Privacy notice

This notice explains how Janus handles information about customers, users, meeting participants, and people referenced in project materials. The applicable services agreement governs processing carried out on a customer’s behalf.

Information and purpose

Janus supports project delivery, requirements, documentation, feedback, planning, and reporting on progress and contract usage. Information may include account names and business contact details; organization membership and permissions; meeting statements and metadata; approved documents; project records; schedules; contract capacity and usage; correspondence; and AI-generated outputs and embeddings.

For client project content, Janus is used on the client’s documented instructions. Account administration, business communications, and service security may involve separate responsibilities under the applicable agreement and law.

Information is used to deliver the agreed services, draft and organize work, find related records, plan and track delivery, manage access, prepare reports, and respond to requests. The project lead reviews and refines AI drafts before presenting them as final deliverables.

Sources and optional capture

Supported transcript workflows use source transcripts retained in the customer’s environment and supplied manually, or retained in Zoom. Copies provided for processing are also covered by the engagement’s retention arrangements. Selected documents require approval covering content, purpose, AI processing, and retention.

The optional Chrome extension can submit ticket text, page URLs, screenshots, screen recordings with available and selected audio, and files. Capture is user initiated. A screenshot or submission can include the page URL when permission is available unless the user has explicitly removed it. Optional website permission is scheduled for removal after five minutes of inactivity. Drafts, attachments, and some sign-in information may persist locally. Users must review captured content before submitting it.

The extension requires separate approval and is not necessary for transcript processing or portal access. Patient information, credentials, and other protected data are outside the scope described here.

Access and service providers

Authorized users access customer information according to their organization and role. Access controls apply to project records and documents. Authorized administrators and service providers may access information to operate and support the service.

Hosting, authentication, storage, transcription, drafting, and embedding providers process information needed for their services. Relevant text is sent to AI APIs. The provider overview describes these services and primary hosting locations; these locations do not establish every downstream processing, logging, or backup location.

The service terms restrict the sale of client information, advertising use, and training of general-purpose AI models when incorporated into the customer’s agreement. Provider arrangements for that engagement must support these restrictions. Necessary legal disclosures remain subject to applicable law and confidentiality obligations.

Retention and requests

Retention is set by the agreed purpose, client instructions, contractual requirements, and applicable legal obligations. The engagement must define deletion periods for transcripts and processing copies, documents, project records, outputs, embeddings, local extension data, logs, backups, and provider-held copies before processing begins. Application, backup, and provider retention may differ and must be addressed in that schedule.

Requests for access, correction, export, deletion, or privacy information can be raised with the project lead through the existing engagement contact channel. Identity and authority may need verification. Requests concerning information processed for the client are coordinated with the client. Applicable statutory rights remain unaffected.

Material changes to the agreed handling of client information will be communicated through the engagement’s established written communications and remain subject to the applicable agreement.