Effective Date: March 1, 2026

Last Updated: March 1, 2026

HeyVision, LLC | [email protected]

HeyVision, LLC (“HeyVision,” “we,” “our,” or “us”) respects your privacy and is committed to protecting the information you share when using our platform. This Privacy Policy explains what information we collect, how we use it, and how our integrations with third-party services operate within HeyVision.

This Privacy Policy applies to the HeyVision web application, all HeyVision integrations, all HeyVision AI services, and all data collected through the HeyVision platform.

1. Information We Collect

a. Information You Provide

When creating an account or using HeyVision, you may provide:

• Name and business name

• Email address and phone number (if provided)

• Coaching niche, target audience, and offer details

• Social media handles

• Business documents, writing samples, and audio onboarding responses

• Content you input into the platform including tasks, messages, notes, and CRM contact records

b. Connected Account Data

If you connect third-party services, HeyVision may access data necessary to deliver the features you have enabled. We only access the minimum data required to provide the service. Specific data accessed per integration is described in Section 4.

c. Automatically Collected Data

• IP address

• Device and browser type

• Usage activity within the app

• Cookies and session data

2. How We Use Your Information

HeyVision uses your data to:

• Provide and operate the HeyVision platform

• Deliver AI-powered assistance, content generation, and workflow automation

• Manage CRM contacts, pipeline stages, tasks, and reminders

• Generate meeting summaries, follow-up drafts, and session insights

• Improve product functionality and user experience

• Communicate with you about platform updates or account access

• Maintain security and prevent abuse

3. AI and Data Processing

HeyVision uses AI systems to process your data in order to generate responses and recommendations, automate tasks and workflows, produce content drafts, and provide meeting insights and summaries.

Your data may be processed by third-party AI providers. Our current AI provider is Anthropic (Claude API). Anthropic processes data solely to generate responses on behalf of HeyVision and is bound by confidentiality obligations.

Important: AI Data Use Policy

HeyVision does not use your private data to train public AI models.

Your data is not sold to AI providers.

AI providers process your data only to generate platform responses.

You may opt out of AI-powered features by contacting [email protected].

4. Third-Party Integrations

HeyVision integrates with several third-party services. The specific data accessed and purpose of each integration is described below.

Google Gmail Integration

HeyVision integrates with Gmail using Google OAuth 2.0. Users must explicitly authorize HeyVision before any Gmail data is accessed.

OAuth scopes requested:

• gmail.readonly — read email messages and metadata

• gmail.send — send email drafts created and approved by the user

• gmail.modify — apply labels and manage email workflow

Data accessed may include email subject lines, message content, and sender and recipient details. This data is used solely for pipeline lead detection, AI-generated email drafts, and follow-up reminders.

Google API Limited Use Policy Compliance

HeyVision’s use of Google user data complies with the Google API Services User Data Policy, including the Limited Use requirements.

Google user data is used only to provide features explicitly requested by the user.

Google user data is not sold to third parties.

Google user data is not used for advertising purposes.

Google user data is not used to train generalized AI or machine learning models.

Access to Google user data is limited to authorized HeyVision platform functions.

Google Calendar Integration

HeyVision integrates with Google Calendar using OAuth 2.0. Users must explicitly authorize access.

OAuth scopes requested:

• calendar.readonly — read calendar events and scheduling information

• calendar.events — create or update events on behalf of the user

Data accessed may include calendar event titles, meeting dates and times, and participant information. This data is used for meeting preparation summaries, scheduling assistance, and pipeline stage detection.

OAuth tokens for both Gmail and Google Calendar are stored securely and encrypted. Tokens remain active until the user disconnects the integration or revokes access via Google Account Security Settings at myaccount.google.com/permissions.

Slack Integration

HeyVision provides optional Slack integration to deliver notifications and enable task creation via slash commands.

Slack permissions requested may include chat:write, commands, channels:read, and users:read.

Data accessed may include Slack user ID, workspace information, slash command inputs, and messages sent directly to the HeyVision bot. HeyVision does not access general Slack conversations. Slack data is used for morning briefing notifications, pipeline alerts, and task creation via /heyvision commands.

