This policy explains what personal data Sortiva collects through this website, why we collect it, who we share it with and the choices you have. We keep it short and specific to what the website actually does.
01Who we are
Sortiva ("Sortiva", "we", "us") operates the website at sortiva.tech and builds an AI sales agent that joins online meetings, runs discovery conversations and qualifies sales leads.
For personal data collected through this website, we are the data controller (or "data fiduciary" under India's Digital Personal Data Protection Act, 2023). You can reach us about privacy at sales@sortiva.tech.
02What this policy covers
This policy covers personal data we collect when you visit our website, use the demos on it, contact us, follow us on social media or sign up for and use the Sortiva app — including any Google account you connect to it.
When a business uses Sortiva to hold calls with its own leads, that business decides how its leads' data is used and we process it on its behalf, under our agreement with that business. If you spoke with Sortiva on behalf of a company you were considering buying from, please contact that company about your data; we will help them respond.
03Personal data we collect
Information you give us
- Contact and enquiry details — your name, work email, company and anything you write when you email us or fill in a form.
If you use the Sortiva app
- Your account — your name, email address and password (stored only as a one-way hash), and the agents, booking links and meetings you set up.
- Google account data — only if you choose to connect a Google account, as described in Google account data below.
- Your workspace's contacts and CRM connections — the people who book with you (see Meetings, booking forms and CRM sync), and the access tokens for any CRM you connect, which we store encrypted.
Information collected automatically
- Usage and device data — pages viewed, clicks, time on page, referring site, approximate location (derived from IP address), browser, device type and language.
- Server logs — our hosting provider records IP addresses, request times and errors to keep the website secure and running.
We do not ask for sensitive personal data. Please don't share it on calls or in messages with us.
04How we use it, and why
| Purpose | Legal basis |
|---|---|
| Reply to enquiries and talk to you about Sortiva | Steps before a contract, or our legitimate interest in responding to you |
| Run meetings and booking pages for the business that invited you, including sending your details to the CRM it connects | That business's instructions, under our agreement with it (we act as its processor) |
| Provide the Sortiva app, including creating Google Meet meetings through a Google account you connect | Our contract with you, and the permission you give on Google's consent screen |
| Measure and improve the website with analytics | Your consent where the law requires it; otherwise our legitimate interest |
| Keep the website secure and prevent abuse | Our legitimate interest |
| Meet legal obligations and enforce our terms | Legal obligation and legitimate interest |
05Meetings, booking forms and CRM sync
When you book through a business's Sortiva booking page or join a meeting with its Sortiva agent, we process your data on that business's behalf. Here is what happens to it.
Booking pages
Your name, email and the answers you give on the booking form are saved with the meeting and added to the business's contact list in Sortiva. The agent reads your answers before the call so it doesn't ask again. Some forms only accept work email addresses: to check one, we look up the email's domain (its DNS records) and compare it with public lists of free and temporary email providers. The address itself isn't sent anywhere for this.
In the meeting room
- Your voice is turned into text so the agent can understand and answer you, and the transcript and the agent's notes are shared with the business. This includes colleagues who join on an invite link: everything said in the meeting is transcribed. The audio itself is not saved.
- Your camera, your shared screen and the chat go straight from your browser to the other people in the meeting. They don't pass through our servers (except through a relay server when your network blocks direct connections, which forwards them without keeping them). We don't record them, and the AI agent doesn't see them.
- To connect you, the meeting briefly stores your display name and connection details on our server, and deletes them when the meeting ends. The meeting's timeline, which the business sees, keeps a note of who joined and left. Public STUN servers (run by Google) see your IP address while your browser finds a route to the others.
- Your own notes and your chosen microphone, camera and speaker are kept only in your browser.
CRM sync
If the business connects HubSpot, Salesforce, Pipedrive or Zoho CRM, Sortiva sends that CRM your name, email, company, job title and phone number when you book, and after each meeting a note with the qualification score, the scorecard and a link to the transcript. From then on, that copy is handled under the business's agreement with its CRM provider.
The agent's speech recognition and replies run on AI models hosted by us or our service providers. We don't use your audio or transcripts to train AI models. Please avoid sharing sensitive information in a meeting.
06Google account data
Sortiva customers can connect a Google account so that Sortiva creates the Google Meet for each meeting booked through their Sortiva booking links. Connecting is optional: without it, Sortiva creates the meeting in its own Google account instead. This section explains exactly what Google user data Sortiva accesses and what it does with it.
What we access
When you connect, Google asks you to allow Sortiva to:
- Create Google Meet meetings (
meetings.space.created) — Sortiva creates a new Google Meet for each booked or instant meeting and sets it so the guest and your AI agent can join without waiting to be let in. With this permission Sortiva can only see and change the meetings it created itself. - See your email address (
openid,userinfo.email) — to show which Google account is connected.
