PRIVACY POLICY

Last updated September 9, 2026

This Privacy Notice for Hai Sensei Inc. (“we,” “us,” or “our”), describes how and why we might access, collect, store, use, and/or share (“process”) your personal information when you use our services (“Services”), including when you:

Visit our website at https://haisensei.com or any website of ours that links to this Privacy Notice
Use Sensei. Sensei is a personalized development system that provides private coaching grounded in real meetings and guides repeated practice and refinement to help people develop the capabilities their growing responsibilities demand.
Engage with us in other related ways, including any sales, marketing, or events

Sensei is currently offered to customers in the United States, and our marketing is directed to that market.

Questions or concerns? Reading this Privacy Notice will help you understand your privacy rights and choices. We are responsible for making decisions about how your personal information is processed. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at privacy@haisensei.com.

Summary of key points

This summary provides key points from our Privacy Notice, but you can find out more details about any of these topics by clicking the link following each key point or by using our table of contents below to find the section you are looking for.

What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with us and the Services, the choices you make, and the products and features you use. Learn more about personal information you disclose to us.

Do we process any sensitive personal information? Some of the information may be considered “special” or “sensitive” in certain jurisdictions, for example your racial or ethnic origins, sexual orientation, and religious beliefs. We may process sensitive personal information when necessary with your consent or as otherwise permitted by applicable law. Learn more about sensitive information we process.

Do we collect any information from third parties? We may collect information from public databases, professional and social media sources, data providers, and other outside sources. Learn more about information collected from other sources.

How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent. We process your information only when we have a valid legal reason to do so. Learn more about how we process your information.

In what situations and with which types of parties do we share personal information? We may share information in specific situations and with specific categories of third parties. Learn more about when and with whom we share your personal information.

How do we keep your information safe? We have adequate organizational and technical processes and procedures in place to protect your personal information. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Learn more about how we keep your information safe.

What are your rights? Depending on where you are located geographically, the applicable privacy law may mean you have certain rights regarding your personal information. Learn more about your privacy rights.

How do you exercise your rights? To exercise your rights, email privacy@haisensei.com. We will consider and act upon any request in accordance with applicable data protection laws.

Want to learn more about what we do with any information we collect? Review the Privacy Notice in full.

1. WHAT INFORMATION DO WE COLLECT?

Personal information you disclose to us

In Short: We collect personal information that you provide to us.

We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.

Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect may include the following:

names
email addresses
job titles
usernames
passwords
contact preferences
billing addresses
billing and transaction information
contact or authentication data

Sensitive information

Sensitive Information. When necessary, with your consent or as otherwise permitted by applicable law, we process the following categories of sensitive information:

video and audio meeting content, which may incidentally include personal or sensitive details shared by participants.

Payment Data. When you purchase a subscription, provide payment for another user’s subscription, or make another purchase through the Services, payment information is collected and processed through Stripe. Stripe handles card numbers, security codes, and other payment credentials. We may receive limited billing and transaction information from Stripe, such as a name, email address, billing address, payment-method type and partial identifier, payment status, and transaction identifiers. We use this information to process payments, activate and administer subscriptions, prevent fraud and payment errors, provide support, and maintain transaction records. You may review Stripe’s privacy notice at https://stripe.com/privacy.

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

Information automatically collected

In Short: Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Services.

We automatically collect certain information when you visit, use, or navigate the Services. This may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information may be linked to your account. It is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

Our website does not currently use cookies or website analytics tracking. This is separate from the service-related log, device, and usage information described below. See “Do We Use Cookies and Other Tracking Technologies?” for more information.

The information we collect includes:

Log and Usage Data. Log and usage data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services and which we record in log files. Depending on how you interact with us, this log data may include your IP address, device information, browser type, and settings and information about your activity in the Services (such as the date/time stamps associated with your usage, pages and files viewed, searches, and other actions you take such as which features you use), device event information (such as system activity, error reports (sometimes called “crash dumps”), and hardware settings).
Device Data. We collect device data such as information about your computer, phone, tablet, or other device you use to access the Services. Depending on the device used, this device data may include information such as your IP address (or proxy server), device and application identification numbers, location, browser type, hardware model, Internet service provider and/or mobile carrier, operating system, and system configuration information.
Meeting and Recording Data. We collect meeting and recording data. Meeting and recording data is audio, video, transcripts, and related inferences such as coaching feedback, summaries, or performance assessments generated from recorded meetings.
Approximate Location Data. We collect approximate location information derived from your device’s Internet Protocol (IP) address. This data is limited to general geographic details such as city, state, or country and is used for analytics. We do not collect precise or continuous geolocation information from GPS or similar technologies.

