Privacy Policy
Conscientia Labs LLC - Privacy Policy
Effective Date: July 7, 2026
Last Updated: July 20, 2026
INTRODUCTION
Conscientia Labs LLC ("Conscientia", "we", "our", or "us") is a Wyoming limited liability company that operates an AI-assisted knowledge management and collaboration platform. We are committed to protecting the privacy and security of the personal information of our customers, platform users, and other individuals who interact with our services.
This Privacy Policy explains what personal data we collect, why we collect it, how we use and protect it, and what rights you have regarding your data. It applies to all users of the Conscientia platform ("Platform"), including organization administrators, authorized users, and billing contacts.
By accessing or using the Platform, you acknowledge that you have read and understood this Privacy Policy.
1. WHO WE ARE AND HOW TO CONTACT US
Data Controller:
Conscientia Labs LLC
1000 NW 65th Street, STE 305, Fort Lauderdale, FL 33309
United States
Privacy Contact:
Email: privacy@conscientialabs.com
https://conscientialabs.com/landing#contact
2. INFORMATION WE COLLECT
"Personal data" is information that identifies, relates to, or describes, directly or indirectly, you as an individual, such as your name, email address, telephone number, home address, or payment information (for example, account information such as name, email address, and any other identifier we may use to contact you online or offline) We collect the following categories of personal data when you use the Platform:
(a) Account and Identity Data
Full name
Email address
User role within your organization (e.g., Admin, Standard User, Billing User)
Account status and onboarding stage
Terms acceptance record and date
(b) Organization Data
Organization name, industry, and size
Organization onboarding questionnaire responses (business profile information)
Timezone and locale preferences
Notification preferences
(c) Calendar and Meeting Data
Calendar connection details (Google Calendar or Microsoft 365 connection status and associated calendar email address)
Calendar event metadata: event title, meeting platform, attendees, start and end times, meeting URL, organizer email address
Meeting session records: session identifiers, start and end timestamps, meeting platform URLs
Meeting transcripts: text transcriptions of audio from meetings where all participants have been notified and recording has not been declined (stored in encrypted cloud storage)
Meeting summaries: AI-generated summaries derived from meeting transcripts (stored in encrypted cloud storage)
Speaker identification data: speaker-diarization labels generated from meeting audio to identify and attribute transcript content to individual speakers (stored in encrypted cloud storage together with the associated transcript)
(d) Billing and Subscription Data
Subscription plan, status, and billing period dates
Usage metrics: number of meeting sessions, minutes consumed per billing period
Stripe customer identifier and subscription identifiers (no full payment card numbers are stored by us - payment card data is handled exclusively by Stripe)
(e) Support and Communication Data
- Support inquiry content: inquiry type, urgency level, subject, and message body submitted via the in-platform contact form
(f) Technical and Security Data
IP address and browser/client information captured for security and accountability purposes
Audit event records: a log of significant actions taken on the Platform, including the actor's email, role, organization, the action performed, the affected resource, and the outcome; retained for 90 days
(g) Integration Credential Data
- OAuth tokens for Google Calendar and Microsoft 365 calendar integrations (stored securely; used solely to synchronize calendar events and schedule the AI meeting agent)
(h)Whitelisted External Invitee Email Addresses
- To enable the AI meeting agent to accept, join, and issue meeting invitations to individuals outside the Customer's organization, Customer administrators may add ("whitelist") external email addresses to the Platform. When a Customer admin whitelists an external email address, Conscientia stores that email address (and, where provided by the admin, the associated name or organization) on the Platform on the Customer's behalf. The whitelisted email address is provided to Conscientia by the Customer admin, not by the individual whose email address is whitelisted. As a result, the affected individual may not be aware that their email address is held on the Platform. We store and process whitelisted email addresses solely to (i) allow the Customer's AI meeting agent to send, receive, and manage meeting invitations involving the individual; (ii) associate meeting sessions with the correct participants; and (iii) maintain audit and security records. Where GDPR applies, the legal basis is our and the Customer's legitimate interests in operating a functional B2B meeting-assistance platform. Whitelisted email addresses are retained for as long as the Customer maintains the whitelist entry and for the retention period applicable to organization data under Section 6 following the Customer's cancellation or termination. Whitelisted email addresses are disclosed only to the subprocessors identified in Section 5 to the extent necessary to deliver the Platform, and are not sold or shared for cross-context behavioral advertising. Customers are responsible for having an appropriate legal basis under applicable law to provide external individuals' email addresses to Conscientia and for informing those individuals of such use where required by applicable law.
