Privacy Policy

Bizware.ai LLC, a California limited liability company (“we,” “us,” or “our"), respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, retain, and otherwise process personal information when you use our website, applications, and services (collectively, the “Services”).

By accessing or using the Services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with this policy, please do not use the Services.

We collect the following categories of personal information:

2.1 Information You Provide Directly

• Account information: Name, email address, password, company name, and role when you register.
• Profile information: Job title, team size, industry, and preferences you choose to share.
• Payment information: Billing address and payment method details (processed by our payment processor; we do not store full card numbers).
• Communications: Messages you send to us via email, chat, or support tickets.
• Playbook content: Sales scripts, scenarios, client details, and other data you upload or create within the Services.

2.2 Information Collected Automatically

• Device and usage data: IP address, browser type, operating system, device identifiers, pages viewed, time spent, and clickstream data.
• Cookies and similar technologies: We use cookies, local storage, and analytics tools to understand usage patterns and improve the Services.
• Log data: Server logs recording access times, errors, and system interactions.

2.3 Information from Third Parties

• Authentication providers: If you sign in via Google OAuth or similar services, we receive your name, email, and profile picture subject to your consent.
• Zoom integration: When you connect your Zoom account, we receive meeting metadata, transcripts, and recordings subject to Zoom’s terms and your authorization.
• Fathom integration: When you configure Fathom webhooks, we receive meeting data, transcripts, and summaries you authorize.

2.4 Call Recordings, Transcripts, and Coaching Data

When you connect a calendar, meeting or phone platform, import authorized call data, or record a live in-person call, we collect the meeting information and conversation data needed to coach you:

• Meeting details: Title, description, date and time, join link, organizer, and attendee email addresses from invites you authorize us to read.
• Audio and video recordings of meetings where you have enabled recording, stored in private storage that only your account can access.
• Transcripts generated from those recordings, including who said what.
• Coaching output: Call type, scores, strengths, missed moments, suggested questions, notes, and summaries derived from your conversations.
• Account memory: Short records of scored calls and the questions asked of Biz, used to improve coaching for your account only.

Consent is your responsibility. You control which meetings are recorded, coached, or summarized, and you can turn recording off for any meeting. You are responsible for obtaining any consent or giving any notice required by law wherever you and your participants are located before a conversation is recorded or transcribed, including all-party consent where applicable.

All customers, account owners, consultants, partners, administrators, and team users must inform participants about recording, transcription, AI processing, intended uses, and who can access their information, and obtain and document the required permissions before capture or import. This applies to live recording, calendar meetings, phone integrations, uploaded media, and imported transcripts. Do not record without required consent; stop when consent is withdrawn and comply with applicable privacy requests. A meeting bot, recording indicator, or provider announcement is not a substitute for required consent.

Organizations and consultants determine which conversations and client data they submit and must have authority to do so, configure integrations appropriately, and instruct their teams to use the Services lawfully. Bizware processes submitted content to deliver the Services and remains responsible for its own obligations under applicable law; this policy does not transfer or waive those obligations.

2.5 Google Calendar and Microsoft Outlook Calendar Data

You can choose to connect a Google Calendar or Microsoft Outlook (Microsoft 365) calendar so our meeting assistant can join and coach your scheduled sales calls. Connecting is optional.