Google API

The use of information received from Google Workspace APIs will adhere to the Google Workspace User Data and Developer Policy, including the Limited Use requirements. We use this information only to provide or improve user-facing Sensei features requested by the user. We may share it with service providers acting on our behalf only as necessary to provide or improve those features and with the user’s consent. We do not use Google Workspace data for advertising, marketing, profiling, or training or improving generalized AI or machine-learning models.

Google Meet Integration

When you connect your Google account to Sensei, Sensei may capture and record Google Meet meetings according to your recording settings. We may access and process calendar information, meeting details, participant information, audio, video, transcripts, speaker information, and related data from meetings selected or configured for recording. Capture may occur through functionality provided directly by Google Meet. Sensei and service providers acting on our behalf use this information to capture and process meetings, generate recordings, transcripts, speaker attribution, and coaching insights, and provide related Sensei features.

Zoom Integration

If you choose to connect your Zoom account or install and authorize Sensei through the Zoom App Marketplace, Sensei may access meetings selected or configured for recording. Depending on the feature being used, meeting capture may occur through a recording bot or through real-time media made available directly by Zoom.

We may receive and process meeting information such as titles, times, participant information, audio, video, screen sharing, recordings, transcripts, speaker information, and related data when available and authorized. We use this information to capture and process meetings, generate recordings, transcripts, and coaching insights, and provide related Sensei features.

Service providers acting on our behalf may manage the Zoom connection, technical credentials, and meeting-capture process. We do not use Zoom account or meeting information to target advertising to individuals or organizations, build advertising or marketing profiles based on Zoom users, or for any purpose prohibited by Zoom’s policies. Subject to those restrictions, we may use aggregated or deidentified information as described in this Privacy Notice.

If you disconnect your Zoom account or uninstall Sensei from Zoom, the connection will be removed and Sensei will no longer access future meetings through that connection.

Information provided by other users

A Sensei user may provide another person’s email address when asking that person to approve or provide payment for a subscription. We use this information to send and administer the payment request, communicate about the request, prevent misuse, and maintain related transaction records. We do not use payment-request recipient information for marketing unless that person separately chooses to receive marketing communications.

Information collected from other sources

In Short: We may obtain business and professional contact information from public sources and third-party providers.

We may obtain information from public websites, professional and social media profiles, business databases, data and enrichment providers, and providers connected to our customer relationship management tools. This may include names, business email addresses, phone numbers, job titles, professional backgrounds, company information, and links to professional profiles. We may combine this information with information we already hold to identify prospective customers, research relevant business contacts, keep our records accurate, and tailor our outreach, marketing, and services to relevant professional interests and business needs. These uses remain subject to applicable law and the choices described in this Privacy Notice.

2. HOW DO WE PROCESS YOUR INFORMATION?

In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

To facilitate account creation and authentication and otherwise manage user accounts. We may process your information so you can create and log in to your account, as well as keep your account in working order.
To deliver and facilitate delivery of services to the user. We may process your information to provide you with the requested service.
To respond to user inquiries/offer support to users. We may process your information to respond to your inquiries and solve any potential issues you might have with the requested service.
To send administrative information to you. We may process your information to send you details about our products and services, changes to our terms and policies, and other similar information.
To send and administer payment requests and process purchases. We may process your information to send payment requests, process payments made by you or on behalf of another user, activate and administer subscriptions, process additional purchases, prevent fraud and duplicate transactions, and provide payment support.
To request feedback. We may process your information when necessary to request feedback and to contact you about your use of our Services.
To send you marketing and promotional communications. We may use contact information you provide or that we obtain from the sources described above to send relevant marketing communications, where permitted by law and in accordance with your marketing preferences. You can opt out of our marketing emails at any time. For more information, see “WHAT ARE YOUR PRIVACY RIGHTS?” below.
To post testimonials. We post testimonials on our Services that may contain personal information.
To protect our Services. We may process your information as part of our efforts to keep our Services safe and secure, including fraud monitoring and prevention.
To evaluate and improve our Services, products, marketing, and your experience. We may process your information when we believe it is necessary to identify usage trends, determine the effectiveness of our promotional campaigns, and to evaluate and improve our Services, products, marketing, and your experience.
To comply with our legal obligations. We may process your information to comply with our legal obligations, respond to legal requests, and exercise, establish, or defend our legal rights.

