1. Introduction

Evro AI Pty Ltd, an Australian company based in Sydney, provides an AI-powered meeting assistant designed to help teams capture, transcribe, and analyse their conversations.

We respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your data when you use our software-as-a-service platform (the “Service”), in accordance with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth), the EU General Data Protection Regulation (GDPR), and other applicable global privacy laws.

2. Information We Collect

2.1 Account Information

When you create an account, we may collect:

• Contact Data: Name, email address, and professional title.
• Authentication Data: Login credentials or third-party OAuth tokens (e.g., Google or Microsoft 365).
• Billing Data: Credit card information and billing address (processed via third-party processors like Stripe).

2.2 Meeting Content (The "Content")

To provide our core Service, we process:

• Audio/Video Recordings: Recordings of meetings you invite Evro AI to join.
• Transcripts: Text generated from the audio.
• AI Summaries: Insights, action items, and summaries generated by our Large Language Models (LLMs).
• Metadata: Meeting participants, duration, date, and calendar invite details.

2.3 Usage Data

We automatically collect information about how you interact with the Service, including IP addresses, device types, browser types, and log data.

2.4 Sensitive Information

Some Meeting Content may contain sensitive information (as defined under the Privacy Act 1988 (Cth)), including health information, biometric information, or information about racial or ethnic origin, political opinions, religious beliefs, trade union membership, or criminal history.

We collect and process such information only where:

• it is reasonably necessary to provide the Service; and
  the information is provided with the consent of the relevant individual (which may be obtained by the meeting host on our behalf).

3. How We Use Your Information

We use your information for the following purposes:

• Service Delivery: To record, transcribe, and summarise your meetings.
• Communication: To send you summaries, product updates, and support messages.
• Product Improvement: To debug and enhance the performance of our transcription and summarization engines.
• Compliance: To meet our legal obligations and enforce our Terms of Use.

3.1 AI Training and Model Improvement

• Model Improvement: To provide and improve our high-quality transcription and AI insight services, we may use de-identified and aggregated Meeting Content to improve our proprietary models and algorithms.
• We do not use identifiable Meeting Content to train publicly available foundation models.
• Opt-Out: We respect your preference for data privacy. You or your Organisation may opt-out of having your Meeting Content used for model training purposes at any time by:
  
  1. Adjusting the "Privacy" toggle within your Account Settings; or
  2. Emailing us at hello@evro.ai with the subject line "Training Opt-Out".
• Foundation Models: We do not use your Content to train "foundation" models provided by third-party sub-processors (such as OpenAI or Anthropic) in a way that would allow your data to be exposed to other users of those third-party services.

3.2 Legal Basis for Processing (EEA/UK Users)

Where the GDPR applies, we process personal data on the following bases:

• Performance of a contract (to provide the Service);
• Legitimate interests (to improve and secure the Service);
• Consent (where required, including for AI training where applicable);
• Compliance with legal obligations.

4. Disclosure of Your Information

We do not sell your personal information. We disclose data only in the following circumstances:

• Service Providers (Sub-processors): We share data with trusted vendors who help us provide the Service. Sub-processors may process data in Australia, the United States, or other jurisdictions where they operate data centres. Key AI sub-processors include:
  
  • OpenAI: For Large Language Model (LLM) processing and summarization.
  • Anthropic: For LLM processing and analysis.
  • AWS: For cloud infrastructure and data hosting.
• Organisation Administrators: If you use a corporate email address, your account administrator may have access to usage logs or shared workspace data.
• Legal Requirements: If required by law, subpoena, or to protect the safety of our users.
• Business Transfers: In the event of a merger, sale, or asset transfer.

5. International Data Transfers and Residency

5.1 General Transfers

As an Australian company with global operations, your data may be stored or processed in the United States or other regions where our sub-processors maintain data centres. We ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs).

5.2 Enterprise Data Residency

For customers on our Enterprise Tier, we offer "Regional Data Residency". Upon request, we can ensure that your Meeting Content is stored and processed exclusively on servers located within Australia (Sydney Region) to assist with local compliance and data sovereignty requirements.

6. Data Security and Retention

6.1 Security

We implement industry-standard security measures, including AES-256 encryption at rest, TLS encryption in transit, and regular security audits.

6.2 Retention and Deletion

• Retention: We retain Meeting Content for the duration of your active account unless you delete it earlier. Upon account termination, Meeting Content will be permanently deleted within 30 days, unless required to be retained by law. Backup systems may retain encrypted copies for up to 90 additional days before permanent deletion.
• Manual Deletion Requests: While our Enterprise Tier does not currently provide self-service administrative deletion controls for all workspace data, Evro AI will execute deletion requests for any user or organisation upon request. Please contact hello@evro.ai to request the permanent deletion of specific recordings, transcripts, or your entire account data. We aim to complete these requests within 30 days.

7. Your Rights

Depending on your location (e.g., Australia, EU, UK, or California), you have rights to access, correct, delete, or port your data. To exercise these rights, please contact hello@evro.ai.

8. Specific Disclosures

8.1 For Australian Users

This policy is intended to comply with the Privacy Act 1988 (Cth). If you are unsatisfied with our response to a privacy complaint, you may contact the Office of the Australian Information Commissioner (OAIC).

8.2 For California Users (CCPA)

We do not "sell" or "share" personal information for cross-contextual behavioral advertising.

9. Meeting Consent and Recording Compliance

As a user of Evro AI, you are the "Host" or "Controller" of the meeting content.

• Your Responsibility: You are responsible for ensuring that all meeting participants have consented to being recorded and transcribed.
• Legal Notice: In many jurisdictions, including various Australian States (under the Surveillance Devices Act of each state) and several U.S. states, it is a legal requirement to obtain the express or implied consent of all parties before recording a conversation.
• Compliance Tools: Evro AI provides features such as "Recording Notifications" and "Bot Names" (e.g., "Evro AI Notetaker") to notify participants of its presence. We recommend announcing at the start of every meeting that an AI assistant is present for note-taking purposes.

10. Contact Us

Privacy Officer Evro AI Pty Ltd

Sydney, Australia

Email: hello@evro.ai 

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