Revenue Velocity Inc. Privacy Policy for Velocity AI

Introduction

Revenue Velocity Inc. ("Revenue Velocity", "we", "us", or "our") offers the Velocity AI app ("Velocity AI", "App"), a service that connects to your Zoom calls and Microsoft Teams calls, transcribes conversations, and provides relevant information from company sales methodology and other company information. This Privacy Policy explains the types of information we collect through our App, how we use and protect that information, and the choices you can make about how we use this information.

1. Data Collection and Usage

Our App collects information in a few different ways:

1.1 Google OAuth Access Data

Velocity AI connects to your Google Account via OAuth and requests access to certain scopes for enhanced functionality. The scopes we request access to include:

Primary Email Address: Your primary Google Account email address is used for identification and direct communication purposes.
Personal Info: This includes any personal info you've made publicly available on your Google profile. We use this information to customize the user experience.
Google Calendar (Read-only): The App has read-only access to any of your calendars accessible via Google Calendar. This is used for scheduling features within the App, such as scheduling bots for upcoming calls.

We ensure that all Google user data accessed through OAuth is used strictly within the bounds of the granted permissions and only to enhance app functionality. No Google user data is shared with third parties without explicit user consent, which is clearly obtained through an affirmative action in our consent process (detailed in Section 2, Consent). All data is secured during transmission to and from our servers.

1.2 Zoom OAuth Access Data

Velocity AI connects to your Zoom account via OAuth and requires certain permissions to provide its services effectively. Below are the Zoom scopes we request access to and why we need them:

zoomapp:inmeeting: This scope is essential for Velocity AI's operation as it enables the app to provide suggestions directly within the Zoom client. This ability is at the heart of Velocity AI's functionality, enabling it to deliver real-time support and coaching efficiently during your Zoom meetings.
user:read: Velocity AI requires this scope to uphold data privacy and security standards. This scope allows the app to authenticate user identities and permissions, ensuring that the real-time support is delivered only to authorized users during a Zoom meeting.
meeting:read: This scope is critical for Velocity AI's functionality. It permits the app to accurately identify each meeting participant. This ability allows Velocity AI to make relevant suggestions based on the conversation context and each participant's role within the call.
meeting:write: This scope is vital for Velocity AI to provide a seamless user experience. By having this permission, Velocity AI can automatically fetch information about the meeting lifecycle events like when a meeting is created or started. As a result, users don't need to manually input this information, making the app more intuitive and user-friendly.
meeting_token:read:local_recording: This scope is pivotal for Velocity AI to access and process the real-time audio stream from your Zoom meetings. The obtained local recording meeting tokens are used to power Velocity AI's transcription feature. As a result, Velocity AI can listen in real-time, transcribe the conversation, and generate contextually relevant suggestions during your Zoom meetings. This scope is critical for the fundamental functionality of the Velocity AI app.

1.3 Real-Time Zoom Streaming Data

Velocity AI captures and processes the real-time streaming data of your Zoom calls to provide its core functionality. Here's why this data capture is necessary:

Real-Time Support: Velocity AI uses the real-time audio and video streams of your Zoom calls to generate on-the-spot suggestions and coaching. The app listens to the conversations, identifies relevant questions or topics, and provides immediate responses based on the company's specific sales methodology. This real-time processing allows for efficient and timely communication during your Zoom meetings.
Contextual Information: Capturing real-time streaming data enables Velocity AI to understand the context of the ongoing conversation. This contextual understanding is paramount in delivering accurate and relevant responses to the participants, contributing to a more productive and engaging meeting experience.
User Experience Personalization: The real-time streaming data helps Velocity AI adapt to the dynamics of the conversation. It allows the app to adjust the nature and timing of its responses according to the flow of the meeting, enhancing the overall user experience.

1.4 Application Use Data

As part of the regular operation of Velocity AI, we collect standard application use data to improve your experience, secure your interactions, and streamline our service. Here's how we utilize this information:

Cookies: We use cookies to personalize your experience on Velocity AI, remember your preferences, and understand usage patterns. These small files stored on your device help us customize the App to your needs and enhance your interaction with our service.
IP Addresses: We collect your IP address to ensure a secure and stable connection to Velocity AI. Your IP address helps us diagnose server issues, manage the App, and identify broad demographic trends. This information aids in maintaining the reliability of our service.
Session Information: Session data includes details about your interaction with the App, such as the date and time of your access, pages viewed, and the amount of time spent on the App. This information helps us understand how users navigate and use Velocity AI, enabling us to improve the service and its features.
Device Information: We may collect information about the device you're using to access Velocity AI, including the type of device, operating system, and browser. This information helps us optimize the App for different devices and platforms for a smoother user experience.

2. Consent

Consent for data collection and processing is obtained explicitly at the time of sign up. By agreeing to our terms and continuing to use the App, users provide ongoing consent to the practices outlined in this policy.

3. Data Retention

We retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your Personal Data to the extent necessary to comply with our legal obligations, resolve disputes, and enforce our legal agreements and policies.

Usage Data and meeting transcripts are retained for as long as the company continues to use the service. After a formal termination, communicated via email to david.gudeman@velocityai.io, the transcripts are permanently deleted from our systems after a grace period of 30 days.