In Short: We may share information in specific situations described in this section and/or with the following categories of third parties.

Vendors, Consultants, and Other Third-Party Service Providers. We may share your data with third-party vendors, service providers, contractors, or agents (“third parties”) who perform services for us or on our behalf and require access to such information to do that work. We use contractual safeguards designed to protect personal information and limit service providers’ use of information processed on our behalf to providing their services, following our instructions, and meeting applicable legal requirements. Providers may use authorized subcontractors to deliver their services. Some providers, such as payment processors, may also process certain information for their own legal, security, or regulatory obligations, as described in their privacy notices.

The categories of third parties we may share personal information with are as follows:

AI Platforms
Cloud Computing Services
Communication & Collaboration Tools
Data Analytics Services
Data Storage Service Providers
Payment Processors
Performance Monitoring Tools
Product Engineering & Design Tools
Sales & Marketing Tools
Testing Tools
Website Hosting Service Providers
Meeting Capture, Recording, Transcription, and Diarization Providers
Calendar Sync Providers
Finance & Accounting Tools
User Account Registration & Authentication Services

We also may need to share your personal information in the following situations:

Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
Organizational Accounts. If your Sensei account is linked to an organization, we may share your name and account-usage status, such as active, low activity, or inactive, with authorized representatives of that organization. This reporting does not include your individual coaching reports, scores, recordings, transcripts, or meeting content. Other organizational insights are provided only in aggregated or deidentified form, with safeguards intended to prevent identification of individual users. Providing payment for your subscription does not, by itself, grant access to organizational reporting.
Google User Data. Data received from or derived from Google Workspace APIs, including Google Calendar and Google Meet data, is never used or shared for advertising, marketing, profiling, or generalized AI-model training. Such data is used only to provide or improve user-facing Sensei features such as calendar synchronization, meeting-bot scheduling, meeting capture, transcription, and coaching. We may share this data with service providers acting on our behalf only as necessary to provide those features and with the user’s consent.

4. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?

In Short: Our website does not currently use cookies or website analytics tracking.

We do not currently use advertising pixels, retargeting technologies, or targeting cookies on our website, and we do not provide a cookie consent banner or cookie preference settings.

We may introduce website analytics in the future. Before introducing cookies or other tracking technologies, we will update our disclosures as appropriate and provide any choices or consent mechanisms required by applicable law. Our Cookie Notice is available at https://haisensei.com/cookies.

Google Analytics

We do not currently use Google Analytics, but may use it in the future to understand how visitors use our website. If we introduce it, we will describe its use and any applicable choices in our notices. Google provides a browser opt-out add-on and information about its practices in the Google Privacy Policy.

5. DO WE OFFER ARTIFICIAL INTELLIGENCE-BASED PRODUCTS?

In Short: We offer products, features, or tools powered by artificial intelligence, machine learning, or similar technologies.

As part of our Services, we offer products, features, or tools powered by artificial intelligence, machine learning, or similar technologies (collectively, “AI Products”). The terms in this Privacy Notice govern your use of the AI Products within our Services.

Use of AI Technologies

We provide the AI Products through third-party service providers (“AI Service Providers”), which may include OpenAI, Anthropic, and Google Cloud AI. Depending on the feature used, input, output, and personal information may be shared with and processed by the AI Service Provider used to provide that feature, subject to the limitations described in this Privacy Notice. You must not use the AI Products in any way that violates the terms or policies of any AI Service Provider.

Our AI Products

Our AI Products support meeting transcription and analysis, personalized coaching feedback, and related reports. They process meeting recordings, transcripts, and related information to provide these features, subject to the restrictions described in this Privacy Notice.

6. HOW LONG DO WE KEEP YOUR INFORMATION?

We retain personal information for as long as reasonably necessary for the purposes described in this Privacy Notice. The retention period depends on the information, why we use it, your choices, and applicable legal requirements. When information is no longer needed, we delete or anonymize it, subject to the backup provisions below.