[If you are a California resident, to access our supplemental California privacy statement, visit https://conscientialabs.com/california-privacy-notice]
3. HOW WE USE YOUR INFORMATION
We use the personal data we collect for the following purposes:
(a) Providing and operating the Platform
Authenticating your identity and managing your session
Delivering the AI-assisted meeting and knowledge management features you have subscribed to
Synchronizing your calendar events and scheduling the AI meeting agent
(b) Processing Meetings and Generating Insights
Joining meetings via an AI meeting agent to capture transcripts and generate AI-powered summaries, where recording consent has been established
Transmitting meeting content to third-party AI providers (including OpenAI) in order to generate summaries and other output
Storing transcripts and summaries in encrypted cloud storage for your organization's access
(c) Billing and Subscription Management
Processing subscription payments via our payment processor, Stripe
Tracking usage against your subscription plan's included minutes
Sending billing notifications (quota warnings, renewal reminders, overage alerts)
(d) Communication and Support
Responding to support inquiries submitted through the Platform
Sending onboarding, operational, and renewal reminder notifications
(e) Security and Fraud Prevention
Maintaining an audit trail of significant actions for security, compliance, and accountability purposes
Detecting and preventing unauthorized access or misuse of the Platform
(f) Service Improvement and Operations
- Collecting and analyzing de-identified, aggregated telemetry and usage data (which does not identify you or your organization and does not reveal information contained in meeting content and other data submitted to or processed by the services offered on the Platform "Customer Data") for analytics, reliability, capacity planning, fraud prevention, billing measurement, and service improvement.
(g) Legal Compliance
Meeting our obligations under applicable laws and regulations
Responding to lawful requests from courts or regulatory authorities
4. LEGAL BASIS FOR PROCESSING (GDPR)
Where the General Data Protection Regulation (GDPR) applies to the processing of your personal data, we rely on the following legal bases:
(a) Performance of a contract - processing necessary to provide the Platform services you or your organization have contracted for (Article 6(1)(b) GDPR). This covers account management, meeting processing, and billing.
(b) Legitimate interests - processing necessary for our legitimate interests in operating a secure, reliable platform, including maintaining audit logs, detecting fraud, and improving service quality, where those interests are not overridden by your rights (Article 6(1)(f) GDPR).
(c) Legal obligation - processing necessary to comply with applicable laws, including financial record-keeping and responding to lawful legal requests (Article 6(1)(c) GDPR).
(d) Consent - where we rely on your consent (e.g., for optional notification preferences), you may withdraw consent at any time without affecting the lawfulness of processing before withdrawal (Article 6(1)(a) GDPR).
5. DATA SHARING AND THIRD PARTIES
We share personal data with the following contractors, service providers, and other third parties we use to support our organization only to the extent necessary to deliver the Platform:
(a) AWS Cognito - identity and access management; handles user authentication.
(b) AWS S3 - encrypted cloud storage for meeting transcripts, meeting summaries, and knowledge base files. Data is encrypted at rest.
(c) Stripe - payment processing. Stripe receives your organization's billing contact details and manages subscription and payment card data. Stripe is a PCI-DSS compliant processor. We store only Stripe-issued identifiers, not raw card data.
(d) Recall.ai - AI meeting bot service. When the Conscientia agent joins a meeting, Recall.ai processes the meeting audio to produce a transcript. Recall.ai acts as a data processor on our behalf, under Recall.ai's standard Data Processing Agreement.
