1. Introduction
Samaya AI, Inc. (“Samaya AI,” “we,” “our,” or “us”) operates websites that link to or otherwise reference this privacy policy, including samaya.ai and research.samaya.ai (collectively, the “Websites”). Samaya AI also offers applications, platforms, artificial intelligence features and other products and services that link to or otherwise reference this privacy policy (collectively, the “Services”). This privacy policy explains how we collect, store, process, transfer, share and use information that identifies you or can reasonably be linked to you (“Personal Information”) when you access or use the Websites or Services.
Our customers are generally businesses and other organizations, and individuals may access the Services through their employer or another organization. As described below, in some circumstances we process Personal Information on behalf of our customers and in other circumstances we process Personal Information for our own purposes.
If you have any questions about this privacy policy or how we use your Personal Information, please contact us using the details in paragraph 2 below.
2. Who is responsible for your Personal Information
Samaya AI is the operator of the Websites and provider of the Services. Many individuals use the Services through an employer or other organization that is a Samaya AI customer. When we process Personal Information on behalf of a customer to provide the Services, Samaya AI acts as a processor or service provider, as applicable. In those circumstances, our processing is governed by our agreement with the customer. The customer’s privacy notice may provide additional information about how it handles your Personal Information. In other circumstances, including when we process Personal Information for our own business purposes, Samaya AI acts as a controller or in a comparable role under applicable privacy law.
If you have any questions, comments or requests regarding this privacy policy or how we use your Personal Information, please contact hello@samaya.ai.
3. Personal Information we collect about you and how we use it
The Personal Information we collect depends on the nature of your interactions with Samaya AI and your use of the Websites and Services. We collect Personal Information that you submit directly to us, information that your organization provides or makes available to us, and certain information that we collect automatically when you use the Websites or Services.
We have set out the principal categories of Personal Information we collect and how we use them below.
Personal Information you submit to us directly through the Websites
We may collect the following categories of Personal Information when you subscribe to our newsletter, contact us, request information about our Services or otherwise interact with us through the Websites:
- Contact information, such as your name, email address, company and job title. We use this information to communicate with you, respond to your inquiries and provide information about Samaya AI and our Services.
- Email preferences, such as whether you have subscribed to our newsletter or other communications. We use this information to communicate with you in accordance with your preferences.
- Comments and inquiries, including information you provide when you contact us. We use this information to respond to your request and communicate with you.
Personal Information we collect when you use the Services
If you use the Services, whether directly or through an organization, we may collect or process:
- Account and organizational information, such as your name, email address, organization, role, team or group membership, account permissions and information about the data sources or features you are authorized to access. We use this information to create and administer accounts, authenticate users, manage access rights and provide the Services.
- Documents and other content, such as documents, files, data, prompts, queries, instructions, messages and other information that you or your organization upload, submit, transmit or otherwise make available through the Services. We process this information to provide the Services, including search, research, analysis, artificial intelligence and related functionality.
- Session information, which may include queries, messages, responses, generated reports, citations and source references associated with your interactions with the Services. We use this information to provide, support and operate the Services and for the other purposes described in this privacy policy.
- Preferences and memory information, including preferences that you set and information saved through memory or similar features to support subsequent interactions with the Services. We use this information to personalize your experience and provide relevant functionality.
- Support and communications information, including information you provide when you contact us for support, report an issue, participate in a trial or beta program or otherwise communicate with us regarding the Services. We use this information to respond to you, provide support and maintain and improve the Services.
Where your use of the Services is governed by an agreement between Samaya AI and an enterprise customer, our processing and use of information submitted to or generated through the Services is subject to that agreement.
Where permitted by applicable law and the agreement governing your use of the Services, we may use certain information collected through the Services to develop, test, evaluate, train and improve our Services, models and related technologies. We do not use information for these purposes to the extent prohibited by an applicable customer agreement.
Voice input
The Services may allow you to use voice input or dictation instead of typing. Voice input is optional. If you choose to use voice input, audio from your microphone is processed for the purpose of converting your speech to text. We may use a third-party speech-to-text service provider to perform the transcription.
The audio is processed transiently for transcription and is not retained after transcription is complete. Samaya AI does not use voice-input recordings to train or improve models. Once submitted, the transcript is handled in the same manner as text that you type into the Services.
We do not use voice-input recordings to create voiceprints or other biometric identifiers, identify or authenticate individuals, distinguish among speakers, or infer emotions or personal characteristics.