• What we access: Read-only access to your calendar events (Google scope calendar.events.readonly; Microsoft permission Calendars.Read) and your account email address (Google userinfo.email; Microsoft User.Read). Microsoft offline_access and Google offline access let us keep your connection active without asking you to sign in again. We cannot create, edit, or delete your events, and we do not access your email inbox, contacts, or files.
• How we use it: Solely to identify upcoming meetings that have a video-conferencing link, show them on your Bizware meetings page, and schedule our meeting assistant to join the meetings you choose so they can be recorded, transcribed, and coached. Your email address identifies which calendar is connected to your account.
• Storage: We store the event details needed for this purpose (title, time, join link, organizer, attendees) and an encrypted authorization token, held by us and our meeting-recording processor, Recall.ai. Data is encrypted in transit and at rest.
• Sharing: We do not sell calendar data and do not share it with anyone other than the service providers needed to deliver this feature (Recall.ai for meeting joining and our hosting provider), or as required by law.
• No advertising or AI training: We never use calendar data for advertising, retargeting, or to build user profiles, and we never use it to develop, improve, or train generalized AI or machine-learning models.
• Human access: No person reads your calendar data unless you give us explicit permission for specific events (for example, a support request), it is needed for security purposes such as investigating abuse, or it is required by law.
• Disconnect and deletion: You can disconnect at any time from the Integrations page in Bizware, which revokes our access and deletes the stored authorization. You can also revoke access from your Google Account (myaccount.google.com/permissions) or Microsoft account (account.microsoft.com/privacy/app-access). Synced event details are deleted within 30 days of disconnecting or on request to support@bizware.ai.

Google API Limited Use. Bizware's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Microsoft. Data received through Microsoft Graph is used only as described above, in line with the Microsoft APIs Terms of Use.

Your conversations, playbooks, scripts, pricing, client details, and coaching history are your confidential information and intellectual property. We treat them that way:

• Sealed per account: Every record is stamped with the account that owns it, and database-level access rules return it only to that account's owner and the members they invite. Nothing is shared or blended between customers.
• Starter vs. team memory: On a Starter plan, Biz's memory is private to you. On a Team or Growth plan, one shared memory serves the members of that single account so the team can build best practices together — it never extends beyond that account.
• No cross-customer training: We do not use your content to coach, answer, or generate output for any other customer, and we do not use your content to train third-party foundation models. Our AI providers process your content only to return a result to you and are contractually barred from training on it.
• Service improvement: Where we analyze usage to improve the product, we use aggregated or de-identified data that cannot be traced back to you, your clients, or your conversations.
• Staff access: Our personnel access customer content only when you ask us to (for example, a support request) or when strictly required to keep the Services running securely, under confidentiality obligations.
• Consultant-managed accounts: Your approved consultant owns and manages the client account they create and can access its authorized team recordings, transcripts, notes, coaching and reports. Invited team access follows that account's permissions. The consultant is responsible for telling clients and participants about this access and obtaining the required authority; unrelated client accounts do not receive your content.

We process personal information for the following purposes:

• Provide and operate the Services: Authenticating users, managing accounts, enabling voice roleplay, grading calls, and delivering coaching feedback.
• Improve and develop the Services: Analyzing aggregated or de-identified usage trends and fixing bugs. We do not train shared or third-party AI models on your conversations, recordings, or playbook content.
• Communicate with you: Sending service notifications, updates, security alerts, and responding to support requests.
• Process payments: Billing, invoicing, and managing subscriptions through our payment processors.
• Security and compliance: Detecting fraud, preventing abuse, enforcing our terms, and complying with legal obligations.
• Marketing (with consent): Sending promotional materials about new features, events, or offerings. You can opt out at any time.

We do not sell your personal information. We may share information in the following circumstances:

• Service providers: We engage third-party vendors for hosting (e.g., cloud infrastructure), analytics, payment processing, email delivery, and AI model providers. These providers process data only on our behalf and under contractual obligations.
• Business transfers: In connection with a merger, acquisition, financing, or sale of assets, your information may be transferred as part of the transaction.
• Legal compliance: We may disclose information if required by law, court order, or government request, or to protect our rights, property, or safety.
• With your consent: We may share information for any other purpose disclosed to you and with your explicit authorization.

We retain personal information for as long as necessary to fulfill the purposes for which it was collected, including to provide the Services, comply with legal obligations, resolve disputes, and enforce our agreements.