(e) Sirma AI Enterprise - AI agent and knowledge management infrastructure. Meeting transcripts, summaries, and organizational knowledge base content are processed by Sirma AI Enterprise to power the AI agent. Sirma AI Enterprise does not use Customer Data to train its own AI models.
(f) ANAM (aielevenlabs.io) - video avatar rendering service. Video and audio of the AI meeting agent's on-screen avatar are generated by ANAM in real time during meetings. ANAM acts as a data processor on our behalf and does not use Customer Data to train its own AI models.
(g) OpenAI - meeting content and related context may be transmitted to OpenAI to generate meeting summaries and other AI output. Customer Data is processed by OpenAI solely to generate output on your behalf and is not used to train general-purpose models under our API agreement with OpenAI.
(h) n8n - workflow automation platform used for email delivery and AI-assisted content processing. User email addresses and conversation data may be processed through n8n workflows.
(i) Google / Microsoft - when you connect a Google or Microsoft 365 calendar, we exchange OAuth tokens with these providers to read calendar event data.
(j) Google Fonts - the Platform loads web fonts directly from Google's servers, which exposes your IP address to Google. See Section 12(c) for details. No cookies are set by this integration.
We maintain data processing agreements with our subprocessors as required by applicable law, obligating them to process personal data only on our documented instructions, implement appropriate security measures, and comply with applicable data protection law.
We do not sell, rent, or trade your personal data to third parties for marketing purposes. We do not "sell" or "share" personal information as those terms are defined under the California Consumer Privacy Act, as amended by the California Privacy Rights Act ("CCPA"), and we do not use or disclose sensitive personal information for purposes that would require offering a right to limit under the CCPA.
We may disclose personal data if required to do so by law, regulation, court order, or at the request of a government authority, or to protect the rights, property, or safety of Conscientia, our users, or others.
6. DATA RETENTION
We retain personal data for as long as necessary to provide the Platform and fulfill the purposes described in this Policy, subject to the following:
Account data: retained for the duration of your organization's active relationship with us. Following expiration or termination of your agreement with us, account data may be permanently deleted from the Platform and all systems we control, unless otherwise required by applicable law. We retain audit records, acceptance logs, security logs, usage logs, and billing records for legal, security, compliance, fraud prevention, and business purposes in accordance with our retention practices and applicable law, even after account closure. Specifically, following cancellation, organization data is retained for thirty (30) days and then purged, after which account data is deleted or anonymized except where a longer period is required to meet legal, tax, or financial record-keeping obligations (for example, billing records as described below).
Audit log records: retained for 90 days from the date of the event, then deleted.
Meeting transcripts and summaries: transcripts and summaries are only stored for meetings where participants have been notified and recording has not been declined. They are retained for the duration of your organization's active subscription and deleted upon account closure or upon a valid erasure request.
Billing records: payment and billing records are retained by Stripe, our payment processor, in accordance with Stripe's own record-retention practices and applicable financial and tax regulations (typically up to seven (7) years). We do not separately retain full billing records; we retain only the Stripe-issued subscription and customer identifiers referenced in Section 2(d) for the duration described under Account data above.
Support inquiries: retained for one (1) year, then deleted or anonymized.
When data is no longer needed, it is securely deleted or anonymized.
7. DATA SECURITY
We implement appropriate technical and organizational measures to protect personal data against unauthorized access, accidental loss, destruction, or alteration, including:
All data in transit is encrypted.
Meeting transcripts, summaries, and knowledge base files are encrypted at rest in our cloud storage.
User authentication is managed using industry-standard protocols with access token controls.
Role-based access controls limit what data each user role can access within the Platform.
A tamper-resistant audit trail records all significant actions on the Platform.
Automated abuse prevention controls are applied to the Platform's interfaces.