Account and coaching information

We retain your account and coaching information while your account exists, including during a trial or when you do not have a paid subscription. This information includes your profile, account and login details, connected calendar and meeting information, recordings, transcripts, coaching reports, related analyses, and product activity maintained as part of your account history.

Keeping this history allows you to access past coaching and resume using the Services with your previous progress and context. You can delete individual recordings and related reports or request deletion of your account. Certain consent, billing, and legal records may remain as described below.

Website analytics and attribution

We may retain website analytics and attribution data, including associated approximate location information, for up to seven years from collection to evaluate long-term trends in website use, marketing effectiveness, and conversion. Actual retention may be shorter depending on our analytical needs and the tools used. We periodically review this information and delete or anonymize it when it is no longer needed.

This period applies to website analytics and attribution records. Product activity maintained as part of your account and coaching history follows the account retention provisions above.

Contacts, inquiries, and meeting bookings

We retain contact information, inquiries, meeting-booking details, and related customer or prospect records for as long as reasonably necessary to manage our relationship with you, respond to your inquiries, and follow up on your interest in our Services.

We determine retention based on the nature and history of our relationship, the timing of anticipated follow-up or purchases, your communication preferences, and applicable legal requirements. We periodically review these records and delete or anonymize information that is no longer needed.

Mailing lists and communication preferences

We retain mailing-list information while you remain subscribed and we continue the mailing relationship. We periodically review these records and remove information that is obsolete or no longer needed.

If you unsubscribe, we stop sending the marketing communications you opted out of. We may retain limited information needed to record and honor your opt-out.

Consent, billing, and legal records

We retain records of agreement acceptance, consent, and billing transactions to demonstrate compliance, administer payments, prevent fraud, maintain financial records, resolve disputes, and enforce our rights.

These records may include the version of an agreement or consent disclosure you accepted, the acceptance record, payment requests, recipient email addresses, request and delivery activity, payment status, transaction identifiers, and related information such as an email address, account ID, IP address, and relevant dates and times.

We retain these records while the related account exists and generally for up to seven years after account closure or the relevant transaction, as applicable. These records may remain after you delete your account.

We may retain relevant records longer where reasonably necessary to establish, exercise, or defend legal claims, investigate suspected misuse, or comply with legal obligations. Records subject to a legal hold—a requirement to preserve information for a legal matter—are retained until the hold is released and any remaining applicable retention requirements are satisfied.

Deletion requests and temporary residual copies

We normally complete verified deletion requests within seven days. Some information may remain temporarily in backups or limited operational records maintained by us or our service providers until the applicable retention periods expire. These residual records are retained only as reasonably necessary for recovery, security, or legal obligations, not for continued coaching or AI training. Certain consent, billing, and legal records may be retained as described above.

Aggregated information and previously trained models

We do not set a fixed retention period for aggregated or deidentified information that no longer identifies individuals under applicable law. Its use remains subject to the restrictions described in “Use of Aggregated and Deidentified Information”, including the restrictions on Google Workspace data.

Models trained before source information was deleted may continue to be used until replaced or retired, as described in “Use of Data for AI Training”. Deleted source information is not used for future training.

7. HOW DO WE KEEP YOUR INFORMATION SAFE?

In Short: We aim to protect your personal information through a system of organizational and technical security measures.

We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

8. DO WE COLLECT INFORMATION FROM MINORS?

In Short: We do not knowingly collect data from or market to children under 18 years of age.

We do not knowingly collect, solicit data from, or market to children under 18 years of age, nor do we knowingly sell such personal information. By using the Services, you represent that you are at least 18 years old. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at privacy@haisensei.com.

9. WHAT ARE YOUR PRIVACY RIGHTS?

In Short: You may review, change, or terminate your account at any time, depending on your country, province, or state of residence.

Withdrawing your consent: If we are relying on your consent to process your personal information, which may be express and/or implied consent depending on the applicable law, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us by using the contact details provided in the section “HOW CAN YOU CONTACT US ABOUT THIS NOTICE?” below.

