Privacy Notice for California Residents
Effective Date: 07/07/2026 Last Updated: 07/07/2026
This Privacy Notice for California Residents ("California Notice") supplements the Conscientia Labs LLC Privacy Policy, available at https://conscientialabs.com/privacy-policy (the "Privacy Policy"), and applies solely to California residents. It is provided under the California Consumer Privacy Act, as amended by the California Privacy Rights Act, and its implementing regulations (collectively, the "CCPA"). Capitalized terms used but not defined in this California Notice have the meaning given in the Privacy Policy; terms defined in the CCPA have the same meaning when used in this California Notice.
1. Categories of Personal Information We Collect
For the purposes of this notice, “Personal Information” means information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular consumer or household, or as otherwise defined by the CCPA. In the preceding 12 months, we have collected the following statutory categories of personal information. The specific pieces of personal information we collect, the sources of that information, and the business purposes for collection are described in Sections 2, 3, and 5 of the Privacy Policy.
| Category | Examples | Collected | Retention Period |
|---|---|---|---|
| A. Identifiers. | A real name, alias, postal address, unique personal identifier, online identifier, Internet Protocol address, email address, account name, Social Security number, driver's license number, passport number, or other similar identifiers. | Yes | Users: active + 1 year post-deactivation; audit logs: 90 days; organization data: active + 90 days. |
| B. Personal information categories listed in the California Customer Records statute (Cal. Civ. Code § 1798.80(e)) ("California Customer Records"). | A name, signature, Social Security number, physical characteristics or description, [photograph, ]address, telephone number, passport number, driver's license or state identification card number, insurance policy number, education, employment, employment history, [membership in professional organizations, professional licenses and certifications,] bank account number, credit card number, debit card number, or any other financial information, medical information, or health insurance information. Some personal information included in this category may overlap with other categories. | Yes | Users: active + 1 year; billing records: 7 years. |
| C. Protected classification characteristics under California or federal law ("Protected Classes"). | Age (40 years or older), race, color, ancestry, national origin, citizenship, religion or creed, marital status, medical condition, physical or mental disability, sex (including gender, gender identity, gender expression, pregnancy or childbirth and related medical conditions), sexual orientation, reproductive health decision-making, military and veteran status, or genetic information (including familial genetic information). | No | N/A (not collected). |
| D. Commercial information. | Records of personal property, products, or services purchased, obtained, or considered, or other purchasing or consuming histories or tendencies. | Yes | Billing records: 7 years; usage metrics: 2 years. |
| E. Biometric information. | Genetic, physiological, behavioral, and biological characteristics, or activity patterns used to extract a template or other identifier or identifying information, such as fingerprints, faceprints, and voiceprints, iris or retina scans, keystroke, gait, or other physical patterns, and sleep, health, or exercise data. | No | N/A (not collected). |
| F. Internet or other similar network activity. | Activity on our websites, mobile apps, or other digital systems, such as internet browsing history, search history, system usage, electronic communications with us, postings on our social media sites. | Yes | Audit logs: 90 days. |
| G. Geolocation data. | Physical location or movements[, such as your zip code, the time and physical location related to use of our internet website or mobile application, or other information about your location or locations you visited]. | Yes (limited to IP-derived location) | Audit logs: 90 days. |
| H. Sensory data. | Audio, electronic, visual, thermal, olfactory, or similar information[, including customer service call monitoring and store video surveillance]. | Yes | While the organization subscription is active; deleted on organization closure or erasure request. |
| I. Professional or employment-related information. | Current or past job history[ or performance evaluations]. | No | N/A (not collected). |
| J. Non-public education information (per the Family Educational Rights and Privacy Act (20 U.S.C. Section 1232g, 34 C.F.R. Part 99)) ("FERPA Information"). | Education records directly related to a student maintained by an educational institution or party acting on its behalf, such as grades, transcripts, class lists, student schedules, student identification codes, student financial information, or student disciplinary records. | No | N/A (not applicable). |
| K. Inferences drawn from other personal information. | Profile reflecting a person's preferences, characteristics, psychological trends, predispositions, behavior, attitudes, intelligence, abilities, and aptitudes. | Yes (AI-generated summaries) | While the organization subscription is active. |
| L. Sensitive personal information. | Further identified in the chart below. | No | N/A (not collected). |
Sources. We collect personal information (a) directly from you or your organization (for example, during account registration, onboarding, and support inquiries); (b) automatically through your use of the Platform (for example, IP address, browser and client information, session data, and audit-log events); and (c) from third parties, including our subprocessors and integration partners identified in Section 5 of the Privacy Policy (for example, Stripe, AWS Cognito, Recall.ai, Sirma AI Enterprise, OpenAI, n8n, and Google/Microsoft calendar providers). Notice at collection for whitelisted external invitees. In addition, Customer administrators may add ("whitelist") external email addresses on the Platform so that the AI meeting agent can send, receive, and manage meeting invitations involving individuals outside the Customer's organization. In these cases, we receive the individual's email address (and, where provided, associated name or organization) from the Customer administrator rather than from the individual directly, and the affected individual may not be aware that their email address is held on the Platform. Conscientia does not sell or share it, or use it for cross-context behavioral advertising. Individuals who wish to exercise CCPA rights over a whitelisted email address should contact the applicable Customer organization; individuals may also contact Conscientia using the details in Section 10, and we will respond or route the request to the applicable Customer as appropriate.
