications and updates
• Respond to inquiries and provide customer support
• Send newsletters and marketing communications (with your consent)
• Notify you about changes to our Services or policies

4. Data Sharing and Disclosure

4.1 Sharing Within Your Organization

Meeting recordings, transcripts, and insights are shared with members of your organization based on the permissions and access controls you configure. Organization administrators can view and manage content created by team members.

4.2 Third-Party Service Providers

We share data with trusted service providers who assist us in:

• Cloud hosting and storage (Microsoft Azure)
• Payment processing (Stripe, PayPal)
• Email delivery and communications
• Analytics and performance monitoring
• Customer support and ticketing
• AI and machine learning processing (Azure OpenAI)

These providers are contractually obligated to protect your data and use it only for the purposes we specify.

4.3 Integration Partners

When you enable integrations with third-party platforms (Salesforce, HubSpot, Slack, etc.), we share relevant data to enable the integration functionality. You control which integrations are enabled and what data is shared.

4.4 Legal Requirements

We may disclose your information if required to:

• Comply with legal obligations, court orders, or subpoenas
• Enforce our Terms of Service or other agreements
• Protect against legal liability
• Investigate fraud, security issues, or terms violations
• Protect the rights, property, or safety of Averik, our users, or the public

4.5 Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change and any choices you may have.

4.6 With Your Consent

We may share your information for other purposes with your explicit consent.

5. Data Storage and Security

5.1 Where We Store Your Data

Your data is primarily stored in secure data centers operated by Microsoft Azure in the United States and Europe. Meeting recordings may be stored in Azure Blob Storage with encryption at rest and in transit.

5.2 How We Protect Your Data

We implement industry-standard security measures including:

• Encryption of data in transit (TLS/SSL) and at rest (AES-256)
• Regular security audits and penetration testing
• Access controls and authentication mechanisms
• Automated backup and disaster recovery procedures
• Employee training on data protection and security
• Monitoring and logging of system access
• Vulnerability scanning and patch management

5.3 Data Retention

We retain your data for as long as your account is active or as needed to provide Services. Specific retention periods:

• Account Data: Retained while your account is active and for 90 days after deletion.
• Meeting Recordings: Retained according to your organization's settings or until you delete them.
• Transcripts and AI Insights: Retained with associated recordings.
• Billing Information: Retained for 7 years for tax and compliance purposes.
• Usage Logs: Retained for 2 years for security and analytics.

You can delete individual recordings or request full account deletion at any time from your account settings.

6. Your Rights and Choices

6.1 Access and Portability

You have the right to access your personal data and request a copy in a portable format. You can download your meeting recordings, transcripts, and account data from your dashboard.

6.2 Correction and Updates

You can update your account information, profile details, and preferences at any time through your account settings.

6.3 Deletion

You can delete individual recordings, transcripts, or your entire account. Upon account deletion, we will remove or anonymize your personal data within 90 days, except where retention is required by law.

6.4 Opt-Out of Marketing

You can opt out of marketing emails by clicking the unsubscribe link in any marketing email or updating your email preferences in account settings.

6.5 Cookie Preferences

You can manage cookie preferences through your browser settings. Note that disabling certain cookies may affect functionality.

6.6 Calendar Disconnection

You can disconnect your Google Calendar or Microsoft Calendar at any time from the integrations page in your account settings. This will stop all calendar data collection and remove our bot from auto-joining meetings.

7. Recording Consent and Compliance

Averik provides tools to help you comply with recording consent requirements:

• Our bot announces its presence when joining meetings (customizable)
• You can enable automatic consent notifications
• Participants are informed that the meeting is being recorded for business purposes
• You can configure consent collection workflows for your organization

However, you are responsible for understanding and complying with applicable recording consent laws in your jurisdiction and the jurisdictions of your meeting participants.

8. International Data Transfers

Averik is based in the United States. By using our Services, you acknowledge that your information may be transferred to, stored, and processed in the United States and other countries where our service providers operate.

For users in the European Economic Area (EEA), United Kingdom, or Switzerland, we implement appropriate safeguards for international data transfers, including Standard Contractual Clauses approved by the European Commission.

9. Children's Privacy

Our Services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18, we will take steps to delete such information.

10. AI and Machine Learning

Averik uses artificial intelligence and machine learning to provide transcription, summarization, and analysis features. Here's how we use AI:

• Transcription: Speech-to-text models convert audio to text transcripts.
• Analysis: Natural language processing models identify topics, action items, questions, and sentiment.
• Summarization: Large language models generate meeting summaries and key takeaways.
• Search: Semantic search models enable intelligent search across your meeting content.

We use Azure OpenAI Service for AI processing. Your meeting content is sent to Azure OpenAI's API, processed, and then returned. Microsoft has confirmed that data submitted to Azure OpenAI is not used to train or improve their models.

11. Third-Party Links and Services

Our Services may contain links to third-party websites, applications, or services. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party services you access through Averik.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by:

• Posting the updated policy on our website
• Sending an email to your registered email address
• Displaying a prominent notice in our application

Your continued use of our Services after changes become effective constitutes acceptance of the updated Privacy Policy.

13. Regional Privacy Rights

13.1 European Users (GDPR)

If you are located in the European Economic Area, United Kingdom, or Switzerland, you have additional rights under the General Data Protection Regulation (GDPR):

• Right to access your personal data
• Right to rectification of inaccurate data
• Right to erasure ("right to be forgotten")
• Right to restrict processing
• Right to data portability
• Right to object to processing
• Right to withdraw consent (where processing is based on consent)
• Right to lodge a complaint with a supervisory authority

13.2 California Users (CCPA/CPRA)

California residents have specific rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

• Right to know what personal information is collected
• Right to know if personal information is sold or shared
• Right to opt-out of the sale of personal information
• Right to delete personal information
• Right to correct inaccurate personal information
• Right to limit use of sensitive personal information
• Right to non-discrimination for exercising privacy rights

Note: Averik does not sell personal information to third parties.

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Email: hello@averik.online
Data Protection Officer: hello@averik.online
Mailing Address:
Averik, Inc.
Privacy Department
Naveen homes, KSR enclave, Miyapur
Hyderabad 500050, India

For GDPR-related inquiries, you may also contact us at hello@averik.online.

15. Transparency and Trust

At Averik, privacy and security are fundamental to our business. We are committed to:

• Being transparent about our data practices
• Giving you control over your data
• Implementing strong security measures
• Complying with applicable privacy laws
• Continuously improving our privacy practices

We believe trust is earned through consistent actions, not just words. Your privacy and security are always our top priorities.