Privacy Policy

1. Who processes your data

NavvyAI is the controller of the data described here. For any privacy matter, and to exercise your rights, write to us at ventas@zensavvy.com.

NavvyAI operates from Mexico. This policy is governed by Mexican personal data protection law.

2. If you connect your Google account: which permissions we ask for and why

Connecting Google is optional. It is needed for the meeting note-taker, for the scheduling features (appointments and their copy in Google Calendar) and, if you connect Gmail as a channel, for your mailbox. These are two separate connections: Google Calendar and Meet from Integrations, and Gmail from Channels. You can use the rest of NavvyAI without them, and disconnect them whenever you want (section 10).

These are all the permissions we request. Each one is here because a specific feature does not work without it:

• calendar.events.readonlyView the events on your primary calendar

  Every few minutes we read the events on your primary calendar that start within the next hour, for two things: to know which meeting the note-taker should join, and at what time. It is read-only: with this permission the app cannot create, modify, or delete anything on your calendar, and it does not access your other calendars. From each event we only look at the title, start time, whether it is cancelled, whether you declined the invitation, how many guests there are, the guests’ domains (not their email addresses), and the video call link. We do not store a copy of your calendar: events are read in memory and discarded; the only thing stored is the bot session that gets scheduled (meeting title, link, and code).

• meetings.space.readonlyRead information about Google Meet conferences

  Lets us read conference data: the meeting code (abc-defg-hij) to title the meeting, and the names of the people who took part, so the notes can say who said what. If your Google Workspace account produces Meet’s native transcript, this permission is what lets us read that text and turn it into notes. It is read-only.

• calendar.app.createdCreate a separate calendar and manage only its events

  Creates a separate calendar in your account named "Navvy AI" and allows managing only the events the app itself creates there: appointments you book from the app’s calendar, the ones booked by the voice agent, and dated tasks that come out of your meetings, with their Meet link and guests. It gives no access to the rest of your calendar, nor to events created by you or by other applications. A separate calendar is deliberate: you can tell at a glance what the AI booked, hide or share it separately, and disconnecting the account does not wipe your history.

• userinfo.email · userinfo.profile · openidIdentify the connected account

  So we know which Google account is connected and can show it in the app. We store the account’s stable identifier, your email, and your display name (section 3).

• gmail.modifyRead, label and reply to email in your Gmail mailbox (only if you connect Gmail as a channel)

  Requested separately, only if you connect a Gmail mailbox in Channels. With this permission we read new emails arriving in your inbox (Gmail notifies us as they arrive) and, when you connect, the ones from the last few days in batches, excluding promotions, social and forums. Each email first goes through the rules you define (senders, domains, keywords, labels) and, when needed, an Anthropic (Claude) model classifies it from its subject, sender and text. We add a label in your own Gmail (for example Navvy/Ventas for sales), creating those labels in your mailbox. Only emails in the categories you mark as important enter the NavvyAI inbox; the rest stay only in your Gmail and we do not store them. The AI can prepare a reply draft that a person reviews before it is sent; automatic sending only happens in the categories where you turn it on. Replies are sent from your own Gmail account, in the same thread. Attachments are not copied to our servers: they are read from Gmail when you open them or ask for a summary. We never delete emails or move them to the trash.

We request offline access (a refresh token) because the note-taker has to be able to join a 9 a.m. meeting without you having the app open.

3. What we store from your Google account

• The stable identifier of the Google account, your email address, and your display name.
• The OAuth access and refresh tokens, encrypted (AES-256-GCM), so we can keep doing what section 2 describes.
• The identifier of the Google Meet notification subscription and its expiry date, which is how we find out a transcript is ready.
• The date of the last calendar sweep, only so we can show you whether the integration is alive.
• If you connect Gmail: the mailbox address, its OAuth tokens encrypted (AES-256-GCM), the mailbox settings (rules and categories) and the Gmail read position that tells us which emails are new.
• For emails that enter the app’s inbox: subject, sender and recipients, the text, the name and size of attachments (not the file), the category, the summary and reply drafts. Only users of your company can see them.

We do not store your calendar (not the events, not the descriptions, not your guests’ email addresses) nor your whole mailbox: only the threads that enter the app’s inbox.

