Privacy
Last updated: September 2026
Who this covers
This notice describes how Zencovi handles information for the employers who use the product, for the employees who email questions to a workspace, and for visitors who try the public demonstration.
Information we collect
Account details for people who sign in (name, email address, workspace role); the plan documents an employer uploads; the questions sent to a workspace address, the sender's email address and the answers Zencovi returns; and information HR chooses to teach Zencovi about the company.
How we use it
Information is used to answer benefits questions for that employer, to keep continuity in a conversation, to show HR de-identified usage totals, and to route questions that need human review. We do not sell personal information and we do not use employer documents to train AI models.
Employee conversations are private from HR
HR administrators cannot read employee questions or see who asked what. HR sees only de-identified totals and trends, and topic counts below three are hidden so a single person cannot be identified.
Permission before a human is involved
When Zencovi cannot answer reliably, it tells the employee exactly what would be shared and with whom, and waits for a yes. If the employee declines, nothing is sent. Each request, approval and refusal is recorded so the decision can be shown later.
The public demonstration
The demonstration at /try and the demonstration email address use a fictional employer and fictional plan documents. They cannot reach any customer workspace. Demonstration questions are kept for seven days so we can monitor abuse, and are stored with a one-way fingerprint of the sender rather than an account.
Service providers
Zencovi relies on a small number of providers to operate: a hosting and database provider that stores workspace data and files, an email delivery provider that receives and sends the messages, and an AI model provider that generates answers from the excerpts supplied at the time of a question.
Retention and deletion
Documents remain until an HR administrator deletes them, which also removes the extracted text used for answers. Questions and answers remain so a conversation stays coherent and totals stay accurate. To delete a workspace and its history, contact us and we will remove it.
Contact
Use the contact form for any privacy question or deletion request.
This notice describes current practice in plain language. If you need details for a vendor review, or you want a workspace deleted, contact us.