From Google we receive and store:
- the email address of the connected Google account;
- an access token that lets Sortiva create meetings while you're away (encrypted, see below);
- for each meeting Sortiva creates: its link, its meeting code and its access setting (for example "open").
Sortiva can't access your other meetings, your calendar, email, contacts or files, and it doesn't use Google's APIs to read meeting recordings, transcripts, chat messages or participant lists. Your AI agent joins a meeting through its link as a guest, like any other participant. Sortiva does not create aggregated or anonymised data from Google user data.
How we use it
We use Google user data only to provide the features you see in Sortiva: creating the Google Meet for your bookings, putting its link in the booking confirmation and on your meetings page, and showing which Google account is connected. We do not use it for advertising, to build profiles of you, to determine credit-worthiness or for lending, and no Sortiva employee reads it unless you ask us to for support, it's needed for security reasons or the law requires it.
Who we share it with
We do not sell Google user data. We share it only as needed to provide the features above:
- The guest who booked receives the meeting link in their confirmation, because that's how they join the meeting you asked Sortiva to create.
- Our own servers, run for us by our hosting providers: the Sortiva app (Hostinger, India), which is the only place your access token is stored and used, and the server that runs your AI agent (Oracle Cloud, India), which receives the meeting link only.
- Authorities where the law requires it, or to protect against fraud, abuse or security threats.
- A buyer or successor if Sortiva is involved in a merger, acquisition or sale of assets, and only after asking for your explicit consent.
How we protect it
- All data travels over encrypted connections (HTTPS/TLS), to Google and to you.
- The access token is encrypted with AES-256-GCM before it's stored and is only decrypted in memory when Sortiva creates a meeting. The short-lived tokens Google issues from it are kept in memory only.
- Access to our servers is limited to Sortiva administrators, and the accounts that manage them are protected with multi-factor authentication.
How long we keep it, and how to delete it
- We keep the connected email address and the access token only while your Google account is connected.
- Disconnect at any time in Sortiva under Settings → Google account. We delete the stored access token and email address straight away and revoke Sortiva's access with Google. You can also remove Sortiva at myaccount.google.com/permissions, which stops our access immediately.
- Meeting links and codes stay with your meeting records so you can see your past meetings, until you delete your account.
- Delete your account by emailing sales@sortiva.tech. Within 30 days we delete your account and everything in it — including the Google connection and meeting records — and revoke Sortiva's access with Google. Copies in our nightly backups are overwritten within a further 14 days.
AI models and Limited Use
We do not use Google user data — raw, aggregated or anonymised — to develop, improve or train AI or machine learning models, and we do not transfer it to third-party AI services.
Sortiva's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
09International transfers
Our providers may process data outside your country, including in the United States and India. Where the law requires it, we rely on appropriate safeguards such as standard contractual clauses.
10How long we keep it
We keep enquiry emails for as long as we're in conversation with you, plus a reasonable period afterwards for our records — then delete them. Analytics data is kept according to the retention settings of our analytics providers. Meeting audio is not stored, and a meeting's connection details are deleted when it ends. Sortiva app accounts, and everything in them (including contacts, meetings and transcripts), are kept until the account or the item is deleted. Google account data is kept and deleted as described in Google account data.
11Your rights
Depending on where you live, you can ask us to:
- tell you what personal data we hold about you and give you a copy;
- correct or update it;
- delete it;
- restrict or object to how we use it, including for marketing;
- withdraw consent you have given, at any time;
- transfer it to another organisation, where technically possible.
In India, you can also nominate someone to exercise your rights and raise a grievance with us; if we don't resolve it, you may complain to the Data Protection Board of India. In the EU and UK you can complain to your local data protection authority. California residents can request access to and deletion of their data and will not be treated differently for doing so.
To make a request or raise a grievance, email sales@sortiva.tech. We'll respond within the time the law requires and may need to confirm your identity first.
12Security
We protect data in transit with encryption (HTTPS), encrypt Google access tokens at rest (AES-256-GCM) and limit access to people who need it, with multi-factor authentication on the accounts that manage our servers. No online service is perfectly secure, so if you believe your data has been put at risk, please tell us at sales@sortiva.tech. Read more on our security page.
13Children
Sortiva is a business product and our website isn't aimed at children. We don't knowingly collect personal data from anyone under 18. If you think a child has given us personal data, contact us and we'll delete it.
14Changes to this policy
We'll update this policy when our practices change and revise the effective date at the top. For significant changes, we'll give more prominent notice on the website.
15Contact
Questions about this policy or your data: sales@sortiva.tech. See also our terms and conditions and disclaimer.