However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, when applicable law allows, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

Opting out of marketing and promotional communications: You can unsubscribe from our marketing and promotional communications at any time by clicking on the unsubscribe link in the emails that we send, or by contacting us using the details provided in the section “HOW CAN YOU CONTACT US ABOUT THIS NOTICE?” below. You will then be removed from the marketing lists. However, we may still communicate with you — for example, to send you service-related messages that are necessary for the administration and use of your account, to respond to service requests, or for other non-marketing purposes.

Access, correction, and deletion

Depending on applicable law, you may have the right to access your personal information, receive a copy and details about its processing, correct inaccuracies, or request deletion. These rights may be subject to legal limits and exceptions. To make a request, email privacy@haisensei.com. Additional rights for US residents and our request verification and appeals procedures are described below.

Account Information

You can review and update information through your account settings. You may also request account deletion by emailing privacy@haisensei.com.

When you request deletion of your account, we delete your account and associated personal information in accordance with the timeframes and exceptions described in “How Long Do We Keep Your Information?”.

If you have questions or comments about your privacy rights, you may email us at privacy@haisensei.com.

10. CONTROLS FOR DO-NOT-TRACK FEATURES

Some browsers offer a Do-Not-Track (“DNT”) signal to express a preference against online tracking. Our website does not currently track visitors across third-party websites for advertising purposes. We do not change the website’s behavior in response to DNT signals because we do not conduct that tracking. This does not affect the privacy rights described in this notice.

11. DO UNITED STATES RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?

In Short: If you are a resident of California, Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah, or Virginia, you may have the right to request access to and receive details about the personal information we maintain about you and how we have processed it, correct inaccuracies, get a copy of, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. More information is provided below.

Categories of Personal Information We Collect

The list below shows the categories of personal information we have collected in the past twelve (12) months. The examples are illustrative; we do not collect every example listed or every category from every individual. For a comprehensive inventory of all personal information we process, please refer to the section “WHAT INFORMATION DO WE COLLECT?”.

A. Identifiers
- Examples: Contact details such as real name, alias, postal address, telephone or mobile contact number, unique personal identifier, online identifier, Internet Protocol address, email address, and account name
- Collected: YES
B. Personal information as defined in the California Customer Records statute
- Examples: Name, contact information, education, employment, employment history, and financial information
- Collected: YES
C. Protected classification characteristics under state or federal law
- Examples: Gender, age, date of birth, race and ethnicity, national origin, marital status, and other demographic data
- Collected: YES
D. Commercial information
- Examples: Transaction information, purchase history, financial details, and payment information
- Collected: YES
E. Biometric information
- Examples: Fingerprints and voiceprints
- Collected: NO
F. Internet or other similar network activity
- Examples: Service-related activity, such as pages viewed, features used, actions taken within the Services, and diagnostic and performance logs
- Collected: YES
G. Geolocation data
- Examples: Approximate location derived from an IP address, such as city, state, or country; not precise GPS location
- Collected: YES
H. Audio, electronic, sensory, or similar information
- Examples: Images and audio, video or call recordings created in connection with our business activities
- Collected: YES
I. Professional or employment-related information
- Examples: Business contact details in order to provide you our Services at a business level or job title, work history, and professional qualifications if you apply for a job with us
- Collected: YES
J. Education Information
- Examples: Student records and directory information
- Collected: NO
K. Inferences drawn from collected personal information
- Examples: Inferences drawn from any of the collected personal information listed above to create a profile or summary about, for example, an individual’s preferences and characteristics
- Collected: YES
L. Sensitive personal information
- Examples: Account login information
- Collected: YES

We only collect sensitive personal information, as defined by applicable privacy laws, for purposes allowed by law or with your consent. Sensitive personal information may be used, or disclosed to a service provider or contractor, for additional, specified purposes. You may have the right to limit the use or disclosure of your sensitive personal information.

We may also collect other personal information outside of these categories through instances where you interact with us in person, online, or by phone or mail in the context of:

Receiving help through our customer support channels;
Participation in customer surveys; and
Facilitation in the delivery of our Services and to respond to your inquiries.

Retention of the categories listed above depends on the purpose for which the information is maintained. For example, an email address may be part of an account, a customer or prospect contact record, or a consent or billing record. Each follows the applicable retention period or criteria described in “How Long Do We Keep Your Information?”.