Personal Information we collect through the Careers section on our Websites
Please see our Applicant Privacy Notice for information about the Personal Information we collect when you submit an application to join our team.
Personal Information we collect if you interact with us on social media
If you “follow” or connect with us on social media, tag Samaya AI in a post or otherwise interact with us through a social-media service, we may collect:
- information about how you have interacted with us, such as posts addressed to us, posts in which you tag us or interactions with our content; and
- Personal Information you make available through the social-media service in accordance with your settings, such as your profile name and picture.
We may use this information to respond to communications directed to us and to support and inform our social-media activities.
Personal Information we collect automatically
We and our service providers may automatically collect information about how you access and use the Websites and Services, including:
- Information about your device and network, such as device type, manufacturer, model, operating system, IP address, browser type and identifiers associated with your device or network.
- Information about how you use the Websites and Services, such as when and how long you access them, the approximate location from which you access them, pages and features you use, links you click, interactions with the Services, request volumes and other actions you take.
- Operational and diagnostic information, such as information relating to system performance, security, errors, troubleshooting and operation of the Services.
We use this information to operate and present the Websites and Services, administer accounts and access, understand how the Websites and Services are used, monitor performance, troubleshoot problems, maintain security, detect and prevent suspicious or malicious activity, and develop and improve the Services.
We may also create and use aggregated or deidentified information derived from information we collect, in accordance with applicable law and applicable customer agreements.
If you are in the European Economic Area (“EEA”) or the United Kingdom (“UK”), further information about the Personal Information we collect, how we use it and the lawful bases on which we rely is set out in the “Additional Information for European Users” section at the end of this privacy policy.
Personal Information we receive from third-party services and integrations
If you or your organization connects a third-party service, application or data source to the Services, or accesses the Services through a third-party service or application, we may receive information from that third party as necessary to provide the requested functionality. The information we receive depends on the third-party service, your organization’s configuration and your permissions.
Personal Information we receive from analytics, advertising, visitor-identification and data-enrichment providers
We may receive information from third parties that help us understand visitors to the Websites, recognize returning visitors and identify companies or, where available, individuals associated with visits to the Websites. Depending on the provider, this may include device or browser information, online identifiers, information about interactions with the Websites and related company or contact information. We may use this information for analytics, customer relationship management, marketing and advertising.
4. Cookies and similar technologies
We collect information about how you access and use the Websites and, where applicable, browser-based portions of the Services through automated data-collection technologies, including cookies and similar technologies such as beacons, pixels, embedded scripts and logging technologies.
We use necessary cookies to operate and secure the Websites and remember your preferences. With your consent, we may also use analytics and advertising cookies to understand how visitors use the Websites, recognize returning visitors, support visitor identification and data enrichment, manage customer relationships and support advertising.
What cookies and similar technologies do we use on our Websites?
Our Websites use both first-party and third-party cookies. Some of these cookies are set on our own domain and contain device or visitor identifiers.
The cookies we use include the following:
Category | Provider | Purpose | Duration |
|---|---|---|---|
Necessary | Cloudflare | Supports bot management and helps keep sessions consistent across visits. | Session to 1 hour |
Clerk and/or WorkOS | Keeps users securely signed in. | Up to 13 months | |
Google Cloud | Routes traffic through Google Cloud’s HTTPS load balancing. | 3 minutes | |
Amplitude | Maintains a consistent identifier so site features behave consistently across visits. | 1 year | |
Analytics | Google Analytics | Counts page views and collects visitor, session and campaign information for site analytics, using a randomly generated identifier to recognize unique visitors. | Up to 13 months |
Amplitude | Stores user, session and marketing-campaign attribution information. | 1 year | |
Sprig | Supports in-product surveys and records whether a survey has been shown or answered. | To be confirmed | |
Vimeo | Uses a unique identifier to collect tracking information relating to videos embedded on the Websites. | Up to 13 months | |
Advertising | Apollo | Maintains a session for visitor identification and data enrichment. | Session |
RB2B | Identifies returning visitors and the companies and people who visit our Websites. | 1 second to 1 year | |
LiveIntent | Stores a random device identifier used with our visitor-identification provider to recognize returning visitors and for advertising. | Session to 2 years | |
HubSpot | Tracks visitors and sessions and links form submissions to contact records. | Session to 6 months | |
Warmly | Supports visitor identification and website-visitor intent data. | To be confirmed | |
Supports advertising and remarketing measurement through Google advertising services. | To be confirmed |
Where required by applicable law, we obtain consent before placing or accessing analytics, advertising or other cookies or similar technologies that are not strictly necessary. You may change or withdraw your cookie preferences at any time through the consent-preferences tool available on our Websites.