4. The meeting bot joins as a visible participant and records audio

• How it joins: it asks to join like any guest and waits in the lobby. If it is denied, it leaves. If nobody admits it within the waiting period, it leaves and the session is marked as failed.
• What it records: the meeting audio only. It does not record video or shared screens.
• When it leaves: when the meeting ends, when it is left alone in the room, when you cancel it from the app — and then nothing is transcribed — or when the maximum duration is reached.
• What happens to the recording: the audio file lives only inside the ephemeral container running that bot and disappears when the container ends. It is not stored in our databases, not archived, and not offered for download.
• How it is transcribed: the audio is sent to the Google Gemini API, which turns it into text separating who said what. Google automatically deletes the uploaded file after 48 hours.
• What reaches our servers: only the transcript text and the meeting duration. Never the audio.

There is a second path, without a bot. If your Google Workspace account produces Meet’s native transcript, Google notifies us when it is ready and we read that text using meetings.space.readonly. In that case the recording is Google’s and is governed by your Workspace settings: we only read the resulting text.

5. What we do with the transcript

From the meeting text we generate the notes: an executive summary, the topics covered, decisions, agreements, questions left open, risks, and a list of action items with owner and priority, plus a draft follow-up email.

The notes are generated by an Anthropic (Claude) model. The transcript and notes are stored under your company, and only users of your company can see them.

6. Other data we process

• Account and company: name, email, hashed password, company, time zone, and the users you invite.
• Messaging channels: if you connect WhatsApp Business or Instagram, we process the messages, comments, contacts, and files needed to answer them. Your use of those channels is also subject to Meta’s policies.
• Voice agent calls: the transcript, the details the prospect provides (name, interest, preferred time) and, only if you turn on recording for the agent, the call audio. With recording on, the agent says at the start that the call will be recorded and why (quality and follow-up); if the person objects, it stops recording right away and what was recorded is deleted.
• Billing: plan, usage, and the data handled by our payment processor. We never see or store your card details.
• Studio (videos and posts): what you write in the Studio chat, the files you upload as reference (images, videos, audio, your brand kit) and the generated pieces. We use them only to create and store your pieces, and we pass them to the AI providers that generate them (section 8), which do not train on them. Unless you opt out, we also use them to improve and train NavvyAI's AI (see below).
• Usage and technical logs: platform metrics and error logs, needed to operate and debug the service.
• Site visits and analytics: we use Google Analytics and a first-party cookie (navvy_attr, 90 days) to learn how you reached navvy-ai.com (for example, from Instagram, a search engine or a campaign) and which parts of the site you click. We also use the Meta pixel to measure which Instagram and Facebook ads bring us sign-ups and to show our ads to people who already visited the site; Meta handles it under its own privacy policy. We don't sell this data or use it for third-party advertising. You can block these cookies in your browser and the service keeps working.

Improving and training NavvyAI's AI. We use the data generated when you use the platform to evaluate, improve and train NavvyAI's models and features: voice agent calls (transcripts, the recording when the agent has recording turned on, and how the call went), conversations in your website chat widget, what you write and upload in the Studio and the pieces generated, AI-generated content (blog, GEO analysis), the configuration of your agents, bots and automations (instructions and knowledge base) and platform usage (features used, corrections and ratings). Before using it for training we de-identify it (removing names, phone numbers, emails and other data that identifies a person), we do not sell it, and the AI providers we use do not train their models on it. We do not use for this Google data (Gmail, Calendar and Meet, section 7), WhatsApp, Instagram, Facebook Messenger, TikTok or Zoom data, or payment data. This is a secondary purpose: you can opt out at any time in Settings → Security or by writing to ventas@zensavvy.com, and from then on we will not use your account's data for it; the service does not change.

7. Limited Use of Google data

Specifically, and without exception:

• We do not sell data obtained from Google APIs to anyone, nor transfer it to data brokers.
• We do not use it for advertising, ours or anyone else’s, nor for targeting, profiling, or personalizing ads.
• We do not use Google Workspace API data (Gmail, Google Calendar and Google Meet) to develop, improve, or train generalized or non-personalized artificial intelligence or machine learning models, neither we nor our providers. The models we use process your data only to give you a result (a note, a draft, a classification) and do not incorporate it into their training.
• We only use it to provide the features you turned on, as described in this policy.
• No human reads your Google data, unless you expressly authorize it (for example, to solve a support issue), it is strictly necessary for security or to comply with the law, or the data is aggregated and anonymized.

