Last updated September 9, 2026
This Privacy Notice for Hilvon Security LLC (doing business as hAIvin) ("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:
Questions or concerns? Reading this Privacy Notice will help you understand your privacy rights and choices. 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 adam@hilvon.com.
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:
Sensitive Information. We do not process sensitive personal information.
Payment Data. We may collect data necessary to process your payment if you choose to make purchases, such as your payment instrument number and the security code associated with your payment instrument. All payment data is handled and stored by Stripe. You may find their privacy notice at https://stripe.com/privacy.
Social Media Login Data. We may provide you with the option to register with us using your existing social media account details, like your Google or Microsoft account. If you choose to register in this way, we will collect certain profile information about you from the social media provider.
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.
We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity but 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.
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, including:
We may share your data with third-party vendors, service providers, contractors, or agents who perform services for us or on our behalf and require access to such information to do that work. We have contracts in place with our third parties, which are designed to help safeguard your personal information.
The third parties we may share personal information with include:
Google (Vertex AI) — for AI chat, meeting summaries, transcription, and document generation. hAIvin is configured with zero data retention on all AI API calls.
Google OAuth, Microsoft (SSO via OIDC)
Stripe
Google Cloud Platform (Cloud Run, Cloud Storage, Secret Manager)
Neon (PostgreSQL)
LiveKit (WebRTC infrastructure)
Postmark
We may also share your information in connection with business transfers, mergers, or acquisitions.
hAIvin operates a multi-tenant architecture where each organization ("tenant") receives:
As part of our Services, we offer products, features, or tools powered by artificial intelligence, machine learning, or similar technologies. These tools are designed to enhance your experience and provide you with innovative solutions.
All AI processing is performed through Google Vertex AI with zero data retention configured. Your input, output, and personal information shared with AI service providers is not used to train AI models.
When video meetings are conducted through the platform, we process and store meeting transcripts, AI-generated meeting summaries, action items, and participant information. This data is stored in the organization's isolated database and is accessible through the platform dashboard. Meeting creators and participants with access to the project can view transcripts and summaries.
The hAIvin mobile application additionally allows you to record the audio of meetings and conversations that take place outside the platform — for example, an in-person conversation, or a meeting held in a third-party tool such as Microsoft Teams. Recording is performed using your device's microphone, and only when you explicitly start a recording within the app; the microphone is not accessed at any other time. The app does not record your screen and does not capture video.
Audio you record is uploaded to your organization's isolated storage, where it is transcribed and summarized using Google Cloud services (configured with zero data retention) and stored as a meeting record in your organization's database, together with the resulting transcript and summary. The recorded audio and its transcript are accessible only to authorized users within your organization.
Your responsibility to obtain consent. Recording laws vary by jurisdiction, and some require the consent of every party to a conversation before it may be recorded. You are solely responsible for knowing and complying with the laws that apply to you, and for obtaining any consent required from other participants before you record. Do not use the recording feature where you are not permitted to record.
Our Services offer you the ability to register and log in using your third-party account details (like your Google or Microsoft account). Where you choose to do this, we will receive certain profile information about you from the provider. The profile information we receive may vary but will often include your name and email address.
We will use the information we receive only for the purposes described in this Privacy Notice.
We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Notice, unless a longer retention period is required or permitted by law. No purpose in this notice will require us keeping your personal information for longer than six (6) months past the termination of the user's account.
When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible, then we will securely store your personal information and isolate it from any further processing until deletion is possible.
We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process, including database-per-tenant isolation, encrypted credentials, and zero AI data retention. However, despite our safeguards, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure.
We do not knowingly collect data from or market to children under 18 years of age. By using the Services, you represent that you are at least 18. 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. If you become aware of any data we may have collected from children under age 18, please contact us at adam@hilvon.com.
Depending on where you are located geographically, the applicable privacy law may mean you have certain rights regarding your personal information, including the right to access, correct, or delete your data.
If you would at any time like to review or change the information in your account or terminate your account, you can contact us using the contact information provided. Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases.
If you have questions or comments about your privacy rights, you may email us at adam@hilvon.com.
Most web browsers include a Do-Not-Track ("DNT") feature or setting. At this stage, no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals.
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.
To exercise these rights, you can contact us by emailing us at adam@hilvon.com or by referring to the contact details at the bottom of this document.
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. We encourage you to review this Privacy Notice frequently to be informed of how we are protecting your information.
If you have questions or comments about this notice, you may email us at adam@hilvon.com or contact us by post at:
Hilvon Security LLC
106 NE Greystone Drive, Lee's Summit, MO 64086, United States
Phone: 1-816-287-9190
You have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. To request to review, update, or delete your personal information, please contact us at adam@hilvon.com.