2. Business or Commercial Purposes for Collection
We collect and use personal information for the business and commercial purposes described in Section 3 of the Privacy Policy, including: (a) providing and operating the Platform; (b) processing meetings and generating AI-assisted transcripts, summaries, and other output; (c) billing and subscription management; (d) communications and support; (e) security, fraud prevention, and maintenance of a tamper-resistant audit trail; (f) service reliability, analytics, and improvement using de-identified and aggregated telemetry; and (g) compliance with legal obligations and response to lawful requests.
3. Disclosure, Sale, and Sharing of Personal Information
In the preceding 12 months, we have disclosed personal information for business purposes to the categories of recipients described in Section 5 of the Privacy Policy, including: identity and authentication providers (AWS Cognito); cloud hosting and storage providers (AWS S3); payment processors (Stripe); AI meeting bot providers (Recall.ai); AI and knowledge-management infrastructure providers (Sirma AI Enterprise); large-language-model providers (OpenAI); workflow automation providers (n8n); calendar and integration providers (Google, Microsoft); and, where required, professional advisors, affiliates, and legal or governmental authorities.
Sale/Sharing. We do not "sell" personal information or "share" personal information for cross-context behavioral advertising, as those terms are defined under the CCPA, in exchange for monetary or other valuable consideration. Because we do not sell or share personal information, we are not required to provide an opt-out of sale or sharing; if that changes, we will update this California Notice and provide a "Do Not Sell or Share My Personal Information" method. We do not knowingly sell or share the personal information of consumers under 16 years of age.
4. Your California Privacy Rights
Subject to certain exceptions, California residents have the following rights:
Right to know and access. To request the categories and specific pieces of personal information we have collected about you, the categories of sources, the business or commercial purposes for collection, and the categories of third parties to whom we have disclosed personal information, and to obtain a copy in a portable format.
Right to delete. To request deletion of personal information we collected from you, subject to exceptions permitted by the CCPA.
Right to correct. To request correction of inaccurate personal information we maintain about you.
Right to opt out of sale or sharing. To opt out of the sale or sharing of personal information (see Section 3).
Right to limit use of sensitive personal information. To ask businesses that use or disclose your sensitive personal information to limit those actions to just the CCPA's Permitted SPI Purposes (the "right to limit").
Right to non-discrimination. To not receive discriminatory or retaliatory treatment for exercising your CCPA rights.
Automated decision-making technology (ADMT). We do not currently use ADMT to make decisions producing legal or similarly significant effects concerning consumers. To the extent CCPA ADMT access and opt-out rights become applicable to us, we will update this Notice accordingly.
5. How to Exercise Your Rights
You, or an authorized agent acting on your behalf, may submit a verifiable consumer request by:
Emailing us at privacy@conscientialabs.com;
Submitting a request through https://conscientialabs.com/landing#contact.
Verification. For requests to know, delete, or correct, we will verify your identity before responding, which may require you to provide information we can match to information we hold or, if you have an account, to submit the request through your account.
Authorized agents. To use an authorized agent, please have the agent email privacy@conscientialabs.com and provide written authorization signed by you. We may still require you to verify your identity directly and confirm that you authorized the agent.
Customer Data requests. If your request concerns personal information that we process on a Customer's behalf as a service provider (for example, information contained in meeting transcripts, summaries, or knowledge base content, or a whitelisted external email address), we will refer you to, or coordinate with, the applicable Customer, which is responsible for responding as the "business" under the CCPA.
6. Changes to This California Notice
We may update this California Notice from time to time. When we do, we will update the "Last Updated" date above and, where changes are material, provide notice through the Platform or by other reasonable means.
7. Contact Us
For questions about this California Notice or to exercise your rights, contact us at:
Conscientia Labs LLC
Attn: Privacy Officer Gregory Ashe privacy@conscientialabs.com
1000 NW 65th Street, STE 305, Fort Lauderdale, FL 33309
Email: privacy@conscientialabs.com