8. Who we share it with

We do not sell data. We share it only with the providers the service needs to work, and only what is necessary:

• Google Cloud — hosting, running the bots, and storage.
• Google Gemini API — transcribing meeting audio into text.
• Anthropic — generating meeting notes and bot replies.
• Anthropic, ElevenLabs, Google (Gemini and Veo) and BytePlus (Seedance) — creating Studio pieces: script and design, voices and music, images and video shots, from what you write and upload.
• MongoDB, Inc. (Atlas) — the managed database where your account, meetings, and notes live.
• LiveKit and Deepgram — telephony and speech recognition for the call agent.
• Stripe — payment and subscription processing.
• Mailchimp (Mandrill) — transactional email (invitations, alerts).
• Pusher — real-time interface updates.
• Meta — WhatsApp Business Platform and Instagram, if you connect those channels.

We may also share information where the law requires it, or to protect rights and safety against fraudulent use.

9. Where it is stored and for how long

Our infrastructure runs on Google Cloud in the us-central1 region (United States). If you write to us from another country, your data is processed there.

• Meeting audio recording: not retained. It exists only while the bot is in the meeting and is destroyed with the container. The temporary file on the Gemini API is deleted by Google after 48 hours.
• Voice agent call audio recordings (only for agents with recording turned on): 90 days from the call, then deleted automatically; if the person asked not to be recorded, it is deleted right away. While it exists, users of your account can listen to it from the call detail. The call transcript and summary do not expire with it: they are kept while your account is active.
• Transcript and notes: while your account is active, or until you delete them from the app or request deletion of your data. Deleting a meeting removes it along with its transcript and notes.
• Google connection tokens and data: until you disconnect the account, at which point they are deleted (section 10).
• Emails that entered the app’s inbox: while the mailbox is connected. If you disconnect it, or Google stops giving us access, they are deleted automatically after 30 days (text, email metadata and drafts). That window means you lose nothing if you disconnected by mistake and reconnect the same mailbox. You can also ask us to delete them sooner (section 10).
• Account and billing data: while the account is active and, afterwards, 5 years to meet applicable tax and accounting obligations.
• Technical logs: up to 12 months, as needed to operate the service and investigate incidents.

10. How to disconnect Google and what gets deleted

You can cut off our access to your Google account two ways, and both work:

• From NavvyAI: in the Google integration settings, click Disconnect. We cancel the Meet notification subscription, revoke the token with Google, and delete the whole connection: access and refresh tokens, account identifier, email, and name.
• Gmail, from NavvyAI: in Channels, click Disconnect on the mailbox. We stop watching the mailbox, revoke the permission and delete its tokens; the emails that entered the app are deleted after 30 days. The Navvy/… labels we added stay in your Gmail; you can delete them from Gmail.
• From your Google account: go to myaccount.google.com/permissions and remove the app’s access. From that moment we can no longer read anything, and the first time the app tries to renew the token, the failure makes it delete the connection automatically and ask you to reconnect.

If the same Google account is connected both as a calendar and as a Gmail mailbox, the two connections share the permission: disconnecting one stops its use and deletes its tokens, but the permission is not revoked until you also disconnect the other (or remove it from your Google account).

11. Your rights

You have the right to access your data, rectify it, cancel it, and object to its processing (ARCO rights under Mexican law), as well as to withdraw your consent. From the platform itself you can view and delete your meetings and disconnect your integrations at any time.

To exercise any of these rights, or if you want your account fully deleted, write to us at ventas@zensavvy.com from the address associated with your account. The details are on the data deletion page.

12. Security

• All traffic travels encrypted over HTTPS.
• Data is isolated per company: every query is scoped to the company of the user making it.
• Credentials and tokens live in Google Cloud’s secret manager, not in the code.
• Team access to production systems is restricted to those who need it to operate them.

No system is infallible. If we detect a breach that affects you, we will tell you and notify the relevant authority where the law requires it.

13. Minors

NavvyAI is a work tool aimed at businesses and professionals. It is not intended for anyone under 18, we do not knowingly collect their data, and if we find that an account belongs to a minor we delete it.

14. Changes to this policy

If anything changes, we will publish the new version on this page with the date updated above. If the change materially affects how we handle your data, we will tell you inside the platform before it takes effect.

15. Contact

Questions about this policy or your data? Write to us at ventas@zensavvy.com.