Sources of Personal Information

Learn more about the sources of personal information we collect in “WHAT INFORMATION DO WE COLLECT?”

Learn more about how we use your personal information in the section, “HOW DO WE PROCESS YOUR INFORMATION?”

We may disclose your personal information to our service providers pursuant to a written contract between us and each service provider. Learn more about how we disclose personal information in the section, “WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?”

We may use your personal information for our own business purposes, such as for undertaking internal research for technological development and demonstration. This is not considered to be “selling” of your personal information.

We have disclosed the following categories of personal information to third parties for a business or commercial purpose in the preceding twelve (12) months:

Category A. Identifiers
Category B. Personal information as defined in the California Customer Records law
Category C. Characteristics of protected classifications under state or federal law
Category D. Commercial information
Category F. Internet or other electronic network activity information
Category G. Geolocation data
Category H. Audio, electronic, visual, and similar information
Category I. Professional or employment-related information
Category K. Inferences drawn from collected personal information

The categories of third parties to whom we disclosed personal information for a business or commercial purpose can be found under “WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?”

We have not sold personal information or shared it for cross-context behavioral advertising in the preceding twelve (12) months. Disclosures to service providers for the purposes described above are distinct from this type of advertising sharing.

Your Rights

You have rights under certain US state data protection laws. However, these rights are not absolute, and in certain cases, we may decline your request as permitted by law. These rights include:

Right to know whether or not we are processing your personal data
Right to access your personal data
Right to correct inaccuracies in your personal data
Right to request the deletion of your personal data
Right to obtain a copy of the personal data you previously shared with us
Right to non-discrimination for exercising your rights
Right to opt out of the processing of your personal data if it is used for targeted advertising (or sharing as defined under California’s privacy law), the sale of personal data, or profiling in furtherance of decisions that produce legal or similarly significant effects (“profiling”)

Depending upon the state where you live, you may also have the following rights:

Right to access the categories of personal data being processed (as permitted by applicable law, including the privacy law in Minnesota)
Right to obtain a list of the categories of third parties to which we have disclosed personal data (as permitted by applicable law, including the privacy law in California, Delaware, and Maryland)
Right to obtain a list of specific third parties to which we have disclosed personal data (as permitted by applicable law, including the privacy law in Minnesota and Oregon)
Right to obtain a list of third parties to which we have sold personal data (as permitted by applicable law, including the privacy law in Connecticut)
Right to review, understand, question, and depending on where you live, correct how personal data has been profiled (as permitted by applicable law, including the privacy law in Connecticut and Minnesota)
Right to limit use and disclosure of sensitive personal data (as permitted by applicable law, including the privacy law in California)
Right to opt out of the collection of sensitive data and personal data collected through the operation of a voice or facial recognition feature (as permitted by applicable law, including the privacy law in Florida)

How to Exercise Your Rights

To exercise these rights, email privacy@haisensei.com.

Under certain US state data protection laws, you can designate an authorized agent to make a request on your behalf. We may deny a request from an authorized agent that does not submit proof that they have been validly authorized to act on your behalf in accordance with applicable laws.

Request Verification

For requests that require identity verification, we will take steps to confirm that you are the person about whom we hold information. We will only use personal information provided in your request to verify your identity or authority to make the request. However, if we cannot verify your identity from the information already maintained by us, we may request that you provide additional information for the purposes of verifying your identity and for security or fraud-prevention purposes.

If you submit the request through an authorized agent, we may need to collect additional information to verify your identity before processing your request and the agent will need to provide a written and signed permission from you to submit such request on your behalf.

Appeals

Under certain US state data protection laws, if we decline to take action regarding your request, you may appeal our decision by emailing us at privacy@haisensei.com. We will inform you in writing of any action taken or not taken in response to the appeal, including a written explanation of the reasons for the decisions. If your appeal is denied, you may submit a complaint to your state attorney general.

California “Shine The Light” Law

California Civil Code Section 1798.83, also known as the “Shine The Light” law, permits our users who are California residents to request and obtain from us, once a year and free of charge, information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes and the names and addresses of all third parties with which we shared personal information in the immediately preceding calendar year. If you are a California resident and would like to make such a request, please submit your request in writing to us by using the contact details provided in the section “HOW CAN YOU CONTACT US ABOUT THIS NOTICE?”