Most browsers also allow you to change your browser settings to block or delete cookies or other automated data-collection technologies. Please note that blocking or limiting these technologies may negatively affect your experience using the Websites or Services, and some features may not work properly or at all.
5. How long we keep your Personal Information
We retain Personal Information for no longer than reasonably necessary for the purposes for which it was collected or processed, including to provide and support the Services, comply with our legal and contractual obligations, maintain security and appropriate business records, resolve disputes and enforce our agreements.
In determining the appropriate retention period, we consider factors including the nature and sensitivity of the information, the purposes for which it is processed, the potential risk of harm from unauthorized use or disclosure, applicable customer instructions or agreements, operational requirements and applicable legal requirements.
Where we process Personal Information on behalf of a customer, the retention and deletion of that information may also be governed by our agreement with the customer and the customer’s instructions.
Certain information may remain in backups, logs or other records maintained for security, disaster recovery, legal or operational purposes, subject to our applicable retention practices and legal obligations.
Audio processed through the voice-input feature is not retained after transcription, as described in paragraph 3 above.
If you are in the EEA or UK, further information about retention is set out in the “Additional Information for European Users” section at the end of this privacy policy.
6. Disclosure of Personal Information
As appropriate in connection with the purposes described in this privacy policy, we may share Personal Information with the following categories of recipients:
Recipient | Why we share it and how it may be used |
|---|---|
Affiliates. Companies owned or controlled by us, companies that own or control us, or other companies under common control with us. | We may share Personal Information with affiliates that provide internal services and support or assist us in operating our business and Services. |
Service providers. Providers of cloud hosting, infrastructure, data storage and processing, artificial intelligence and related technology, authentication, security, monitoring, analytics, advertising and marketing, visitor identification, data enrichment, customer relationship management, communications, customer support, speech-to-text transcription and other technical or business services. | These providers perform services for us or on our behalf and may process Personal Information as necessary to provide those services, subject to applicable contractual restrictions. |
Your organization. If you access the Services through an employer or other organization that is a Samaya AI customer. | We may make information relating to your account and use of the Services available to your organization as necessary to provide and administer the Services and in accordance with our agreement with the organization. |
Third-party services and integrations. Third parties whose services, applications or data sources you or your organization choose to connect to or use with the Services. | We may disclose information as necessary to provide the requested integration or functionality and as directed or authorized by you or your organization. |
Advisors, such as legal advisors, accountants, auditors, insurers and consultants. | These advisors may use Personal Information as necessary to provide professional services to us. |
Purchasers and other parties in connection with a business transaction. | Personal Information may be disclosed in connection with an actual or proposed merger, financing, reorganization, sale of assets or shares, change of control, acquisition or similar transaction. |
Law enforcement, regulators and other parties for legal or safety reasons. | We may disclose Personal Information where required by law or where we reasonably believe disclosure is necessary to comply with legal process, detect or investigate unlawful activity or breaches of agreements, enforce our rights, or protect the rights, property or safety of Samaya AI or others. |
Where we process Personal Information on behalf of an enterprise customer, disclosures may also be made as instructed or authorized by that customer and subject to our agreement with the customer.
7. Data security
We use reasonable technical, organizational and administrative measures designed to protect Personal Information against unauthorized access, use, disclosure, alteration or destruction. However, no method of transmitting information over the Internet or storing information is completely secure, and we cannot guarantee absolute security.
8. Email communications
We may send you updates and promotional communications where permitted by applicable law and consistent with your preferences.
You can stop receiving promotional email communications from us at any time by clicking the “unsubscribe” link provided in the communication or contacting us at hello@samaya.ai.
Even if you opt out of promotional communications, we may continue to send you non-promotional communications relating to your account, the Services, security, support or our relationship with you or your organization.
9. Your rights regarding your Personal Information
Your rights regarding your Personal Information vary depending on where you live and the laws that apply. Applicable rights may include those described below. To submit a request relating to Personal Information that Samaya AI processes for its own purposes, please contact us using the contact details in paragraph 2 above.
If your request relates to Personal Information that Samaya AI processes on behalf of an enterprise customer, that customer may be responsible for responding to your request. We may direct you to contact your organization or refer your request to the applicable customer, and we will assist our customers in responding to requests as required by applicable law and our agreements.
We may need to take reasonable steps to verify your identity or authority before responding to certain requests. Rights may also be subject to exceptions and limitations under applicable law.
