Your conversations deserve careful handling.

1. Scope and controller

This notice applies to the Instill Lens website, mobile application, management dashboard, and related APIs (the “Service”). Share Ventures is the controller of personal information described here, unless a separate agreement says otherwise.

2. Information we process

Account and identity

We process your name, email address, Amazon Cognito subject identifier, organization membership, authentication events, and account settings. Amazon Cognito handles passwords and multi-factor credentials; Instill Lens does not receive your password.

Recordings, voiceprints, and transcripts

• Audio recordings you create or upload, together with file metadata, title, duration, and upload status.
• A voice enrollment recording and a mathematical voice embedding (“voiceprint”) used to help identify your own voice in your meetings. A voiceprint is biometric-like data and may be treated as biometric information in some jurisdictions.
• Diarized transcripts, speaker labels, timestamps, and corrections you make to speaker identity.
• Derived meeting data such as talk time, pace, interruptions, response latency, decisions, action items, culture indicators, summaries, and personal coaching.

Technical and support information

We process request identifiers, IP address, device/browser information, API and security logs, error reports, and information you include in a support request. We use these records to operate, secure, and debug the Service.

3. Why we use information

We use information to authenticate you; receive and process recordings; transcribe and separate speakers; match your enrolled voice when enabled; generate requested analyses; display, correct, and delete your results; prevent abuse; provide support; and meet legal obligations. We do not use your recordings, transcripts, or voiceprints to advertise to you, and we do not sell them.

4. Processing services and disclosures

Information is disclosed only as needed to operate the Service, comply with law, protect rights and safety, complete a corporate transaction, or follow your direction. Current processing categories include:

• Amazon Web Services (AWS): Cognito for Managed Login; S3 for encrypted object storage; SQS for processing jobs; and supporting AWS hosting, logging, and database infrastructure.
• Deepgram: audio transcription, diarization, and related speech processing.
• OpenAI: the configured large language model provider used to produce structured summaries, meeting insights, and coaching from transcript content.

These providers process data under their service terms and our instructions. Production deployment may involve processing in countries other than your own.

5. Retention and deletion

The current product configuration is intended to retain raw meeting and enrollment audio for up to 30 days after it is no longer needed for processing, and transcripts and analyses for up to 365 days while your account remains active, unless you delete them sooner. Security logs, legal records, and de-identified operational metrics may be retained longer where necessary.

You can delete individual meetings or request account deletion. An account-deletion request is queued for safe processing and removes the Cognito identity, user-scoped S3 objects (including audio), and related database records. Backups may age out on a limited schedule and will not be restored for ordinary product use. We may retain a minimal record where law requires it or to document completion of a request.

6. AI limitations and human judgment

Instill Lens uses automated speech and AI systems. Transcripts, speaker attribution, scores, summaries, inferred sentiment, and coaching can be incomplete, biased, or wrong. Results are not a diagnosis, employment decision, legal conclusion, or objective measure of a person’s character. Review source context and use human judgment, especially before taking consequential action.

7. Recording consent is your responsibility

Laws and workplace rules differ. Before recording or uploading a conversation, you are responsible for giving appropriate notice, obtaining every required consent, respecting confidentiality and employment obligations, and ensuring you have authority to share the content with the Service. Do not secretly record where prohibited.

8. Security

We use access controls, user- and organization-scoped authorization, short-lived upload links, encrypted AWS transport and storage, token validation, and audit-oriented request identifiers. No service is completely secure; contact us promptly if you believe data is at risk.

9. Your choices and rights

Depending on where you live, you may request access, correction, portability, deletion, restriction, or objection, and may appeal a denied request. You may also withdraw consent where consent is the legal basis. Visit Privacy choices or email help@instill.ai. We may verify your identity before acting.

10. Children

The Service is not directed to children under 16 and should not be used to record children without all legally required authorization. Contact us if you believe a child’s information was submitted improperly.

11. Changes and contact

We may update this notice and will change the date above. Material changes will be communicated as required. Questions or requests can be sent to help@instill.ai or 12025 E Waterfront Dr, Los Angeles, CA 90094.