WhatsApp Integration (via Twilio)

HeyVision may provide WhatsApp messaging using the WhatsApp Business API delivered via Twilio. Twilio acts as a messaging infrastructure provider and processes message transmissions on behalf of HeyVision.

When WhatsApp is connected, HeyVision may process phone numbers, message content, and timestamps. These messages may be used to create tasks, deliver reminders, send morning briefings, and notify users about pipeline activity. HeyVision complies with the WhatsApp Business Messaging Policy. Users can disable WhatsApp notifications at any time in HeyVision settings.

Fathom Integration

HeyVision integrates with Fathom to process meeting recordings and transcripts. Each HeyVision user must connect their own individual Fathom account. HeyVision does not provide Fathom access.

When enabled, Fathom may send HeyVision data including meeting transcripts, AI-generated meeting summaries, extracted action items, calendar invitee names and email addresses, meeting participants, and recording timestamps.

This data is used to generate session summaries, extract coach tasks and follow-ups, update client contact records, and surface meeting insights within HeyVision. Users may also manually upload transcripts at any time without connecting Fathom.

Payment Processing

HeyVision uses a third-party payment provider to manage subscription billing. Payment card data is processed directly by the payment provider and is never stored on HeyVision systems. The specific payment provider will be confirmed prior to launch.

5. Data Sharing

HeyVision does not sell your personal data.

We may share data with trusted providers necessary to operate the platform:

Provider Type

Purpose

Anthropic (Claude API)

AI response generation and content processing

Google (Gmail, Calendar)

Email and calendar integration features

Twilio

WhatsApp message delivery

Slack

Notification delivery and slash command handling

Fathom

Meeting transcript and summary processing

Cloud hosting providers

Platform infrastructure and data storage

Payment provider (TBD)

Subscription billing and management

All providers process data solely to deliver HeyVision services and are required to maintain confidentiality and appropriate security standards.

6. Data Retention

HeyVision retains your data while your account remains active and as long as necessary to provide the service, comply with legal obligations, and resolve disputes.

If your account is cancelled, your data remains available for 30 days to allow export or account restoration. After 30 days, all associated data is permanently deleted from HeyVision systems, including CRM contacts and pipeline records, tasks and activity history, generated content, meeting transcripts and summaries, and uploaded documents. This data cannot be recovered once deletion is complete.

You may request deletion of your data at any time by contacting [email protected].

7. Your Rights

Depending on your location, you may have the right to access, correct, export, restrict processing of, or request deletion of your personal data.

To exercise any of these rights, contact us at [email protected]. We will respond within a reasonable timeframe consistent with applicable law.

8. Security

HeyVision implements reasonable technical and organizational safeguards to protect your information, including:

• Encrypted storage of sensitive data including OAuth tokens

• HTTPS connections for all data transmission

• Secure authentication systems

• Access controls limiting data access to authorized functions

• Regular review of security practices

No system is completely secure. While we take protection seriously, we cannot guarantee absolute security of your data.

9. Cookies

HeyVision uses cookies and similar tracking technologies to improve user experience, analyze traffic patterns, and maintain authenticated sessions.

You can control or disable cookies through your browser settings. Disabling cookies may affect certain platform functionality. We do not use cookies for advertising or cross-site tracking purposes.

10. Disconnecting Integrations

You may disconnect any integration at any time from HeyVision Settings. You may also revoke access directly through the relevant provider:

• Google: myaccount.google.com/permissions

• Slack: Remove the HeyVision app from your Slack workspace settings

• WhatsApp: Disable WhatsApp notifications in HeyVision settings

• Fathom: Disconnect via HeyVision Settings → Integrations

When Google access is revoked, OAuth tokens are immediately invalidated, HeyVision stops accessing your Google account, and cached Google data is removed during scheduled cleanup. You may request immediate deletion of Google-related data by contacting [email protected].

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will post the updated policy on this page with a new effective date and notify users via email or in-app notification where appropriate.

Continued use of HeyVision after changes are posted constitutes acceptance of the updated policy.

12. Contact

If you have questions about this Privacy Policy or wish to exercise your data rights, please contact:

Email: [email protected]

Company: HeyVision, LLC