Our Services may capture, record, transcribe, and analyze video meetings, including audio, video, transcripts, and related information. Capture may occur through a meeting bot or through functionality provided directly by the conferencing platform. When enabled, capture may begin automatically for meetings selected or configured for recording.

Sensei lets you choose which meetings to record using settings for all meetings or for individual meetings. You can stop Sensei from recording a meeting and permanently delete individual recordings and related reports from your account.

By using these features, you are responsible for ensuring that all meeting participants are informed of and consent to the recording and processing of the meeting as required by applicable laws. We do not control whether participants have given consent and are not responsible for a user’s failure to obtain the necessary permissions. Users agree not to record, capture, or upload content without having the right to do so.

13. AI OUTPUTS AND USER RESPONSIBILITY

Our Services use artificial intelligence to generate transcripts, summaries, coaching feedback, and other reports based on meeting recordings and related information. These outputs are provided to assist users in their professional development. You are responsible for how you choose to use the outputs of our AI features. While we work to ensure quality and accuracy, AI-generated content may contain errors or limitations and should not be relied upon as a substitute for human judgment, professional advice, or independent verification.

14. USE OF DATA BY OUR TEAM

To ensure quality and improve our Services, trusted team members working for or on behalf of Sensei, including employees, contractors, and trusted agency partners, may access individual calendar entries, meeting details, recordings, transcripts, coaching reports, performance data, and analyses. Access is limited to quality assurance, troubleshooting, and improving Sensei’s coaching features, and individuals with such access are required to maintain strict confidentiality, follow our security policies, and handle user information responsibly and in accordance with applicable privacy laws. For quality assurance and product improvement, identifiable data received from or derived from Google Workspace APIs is reviewed by humans only after the user has affirmatively agreed to that review.

15. USE OF DATA FOR AI TRAINING

Where permitted by applicable law and applicable third-party platform requirements, and after obtaining any required permissions, we may use data collected through our Services, including meeting recordings, transcripts, speaker timeline data, coaching reports, and related information, to train and improve our artificial intelligence models. This helps us enhance the accuracy, reliability, and effectiveness of the coaching feedback and insights we provide. Some of this information may come from meetings recorded through integrations with video conferencing platforms such as Zoom. Users cannot opt out of this use of data other than by choosing not to use the Services. However, you can permanently delete individual recordings and reports from within your account, or request that we delete your entire account. When data is deleted, it is removed from our records. If data has already been used to train an artificial intelligence model before deletion, that model may continue to be used until it is replaced or retired as part of our normal product development process. Data received from or derived from Google Workspace APIs, including Google Calendar data, Google Meet media, and resulting outputs, is not used to train or fine-tune AI or machine-learning models.

16. USE OF AGGREGATED AND DEIDENTIFIED INFORMATION

We may create aggregated, deidentified, or anonymized information from information collected through the Services, including usage, meeting, recording, transcript, coaching, performance, and outcome data. We may use and disclose this information for lawful business purposes, including analytics, research, benchmarking, developing and improving the Services, measuring and demonstrating effectiveness, producing organizational insights, preparing reports, publications, and case studies, and supporting marketing and advertising.

We may provide organizations with aggregated insights about the use and effectiveness of Sensei within their organization, provided those insights are designed not to identify individual users. Publicly shared information will not identify an individual or organization unless we have permission to do so.

We apply reasonable measures intended to prevent individuals from being identified from aggregated or deidentified information. When information is maintained as deidentified information, we do not attempt to reidentify it except as permitted by law to evaluate our deidentification safeguards.

These uses remain subject to applicable law and applicable third-party platform requirements. Data received from or derived from Google Workspace APIs is subject to the separate restrictions described in this Privacy Notice and is not used for advertising or marketing.

17. DO WE MAKE UPDATES TO THIS NOTICE?

In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this Privacy Notice from time to time. The updated version will be indicated by an updated “Last updated” date at the top of this Privacy Notice. If we make material changes to this Privacy Notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this Privacy Notice frequently to be informed of how we are protecting your information.

18. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?

If you have questions or comments about this notice, you may email us at privacy@haisensei.com or contact us by post at:

Hai Sensei Inc. 13700 Marina Pointe Dr Unit 1824 Marina Del Rey, CA 90292 United States