In the event of a personal data breach that is likely to result in a risk to the rights and freedoms of individuals, we will notify the relevant supervisory authority within 72 hours of becoming aware of the breach, where required by applicable law, and will notify affected individuals without undue delay where the breach is likely to result in a high risk to their rights and freedoms. Where Conscientia acts as a processor, we will notify the affected Customer organization without undue delay after becoming aware of a personal data breach affecting its Customer Data, and will reasonably assist the Customer with its own notification and remediation obligations. We will also provide any notifications required under applicable U.S. state data-breach-notification laws.
8. INTERNATIONAL DATA TRANSFERS
The Platform is operated on infrastructure hosted in the United States and is currently offered only to customers and users located in the United States. We do not currently offer the Platform to, or knowingly process personal data of, individuals located in the European Economic Area (EEA), the United Kingdom, Switzerland, or other jurisdictions with data transfer restrictions.
If we expand the Platform to serve users located in the EEA, United Kingdom, Switzerland, or another jurisdiction with data transfer restrictions, we will implement appropriate safeguards before doing so, including:
Standard Contractual Clauses (SCCs) approved by the European Commission, where required; and/or
The adequacy decisions or other transfer mechanisms applicable to our third-party processors.
We will update this Privacy Policy to describe the specific transfer mechanism (Standard Contractual Clauses, adequacy decision, or other applicable safeguard) in place for each affected processor before serving users in a restricted jurisdiction.
9. YOUR RIGHTS
Depending on your location, you may have the following rights regarding your personal data:
(a) Right of access - you may request a copy of the personal data we hold about you.
(b) Right to rectification - you may request correction of inaccurate or incomplete data.
(c) Right to erasure ("right to be forgotten") - you may request deletion of your personal data where it is no longer necessary for the purposes for which it was collected, subject to legal retention obligations.
(d) Right to restriction of processing - you may request that we restrict processing of your data in certain circumstances.
(e) Right to data portability - you may request a copy of your data in a structured, machine-readable format.
(f) Right to object - you may object to processing based on legitimate interests.
(g) Right to withdraw consent - where processing is based on consent, you may withdraw it at any time.
(h) Right to lodge a complaint - you have the right to lodge a complaint with your local data protection supervisory authority.
To exercise any of these rights, please contact us at privacy@conscientialabs.com. We will respond within the period required by applicable law (generally within 30 days under GDPR and within 45 days under the CCPA, subject to permitted extensions). We may need to verify your identity before processing your request. If your request relates to personal data we process on behalf of a Customer organization (including data of an Authorized User under GDPR), we will refer the request to, or coordinate with, that Customer organization's administrator, who is responsible for verifying and responding to the request as the data controller.
Nevada provides its residents with a limited right to opt out of certain personal data sales. Residents who wish to exercise their sale opt-out rights may submit a request to privacy@conscientialabs.com. However, please know we do not currently sell data triggering that statute's opt-out requirements.
[If you are a California resident, additional information applies to you. To access our supplemental California privacy statement and learn more about California residents' privacy rights, visit https://conscientialabs.com/california-privacy-notice]
10. MEETING PARTICIPANTS AND THIRD-PARTY NOTICE
The Conscientia AI agent may join online meetings, video calls, and other communications to provide transcription and summarization services. These meetings may include participants who are not registered Conscientia users ("third-party participants").
When the AI agent joins a meeting, it announces its presence in the meeting chat, discloses that it is an artificial-intelligence participant and that any responses it generates are automated and not authored by a human, explicitly informs all participants that the conversation is being recorded and transcribed, and provides a clear opt-out mechanism. Any participant who does not consent to recording may exercise that opt-out directly in the meeting chat, at which point recording stops immediately. Meeting content is only transcribed and stored where no participant has exercised this opt-out. Such disclosures and tools are intended to assist Customer organizations with transparency and participant awareness but are not intended to constitute legal advice or to satisfy all notice, consent, authorization, or compliance obligations that may apply under applicable law. Customer organizations remain solely responsible for determining and ensuring compliance with all applicable recording-consent, wiretapping, privacy, employment, electronic communications, and data protection laws and requirements.
