Privacy Policy

Introduction

Sensavera (“we,” “us,” or “our”) operates the Sensavera platform, an AI-moderated voice conversation service for gathering insights from the people organizations serve. This Privacy Policy explains how we collect, use, disclose, and protect information when you interact with our website, platform, and services.

Sensavera primarily operates as a business-to-business (B2B) service provider. Health plans, health systems, researchers, foundations, public health agencies, and other organizations (“Customers”) use the Sensavera platform to gather insights from the people they serve: members, patients, participants, and community respondents. When we process participant data, we do so on behalf of and under the direction of our Customers.

Our Responsible AI and Transparency Policy, at sensavera.com/responsible-ai, describes how AI is used inside a sensagram conversation and the limits we place on that use.

Information We Collect

Many campaigns are de-identified by design: a person reaches the conversation through a generic link, is never asked to identify themselves, and no roster or identifier is collected. Where an organization gives us participant identity information, we hold it as that organization’s agreement provides, under a Business Associate Agreement where protected health information is in scope, and we keep each organization’s identifiable data isolated from that of every other organization.

Information from conversation participants

When members, patients, participants, or community respondents take part in a sensagram conversation at the direction of the organization that invited them, we may collect:

• Voice recordings: audio captured during AI-moderated conversations
• Transcriptions: text generated from voice recordings
• Conversation metadata: duration, completion status, and timestamps
• Device information: browser type, operating system, and screen size

Information from Customer accounts

When Customer administrators create and manage accounts, we collect:

• Account details: name, work email, organization, and role
• Usage data: login activity, feature usage, and dashboard interactions

Information collected automatically

When you visit our website or use our platform, we automatically collect:

• Log data: IP address, browser type, pages visited, and referring URL
• Cookies and similar technologies: as described in the Cookies section below

How We Use Information

We use the information we collect to:

• Provide and operate the Sensavera platform, including AI-moderated conversations
• Generate insights, theme analyses, and reports for our Customers
• Maintain, secure, and improve our services and the systems around the AI models we use
• Test and evaluate how the AI behaves before and after release, as described in our Responsible AI and Transparency Policy
• Communicate with Customers about their accounts and our services
• Ensure security and prevent fraud or abuse
• Comply with legal obligations

How We Use AI, and the Limits We Place on It

We do not use participant content, including voice recordings and transcriptions, to train third-party, foundational, or public models.

Participant content helps us provide and improve our services and the systems around the AI models we use, under each Customer’s agreement and subject to the isolation and security commitments described in this policy. Where a Customer’s agreement is more restrictive than this policy, that agreement governs.

We use participant content only for the purposes described in this policy and in each Customer’s agreement.

We do not re-identify individuals from aggregated analytics.

Data Sharing and Disclosure

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

• With Customers: Customers receive insights, transcriptions, and reports derived from their participants’ conversations. Customers own the data collected from their members, patients, participants, and community respondents. Participant content reaches a Customer in the form set out in their agreement.
• Service providers: we work with trusted providers for hosting, AI processing, transcription, and analytics. These providers are contractually bound to protect your data. Our agreements with these providers do not permit them to use participant content to train their models.
• Legal requirements: we may disclose information when required by law, regulation, or legal process.
• Business transfers: in connection with a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. If a successor intended to handle information under a materially different policy, we would notify Customers before that policy applied.

Data Security

We implement appropriate technical and organizational measures to protect the information we process, including:

• Encryption of data in transit and at rest
• Access controls and authentication requirements
• Isolation of each organization’s identifiable data from that of every other organization
• Logging of access to sensitive data
• Regular security assessments and monitoring
• Incident response procedures

Where we process protected health information, we do so under a Business Associate Agreement, and our handling follows the HIPAA Security and Privacy Rules.

While we take reasonable steps to protect your information, no method of electronic transmission or storage is completely secure.

Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

• Access: request a copy of the personal information we hold about you
• Correction: request that we correct inaccurate information
• Deletion: request that we delete your personal information
• Portability: request a portable copy of your data
• Opt-out: opt out of certain data processing activities

If you participated in a sensagram conversation at the invitation of a health plan, health system, research team, foundation, public health agency, or other organization and wish to exercise these rights, please contact that organization directly. We support our Customers in responding to these requests. For conversations we run without collecting an identifier, we may be unable to locate a specific person’s records to access, correct, or delete them, because we hold no information linking those records to an individual. You can raise a concern about our AI by writing to support@sensavera.com.

California residents

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA/CPRA), including the right to know what personal information we collect and how we use it, the right to delete your personal information, and the right to opt out of the sale or sharing of your personal information. We do not sell personal information.

Cookies and Tracking

Our website uses cookies and similar technologies to understand how visitors use our site and to improve the experience. These may include:

• Essential cookies: required for the site to function properly
• Analytics cookies: help us understand traffic patterns and site usage

You can control cookies through your browser settings. Disabling certain cookies may affect site functionality.

Data Retention

We retain information for as long as necessary to provide our services and fulfill the purposes described in this policy. We hold sensitive information only as long as the purpose requires. Retention for each Customer is governed by that Customer’s agreement with us. When a Customer relationship ends, we provide a reasonable period for that Customer to export their data, and we then delete or return it as their agreement requires.

Children’s Privacy

Our services are not directed to individuals under the age of 13. We do not knowingly collect personal information from children. If we learn that we have collected information from a child under 13, we will take steps to delete that information.

Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated policy on this page and update the “Last updated” date. We encourage you to review this policy periodically. For material changes, we will notify Customers via email or through the platform.

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