U.S. State Privacy Rights
Residents of certain U.S. states may have additional rights under applicable privacy laws. We do not sell Personal Information or share Personal Information for cross-context behavioral advertising. Depending on the law that applies, these rights may include the right to:
- request access to or information about Personal Information we process about you;
- request correction or deletion of Personal Information;
- obtain a copy of certain Personal Information in a portable format;
- opt out of certain uses or disclosures of Personal Information, where applicable;
- appeal certain decisions regarding a privacy-rights request, where applicable; and
- not receive discriminatory treatment for exercising applicable privacy rights.
To exercise a right available to you under applicable law, please contact us using the contact details in paragraph 2 above. We will respond to requests in accordance with applicable law.
If a request relates to Personal Information that we process on behalf of an enterprise customer, we may direct you to the applicable customer or assist that customer in responding to the request.
California
California residents may also have rights under California’s “Shine the Light” law regarding certain disclosures of Personal Information to third parties for their direct-marketing purposes. Requests may be submitted using the contact details in paragraph 2 above.
Nevada
Nevada residents may have the right under applicable law to opt out of certain sales of Personal Information. Requests may be submitted using the contact details in paragraph 2 above.
EEA and UK
If you are in the EEA or UK, additional information about your rights is set out in the “Additional Information for European Users” section below.
10. Links to third-party sites
The Websites and Services may contain links to, integrate with or allow you to access third-party websites, platforms, applications or services.
Third parties may have their own privacy policies and may process Personal Information independently from Samaya AI. This privacy policy does not apply to the independent privacy practices of those third parties. We encourage you to review the applicable privacy policies before providing Personal Information to a third party.
11. Our policy toward children
The Websites and Services are intended for professional and business use and are not directed to individuals under 18. We do not knowingly collect Personal Information from individuals under 18 through the Websites or Services. If you become aware that a child has provided Personal Information to us, please contact us using the details in paragraph 2 above.
12. Changes to this policy
We may update this privacy policy from time to time. When we make changes, we will post the revised privacy policy and update the “Last updated” date above. Where required by applicable law, we may provide additional notice of material changes.
Changes to this privacy policy are effective when posted unless otherwise stated.
13. Notice to you
If we need to notify you about this privacy policy or privacy, security or service-related matters, we may do so by email, through the Services, by posting a notice on the Websites or through another reasonable means, as permitted by applicable law.
Additional information for European users
This section provides additional information for individuals in the EEA and UK.
This section applies to the extent Samaya AI acts as a controller of your Personal Information. Where Samaya AI processes Personal Information on behalf of an enterprise customer, that customer generally acts as the controller and determines the purposes of the processing and the applicable lawful basis. Samaya AI processes that information in accordance with the customer’s instructions and our agreement with the customer.
If you have questions about Personal Information that Samaya AI processes on behalf of your organization or wish to exercise rights with respect to that information, you should generally contact your organization.
Additional information about Personal Information we collect and how we use it
The table below describes how we may process Personal Information when Samaya AI acts as a controller and the lawful bases on which we may rely. Where we process the same or similar information solely on behalf of an enterprise customer, the customer generally determines the applicable lawful basis.
Category of Personal Information | How we may use it | Lawful basis for processing |
|---|---|---|
Contact information, such as your name, email address, company and job title. | To communicate with you, respond to inquiries and provide information about Samaya AI and our Services. | Our legitimate interests in communicating with users, prospective customers and business contacts. |
Comments, inquiries and support communications. | To respond to you, provide support and manage our relationship with you or your organization. | Our legitimate interests in communicating with and supporting users and customers. |
Email preferences and marketing information. | To send newsletters, product updates and other promotional communications consistent with your preferences. | Your consent where required by law; otherwise our legitimate interests in communicating about our Services. |
Account and organizational information. | To administer accounts, authenticate users, manage access rights, support customer relationships and secure the Services. | Our legitimate interests in administering, providing and securing the Services. |
Device, network and usage information. | To operate and present the Websites and Services, maintain security, understand usage and troubleshoot problems. | Our legitimate interests in operating, securing, maintaining and improving the Websites and Services. |
Cookie, device, online identifier and information about interactions with the Websites. | To operate and secure the Websites, conduct analytics, recognize returning visitors, support visitor identification and data enrichment, manage customer relationships and support advertising. | Your consent where required by applicable law; otherwise our legitimate interests where permitted. |
Operational, diagnostic and security information. | To maintain performance and reliability, investigate errors and security issues, troubleshoot problems and protect the Services. | Our legitimate interests in maintaining the security, integrity, availability and performance of the Services. |
Usage, interaction and other information. | To develop, test, evaluate, train and improve our Services, models and related technologies, where permitted by applicable law and the agreement governing the relevant information. | Our legitimate interests where appropriate, or consent or another lawful basis where required. |
Social-media information. | To respond to communications and support and inform our social-media strategy. | Our legitimate interests in communicating with users and promoting Samaya AI and our Services. |
Where Samaya AI processes customer documents, prompts, queries, session information, memory information, voice-input data or other Personal Information solely on behalf of an enterprise customer, Samaya AI acts as a processor, and the enterprise customer generally determines the applicable lawful basis for that processing.