• Account data: Retained while your account is active. After deletion, we retain minimal data for 30 days to process the request, then securely erase it.
• Playbook content: Retained until you delete it or close your account.
• Call recordings (video and audio): Kept for 30 days after the call, then automatically and permanently deleted. Audio captured by the in-app live recorder is not stored; it is deleted as soon as it is transcribed.
• Transcripts, scores and coaching: Retained while your account is active; you may delete them at any time.
• Log and analytics data: Retained for up to 12 months, then aggregated or deleted.
• Payment records: Retained for 7 years to comply with tax and accounting laws.

Depending on your location, you may have rights under applicable privacy laws (including GDPR, CCPA/CPRA, and others):

• Access: Request a copy of the personal information we hold about you.
• Correction: Request that we correct inaccurate or incomplete information.
• Deletion: Request deletion of your personal information, subject to legal retention requirements.
• Portability: Receive your data in a structured, machine-readable format.
• Restriction / objection: Limit or object to certain processing activities.
• Withdraw consent: Where processing is based on consent, you may withdraw it at any time.
• Opt out of sale / sharing: We do not sell personal information, but you may opt out of targeted advertising cookies.

To exercise your rights, contact us at team@bizware.ai or write to us at Bizware.ai LLC, 74-710 Highway 111, Suite 102, Palm Desert, California 92260. We will respond within the timeframe required by applicable law.

We use Meta Pixel to share page URLs, browser/device information, cookie identifiers, demo submission, trial-start and confirmed checkout payment events (including the actual paid amount and currency) with Meta for advertising measurement and optimization. This tracking does not send names, emails, company details, recordings, transcripts or coaching as customer-matching information. We disable automatic form matching.

In regions requiring advertising consent, Meta tracking stays off until you accept advertising in our preference notice. If we cannot determine your region, we also keep it off pending your choice. Elsewhere, ordinary tracking remains enabled unless you reject it or an applicable browser opt-out is present. You can accept, reject, or withdraw at any time through Cookie settings; rejection is as easy as acceptance. We retain the notice, region, visitor reference, time and choice history in your browser, preserving earlier acceptance when you withdraw. We do not replay events that were blocked before acceptance.

We use cookies and similar technologies to operate the Services, analyze traffic, and personalize content. You can manage cookie preferences through your browser settings. Essential cookies necessary for the Services to function cannot be disabled.

When you visit or log in to our website, cookies and similar technologies may be used by our online data partners or vendors to associate these activities with other personal information they or others have about you, including by association with your email. We (or service providers on our behalf) may then send communications and marketing to these email addresses. You may opt out of receiving this advertising by visiting https://app.retention.com/optout.

We are based in the United States. If you access the Services from outside the U.S., your information may be transferred to, stored, and processed in the U.S. or other countries where our service providers operate. We use appropriate safeguards (such as Standard Contractual Clauses) to ensure adequate protection under applicable law.

We implement commercially reasonable technical, administrative, and physical safeguards to protect personal information from unauthorized access, disclosure, alteration, or destruction. These include:

• Encryption: Data is encrypted in transit (TLS) and at rest by our cloud infrastructure provider.
• Row-level access control: Every record is tied to an owning account and enforced at the database layer, so one customer's data cannot be read by another.
• Private media storage: Recordings and transcripts are stored in private buckets reachable only through short-lived, access-checked links.
• Authentication: Password and OAuth sign-in with session tokens; every server request is authorized against the signed-in user.
• Vendor controls: Processors are bound by contract to confidentiality, security, and no-training obligations, and payment card details are handled entirely by our PCI-compliant payment processor.
• Least-privilege internal access: Administrative access is limited to personnel who need it and is used only to operate and support the Services.

No internet-based system can be 100% secure. Please use a strong, unique password and keep your account credentials confidential. If we become aware of a breach affecting your personal information, we will notify you as required by applicable law.

The Services are not intended for children under 16. We do not knowingly collect personal information from children under 16. If you believe we have collected information from a child under 16, please contact us and we will delete it promptly.

We may update this Privacy Policy from time to time. We will post the revised version with an updated “Last updated” date. Material changes will be notified via email or a prominent notice in the Services. Your continued use after changes take effect constitutes acceptance of the revised policy.

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