Customer organizations that use the meeting features are solely responsible for ensuring that their use of these features complies with any applicable recording consent laws, wiretapping statutes, platform terms of service, and employment or organizational policies beyond the in-meeting notice described above, regardless of whether the Platform provides automated disclosures or consent-related functionality.
Conscientia processes meeting content, including speech from all participants, only as directed by and on behalf of the subscribing Customer organization.
If you are a meeting participant who is not a registered Conscientia user and have questions about how your data was processed in connection with a meeting, please contact the organization that organized the meeting.
11. AI MODEL TRAINING
Conscientia will not use Customer Data (including meeting transcripts, summaries, or knowledge base content) to train or fine-tune our own general-purpose AI models unless this is expressly agreed in a separate written agreement or affirmatively enabled by Customer through a clearly disclosed feature.
Our AI infrastructure partners (including Sirma AI Enterprise and OpenAI) process Customer Data only to generate output on your behalf and do not use it to train their general-purpose models under our agreements with them.
We may collect and use de-identified, aggregated, and operational data that does not identify any individual or reveal Customer content for lawful purposes such as analytics, service reliability, security, and usage measurement.
Google Workspace Limited Use
Conscientia's use of information received from Google Workspace APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Google user data is never used, transferred, or sold to develop, improve, or train generalized or foundational artificial intelligence or machine learning models.
12. COOKIES, LOCAL STORAGE, AND THIRD-PARTY EMBEDS
(a) Cookies
We use the following cookies on the Platform:
JSESSIONID - a session cookie that maintains your authenticated browser session. This cookie is strictly necessary for the operation of the Platform and is deleted when you log out or close your session.
sidebar_state - a functional cookie that remembers whether you have expanded or collapsed the sidebar navigation menu. It does not identify you, is not used for tracking, and carries no unique identifier.
(b) Local Storage
The Platform uses your browser's local storage (not cookies) to store: your selected interface theme, your language and interface preferences, your selected audio input/output device, and a record of your acceptance of these Terms and this Privacy Policy. This data stays on your device and is used solely to operate the Platform and remember your preferences between sessions.
(c) Google Fonts
The Platform loads web fonts from Google's servers. This causes your browser to connect directly to Google and exposes your IP address to Google in the process of retrieving the fonts, even though no cookie is set by this integration. See Google's privacy policy for more information on how Google handles this data.
(d) Stripe
When you make a payment, you are redirected to a payment page hosted by Stripe. While on that page, Stripe's own cookies and privacy policy apply, and we do not receive or store any payment card data on our systems (see Section 5(c)).
(e) No Analytics or Advertising Cookies
We do not use analytics, advertising, or other tracking cookies or scripts on the Platform.
13. CHILDREN'S PRIVACY
The Platform is intended for use by business organizations and their employees and is not available to individuals under the age of 18. If we learn we have collected or received personal data from a child under 18 years old without verification of parental consent, we will delete that information.
14. CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy from time to time. When we do, we will update the "Last Updated" date at the top of this page and, where the changes are material, notify users via the Platform or by email. We may also require re-acceptance of the updated Policy before continued use of the Services. Your continued use of the Platform after any changes constitutes your acceptance of the updated Policy to the extent permitted by law.
15. GOVERNING LAW
This Privacy Policy is governed by the laws of the State of Wyoming, United States, without regard to conflict-of-law principles. Any disputes arising under or related to this Privacy Policy shall be subject to the exclusive jurisdiction of the federal courts of the United States or the courts of the State of Wyoming, in each case located in the County of Laramie.
16. CONTACT US
For any questions, concerns, or requests relating to this Privacy Policy or our handling of your personal data, please contact us:
Conscientia Labs LLC
1000 NW 65th Street, STE 305, Fort Lauderdale, FL 33309
Email: privacy@conscientialabs.com
Privacy Officer: Gregory Ashe
Data subject requests from individual Authorized Users under GDPR are routed through the Customer organization's administrator, consistent with Section 9 and Section 5 of the California Notice; export control matters are addressed in the Terms of Service, Section 20.