4. Security of Data

The security of your data is important to us but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security.

We employ data encryption and secure cloud storage through Google Cloud Platform to ensure the safety of your data.

5. Data Subject Rights

Individuals located in the United States have certain rights concerning their personal data under various state laws such as the California Consumer Privacy Act (CCPA), the California Privacy Rights Act (CPRA), and the Virginia Consumer Data Protection Act (VCDPA). These rights may include, but are not limited to, the following:

Right to Know/Request Access: You have the right to request information about the specific pieces of personal data we have collected about you, the categories of personal data we have collected, the categories of sources from which the personal data was collected, the purpose of collecting the personal data, and the categories of third parties with whom we have shared your personal data.
Right to Request Rectification: If you believe that any personal data we hold about you is inaccurate or incomplete, you can request that we correct or complete such personal data.
Right to Request Erasure: You have the right to request the deletion of your personal data that we hold, under certain circumstances.
Right to Data Portability: You have the right to request that we transfer your personal data directly to you or to a third party chosen by you, where technically feasible.
Right to Non-Discrimination: You have the right not to be discriminated against for exercising any of your consumer rights, including the right to equal services and prices.

To exercise any of these rights, please contact us directly at our designated support email: david.gudeman@velocityai.io. For verification purposes, we may require you to provide certain information to confirm your identity before processing your request. This ensures the security and privacy of your personal data.

6. Information Sharing and Disclosure

We do not sell your Personal Data to third parties. However, we may share your information with third-party service providers who perform services on our behalf. These services include data analysis, hosting services, transcription services, and natural language processing services. We specifically ensure these third parties are obligated to not use or disclose your Personal Data for any other purposes beyond the tasks assigned and under the strict guidelines of our privacy policy. Examples of data shared include: email addresses for account verification, calendar data for scheduling support, and any personal information necessary for enhancing user experience. If you need a detailed list of these third-party service providers, or wish to understand more about the data shared with them, please reach out to us via email.

To enhance transparency, we explicitly inform users at the point of data collection about the potential sharing of their data with these third parties, and obtain explicit consent through clear, affirmative actions within the app. Users have the option to opt-out of this data sharing at any time by adjusting their settings in the app.

In certain circumstances, we may also be required to disclose your Personal Data if mandated by law or in response to valid requests by public authorities (e.g., a court or a government agency). Please note that your information might also be disclosed to our affiliates and in the event of an acquisition, sale, or asset sale, where your Personal Data may be transferred as part of the business assets.

7. Data Sharing with Third-Party AI Models

At Velocity AI, we are committed to transparency about the use of your data. This section explains how we share data with third-party AI models to enhance our services, while ensuring that such data is not used for training purposes by these third parties.

7.1 Raw Audio Data

How We Use It: Raw audio data from your meetings is shared with third-party transcription services.
Purpose: These services use AI models to transcribe the audio into text, facilitating accurate and timely transcriptions of your meetings.
Training Data Restriction: We explicitly prohibit the use of shared audio data for training or enhancing the capabilities of third-party AI models. The data is used solely for the purpose of transcription under strict contractual terms that prevent its use in training or any other secondary purposes.
Third-Party Services: The transcription services are carefully selected for their compliance with our security and privacy standards. They are contractually obligated to use the data only for transcription and to maintain the confidentiality and integrity of your data.

7.2 Transcripts

How We Use It: Text transcripts of your meetings are shared with third-party AI models.
Purpose: These models analyze the transcripts to generate insights about the conversation dynamics, the relationship between participants, and to provide supportive suggestions tailored to help users succeed in their professional interactions.
Training Data Restriction: We ensure that these text transcripts are not used by third parties to train their AI models. The use of transcripts is confined strictly to generating insights and suggestions for the specific meeting, in accordance with our data use agreements that forbid training or model refinement.
Third-Party Services: Similar to transcription services, these AI providers are bound by strict data handling and confidentiality agreements to ensure they use the data solely for the intended analytical purposes and under our strict privacy guidelines.

7.3 Calendar Data

Usage: Calendar data, which includes information about the meetings scheduled in your calendar, is used internally to manage the scheduling of our bot for note-taking.
Data Sharing: We do not share calendar data with any third parties. It is used exclusively within Velocity AI to determine which meetings our bot should attend, based on your settings and preferences.
Privacy Assurance: Access to your calendar is configured to be read-only, ensuring that our application does not modify your calendar data. This data is strictly used to enhance your scheduling functionalities within the app.

8. Children

Velocity AI is not intended for or designed to attract individuals under the age of 16. We do not knowingly collect personal data from individuals under 16 and we do not target our services towards this age group.

If we become aware that a person under the age of 16 is using Velocity AI, we will take steps to prohibit and block such usage and will make best efforts to promptly delete any personal data stored with us in regard to such individual.

If you believe that we might have any such data from or about a child under the age of 16, please contact us by e-mail at david.gudeman@velocityai.io.

9. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

10. Contact Us

If you have any questions about this Privacy Policy, please contact us at david.gudeman@velocityai.io

Date of Issue

July 6, 2024