Where Samaya AI processes information relating to use of the Services for its own purposes rather than solely on behalf of a customer, the applicable lawful basis will depend on the nature and purpose of that processing and may include our legitimate interests, performance of a contract, consent or another lawful basis available under applicable law.
Where we rely on legitimate interests, we consider whether those interests are overridden by your interests or fundamental rights and freedoms.
Where we rely on consent, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.
Additional information about how long we keep Personal Information
We retain Personal Information for the periods described in paragraph 5 above.
In particular:
Personal Information | General retention approach |
|---|---|
Contact information, comments and inquiries | For as long as reasonably necessary to respond to the inquiry, manage the relationship and maintain appropriate business records. |
Newsletter and marketing information and preferences | For as long as appropriate to provide the communications you have requested and maintain records necessary to respect your communication preferences. |
Account, usage, operational and security information processed by Samaya AI as a controller | For as long as reasonably necessary for account administration, security, support, operations, analytics, legal and other purposes described in this privacy policy. |
Information processed on behalf of an enterprise customer | Retention and deletion are governed by the applicable customer agreement and the customer’s instructions. |
Voice-input audio | Audio is not retained after transcription. |
Information may also remain in backups, logs or other records maintained for security, disaster recovery, legal or operational purposes, subject to applicable retention practices and legal obligations.
Additional information about how we share Personal Information
Where Samaya AI acts as a controller, we may disclose Personal Information as described in paragraph 6 above.
Depending on the circumstances, the lawful basis for those disclosures may include:
- our legitimate interests in operating and administering our business, obtaining professional and technical services, providing and securing the Services and conducting corporate transactions;
- compliance with a legal obligation;
- consent, where required; or
- another lawful basis available under applicable law.
Where service providers process Personal Information on our behalf, we require them to process the information in accordance with applicable contractual obligations and our instructions. Where Samaya AI acts as a processor for an enterprise customer, disclosures of Personal Information are governed by our agreement with and instructions from that customer.
International transfers
Samaya AI is based in the United States, and we and our service providers may process Personal Information in the United States and other countries that may have data-protection laws different from those in your jurisdiction.
Where required by applicable law, we use legally recognized transfer mechanisms and safeguards for international transfers of Personal Information, which may include adequacy decisions, the European Commission’s Standard Contractual Clauses, the UK Addendum to those clauses or other permitted transfer mechanisms.
If you would like further information about the safeguards we use for international transfers, please contact us using the details in paragraph 2 above.
Your rights
If you are in the EEA or UK and Samaya AI acts as a controller of your Personal Information, you may have the following rights, subject to applicable law:
- Right of access. You may request confirmation of whether we process your Personal Information and obtain information about that processing and a copy of Personal Information we hold about you.
- Right to portability. In certain circumstances, you may request Personal Information you provided to us in a structured, commonly used and machine-readable format or request that it be transferred to another person.
- Right to rectification. You may request correction of inaccurate or incomplete Personal Information.
- Right to erasure. In certain circumstances, you may request deletion of your Personal Information.
- Right to restriction. In certain circumstances, you may request that we restrict how we process your Personal Information.
- Right to withdraw consent. Where we rely on consent, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.
- Right to object. You may object to processing based on legitimate interests. You may object to direct marketing at any time.
If you wish to exercise one of these rights with respect to Personal Information for which Samaya AI acts as a controller, please contact us using the contact details in paragraph 2 above.
Where Samaya AI processes Personal Information on behalf of an enterprise customer, you should generally direct your request to that customer. We will assist our customers in responding to applicable privacy-rights requests as required by law and our agreements. We may request information necessary to verify your identity before responding to a request.
You also have the right to lodge a complaint with the data-protection authority responsible for your jurisdiction. If you are in the UK, the relevant authority is the Information Commissioner’s Office.