Privacy Policy

Confera — an AI Meeting Co-Pilot by Zeraya Technologies Pvt. Ltd.

This Privacy Policy explains how Zeraya Technologies Pvt. Ltd. (“Zeraya,” “we,” “us,” or “our”) collects, uses, discloses, and protects information in connection with our website at zerayatech.com and our software product Confera (the “Service”). By using the website or the Service, you acknowledge that you have read and understood this Policy.

1. Who we are

Zeraya Technologies Pvt. Ltd. is a company registered in India, with its registered office in Jaipur, India. You can reach our privacy team at contact@zerayatech.com.

2. Our role: controller and processor

Confera is a business-to-business (B2B) service made available to organizations (each a “Customer”). Your role determines how this Policy applies:

• When we act as a “controller”: For your account and profile data, website visitors, billing information, and support communications, Zeraya determines the purposes and means of processing.
• When we act as a “processor”: For meeting content (recordings, transcripts, summaries, action items) that Confera processes on behalf of a Customer, the Customer organization is the controller and Zeraya processes that content on the Customer’s instructions under our agreement and, where applicable, a Data Processing Agreement (DPA). If you are an employee or invitee of a Customer, please direct data requests about meeting content to that organization.

3. Information we collect

a. Account and profile information

Name, work email address, organization/workspace name, role, authentication data (including one-time passcodes or single sign-on identifiers from Google or Microsoft), and preferences.

b. Calendar and meeting metadata

Where you connect an integration you authorize (for example, Microsoft Outlook / Microsoft 365), we access calendar events, meeting titles, times, and participant details necessary to schedule attendance and organize your meeting library.

c. Meeting content

Audio recordings, transcripts, speaker labels, AI-generated summaries and Minutes of Meeting (MoM), decisions, action items, and related metadata for meetings that Confera is configured to capture.

d. Usage, device, and log data

IP address, browser and device information, pages viewed, feature usage, timestamps, and diagnostic logs, collected through cookies and similar technologies (see Section 11).

e. Communications

Information you provide when you contact us, submit the website contact form, or request support.

4. How we use information

• To provide and operate the Service — including joining meetings you configure, transcribing audio, and generating summaries, insights, and action items;
• To authenticate users and secure accounts;
• To provide customer support and respond to requests;
• To operate, maintain, troubleshoot, and improve the Service and website;
• To process billing, subscriptions, and payments;
• To send service, security, and administrative communications;
• To detect, prevent, and address fraud, abuse, and security incidents; and
• To comply with legal obligations and enforce our terms.

5. Artificial intelligence processing

Confera uses automated and AI systems, and may engage trusted third-party AI sub-processors, to generate transcripts, summaries, and insights. We do not use Customer meeting content to train our own or any third party’s general-purpose AI models. Customer content is processed solely to provide the Service. AI output may contain inaccuracies; see our Terms of Use regarding reliance on AI-generated output.

6. Recordings and participant consent

Laws governing the recording and transcription of conversations vary by jurisdiction and may require the consent of some or all participants. Customers and users are solely responsible for determining the legality of recording a given meeting and for obtaining any legally required notice or consent from participants before Confera captures a meeting. Confera provides features to support notice/consent, but the obligation rests with the Customer and its users.

7. How we share information

We do not sell personal data. We share information only as follows:

• Service providers / sub-processors who help us operate the Service (for example, cloud hosting, AI processing, email delivery, and analytics), under contractual confidentiality and data-protection obligations;
• Integrations you enable (for example, Microsoft 365) — data flows to those services at your direction;
• Legal and safety — where required by law, regulation, legal process, or to protect rights, safety, and security; and
• Business transfers — in connection with a merger, acquisition, or sale of assets, subject to this Policy.

8. Sub-processors and hosting

The Service is hosted on Microsoft Azure in India. A current list of sub-processors is available on request from contact@zerayatech.com.

9. International data transfers

We are based in India and may process information in India and other countries where we or our sub-processors operate. Where required, we implement appropriate safeguards for cross-border transfers (such as Standard Contractual Clauses).

10. Data retention

We retain account information for as long as your account is active. Meeting content is retained for the duration of the Customer’s subscription and in accordance with the Customer’s configured retention settings. We delete or anonymize data when it is no longer needed, upon valid request, or following account termination, subject to legal retention requirements.

11. Cookies and analytics

Our website uses cookies and similar technologies for functionality, preferences, and analytics, including Google Analytics. You can control cookies through your browser and, where provided, our cookie banner.

12. Your rights

Depending on your location, you may have rights to access, correct, update, delete, restrict, or object to processing of your personal data, to data portability, and to withdraw consent. Under India’s DPDP Act 2023 you may also nominate another individual and lodge grievances with our Grievance Officer. To exercise your rights, contact contact@zerayatech.com. Where we act as a processor on behalf of a Customer, we will refer your request to that Customer.

13. Security

We implement technical and organizational measures designed to protect information, including encryption in transit and at rest, role-based access control (RBAC), and access logging. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

14. Children

Confera is a business product intended for use by organizations and their personnel. It is not directed to, or intended for use by, individuals under the age of 18, and we do not knowingly collect their personal data.

15. Third-party links

Our website and Service may link to third-party sites and services that we do not control. This Policy does not apply to those third parties.

16. Changes to this Policy

We may update this Policy from time to time. We will post the updated version with a new “Last updated” date and, where appropriate, provide additional notice.

17. Contact

Questions about this Policy or our data practices? Contact us at contact@zerayatech.com, or write to Zeraya Technologies Pvt. Ltd., Jaipur, India.