Personal Information Collection Statement

01Personal data we collect

• Account data: name, work email, phone number, department, position, role and manager (provided by your administrator), and the avatar, assistant name and preferences you set.
• Content you provide: messages, attachments, photos, voice input, meeting recordings and transcripts, tasks, schedules, meeting minutes and files.
• Device and technical data: device type, operating system and app version, display language, push notification token, IP address, sign-in records, and error and diagnostic logs; for the desktop app, also the computer's name and the work folder you choose.
• Consent records: your answers to this statement and to the AI services notice, with their version and time.

02Purposes of collection

We collect and use your personal data for the following purposes and purposes directly related to them:

• to create and manage your account, verify your identity and let you sign in;
• to provide the Service, including messages and conversations, My Assistant, digital staff, schedules, tasks, meeting recording, transcription and minutes, and file preview and sharing;
• to pass the content needed for your request to third-party AI services to generate replies, transcribe speech and organize material (see the AI services notice);
• to send notifications and reminders to your devices;
• to keep accounts and systems secure, prevent abuse and troubleshoot;
• to measure usage and bill the Customer as it requests;
• to answer enquiries and support requests from you or the Customer;
• to comply with laws, regulations and regulatory requirements.

We do not use your personal data for direct marketing, we do not sell it, and we do not use it to train or fine-tune AI models.

03Is supplying the data obligatory?

• Your name, work email and password are needed to create your account and sign in. Without them you cannot use the Service.
• Content you provide while using a feature (messages, files, recordings and so on) is up to you; without it, that feature cannot be used.
• Camera, microphone, photo, file and notification permissions are voluntary. They are requested only when you use the related feature and can be turned off in your phone's settings at any time; declining does not affect other features.
• The mobile app shows this statement the first time it opens and asks you to agree; if you do not agree, you cannot use the mobile app.
• Processing by third-party AI services is needed for the Service to work. After you sign in, the mobile app asks you to agree to the AI services notice: if you do not agree, you cannot use the mobile app (you can log out and agree later), and after withdrawing consent you cannot use it until you agree again. The web and desktop apps do not ask for this consent; see the AI services notice.

04Classes of transferees

For the purposes above, we may provide or transfer your personal data to the following classes of persons, whether in or outside Hong Kong:

• the Customer you work for, and administrators and colleagues who can see the data under the permissions the Customer sets (for example the requester of a task or the attendees of a meeting);
• providers of server hosting, data storage, networking and security services to us;
• third-party AI service providers: large language model, speech recognition, web search and document parsing services (see the AI services notice);
• push notification services: Apple Push Notification service (iPhone) and Firebase Cloud Messaging (Android), to deliver notifications to your phone;
• third-party platforms you or the Customer choose to connect, such as Zoom, Tencent Meeting, company mail services and tools the Customer configures;
• professional advisers bound by confidentiality (for example lawyers and auditors);
• law enforcement agencies, regulators or courts with a legal right to require disclosure.

Our servers are in Hong Kong. Some service providers may process data outside Hong Kong; we require them to process it only to provide their services to us and to protect it to a standard no lower than our Privacy Policy.

05Access to and correction of your personal data

Under the Ordinance you have the right to find out whether we hold your personal data, to request access to it and a copy, to request correction of data that is inaccurate, and to be informed of our policies and practices on personal data.

• You can change your name, phone number and avatar yourself on your profile page in the Service; for organization details such as department and position, ask your administrator.
• Send any other request to access or correct data in writing to your administrator, or to the Personal Data Privacy Officer listed under "Contact us" below. We may need to verify your identity first.
• We reply within 30 days of receiving a request. As permitted by the Ordinance, we may charge a fee that is not excessive for complying with a data access request.

If you have concerns about how we handle your personal data, please contact us first. You may also complain to the Office of the Privacy Commissioner for Personal Data, Hong Kong (www.pcpd.org.hk).

06Changes to this statement

When we update this statement we change the version date at the top. For material changes, the mobile app asks you to read and confirm it again the next time you use it.