These terms describe how we handle the sensitive business and financial materials you share for an assessment. They supplement our Privacy Policy, and on the specific subject of intake-data handling, these terms control.
1. What we collect
In the course of an assessment, we may collect:
- Intake information — what you share during your intake call, and a recording and/or transcript of that call. Recording happens only after your recorded consent at the start of the call.
- Supporting documents — materials you choose to provide, which may include financial statements, tax records, customer or vendor contracts, organizational information, and similar business records.
- Contact and account information — the details needed to deliver your assessment.
- Derived data — representations of your materials generated for the purpose of scoring (for example, the text embeddings our assessment engine uses). Derived data is a processed form of your submitted materials.
You choose what to provide, you are responsible for the accuracy of what you submit, and you represent that you have the right to share it.
2. How we store it
- Encryption. Your materials are encrypted in transit and at rest. Documents are encrypted before they are stored.
- Per-client isolation. Each client's materials are stored in a separate, access-controlled location isolated from other clients', so one client's data is not accessible through another's.
- Where it lives. Submitted materials are held in our secured cloud storage. Call recordings are retrieved into that same secured storage. Derived data (embeddings) is held in our assessment datastore.
- Access. Access is limited to personnel who need it to produce and support your assessment, under least-privilege controls, and access is logged.
3. How we use it
We use your materials solely to:
- conduct and produce your assessment, its report, and its fix list;
- support and, at your request, explain or revise that assessment;
- with your separate, explicit consent only, prepare a case study (named or anonymized at your election).
We do not sell, rent, or trade your materials; we do not use your confidential materials to train third-party or general-purpose AI models; and we do not disclose your materials except as described in Section 4 or as required by law.
4. Service providers in the chain
Producing an assessment involves a small number of service providers, each of which receives only what it needs to perform its function:
- Assessment processing — your materials are processed to produce the assessment. Under our provider's commercial terms, your inputs and outputs are not used to train the provider's models, and are deleted from the provider's systems within a limited retention window, except as required to enforce their usage policy or by law.
- Secure storage — our cloud storage provider holds your materials, encrypted and isolated per client. The provider does not access your content for its own purposes.
- Voice call handling — where your intake is conducted by recorded call, our telephony provider connects and records the call. We control retention and deletion of recordings, and we do not enable features that would use your call content to train AI models.
Several parts of our system run on our own infrastructure, so your materials are not sent to any third party for those steps — including generating the representations (embeddings) used to analyze your materials, storing them, and our internal processing logs.
5. Retention and deletion
By default, we retain your materials for the duration of your engagement and for 90 days beyond your accepted delivery of the assessment, after which they are deleted — except where retention is required by law or where you and we have agreed otherwise in writing.
Deletion covers all copies. When your materials are deleted — on schedule or at your request — we delete them from all systems where they are held: your stored documents, any call recordings and transcripts, the derived representations used for analysis, and our internal processing logs. Where a provider auto-deletes on its own schedule (for example, the assessment-processing provider's limited retention window), that deletion occurs per that provider's policy.
You may request deletion of your materials at any time by contacting us (see Section 8), and we will delete them within a reasonable time, except where retention is required by law.
6. Security
We apply reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of financial information, including encryption, access controls, per-client isolation, and access logging. No method of storage or transmission is completely secure, and we cannot guarantee absolute security. In the event of a data breach affecting your materials, we will notify you and act as required by applicable law.
7. Your choices
- You choose what to provide, and may decline to provide anything.
- You may withdraw from the assessment before delivery and request deletion of what you've submitted.
- You control whether your engagement is ever used as a case study, and whether it is named or anonymized.
- You may request access to, correction of, or deletion of your information at any time.
8. Contact
Questions about how your data is handled, or to make a request:
Layer8 Tech Group LLC
[email protected]
Marietta, GA