Security and data handling
Zencovi handles benefit plan documents and employee questions, so this page describes plainly what the product does today. It does not claim certification under any security or privacy standard.
Who can access uploaded plan documents
Plan documents are stored in a private file store. They are not publicly browsable. Access is limited to signed-in members of the workspace that uploaded them, and uploading, replacing or deleting a document is limited to HR administrators of that workspace. Files are never listed or served to another employer's workspace.
Employee questions are private from HR
Employee conversations are not visible to HR administrators. HR sees de-identified totals and trends only, and topic counts below three are suppressed so an individual cannot be identified from the numbers.
Whether documents are used to train AI models
No. Uploaded documents are used only to answer questions for the organization that uploaded them. Relevant excerpts are sent to the AI model at the moment a question is answered, and Zencovi does not contribute your documents to model training.
What employee email content is retained
Zencovi stores the question that was asked, the sender's email address, and the answer that was sent. This is what allows the assistant to remember an ongoing conversation with the same person and keeps aggregate activity accurate.
What happens when a question is escalated
When Zencovi is uncertain, when the question needs human judgment, or when the answer isn't in the available documents, it tells the employee what would be shared and with whom, and asks for permission. Only the question and the sender's email address are shared, and only after the employee agrees. Every request, approval and refusal is recorded.
The public demonstration is isolated
The demonstration on this site and the demonstration email address run against a fictional employer with fictional plan documents. They cannot search, retrieve or reference any customer workspace, no files can be uploaded to them, and they are rate limited to prevent abuse. Demonstration questions are kept for seven days.
Deleting documents and workspace data
HR administrators can delete any uploaded document from the Plan documents page at any time, which removes both the stored file and the extracted text used for answers. Deleting an entire workspace, including its question history, is handled on request through the contact form.
Sharing files
No uploaded file is emailed out unless an HR administrator has explicitly allowed it. Each file is set to one of three levels: no one, company email addresses only, or anyone who asks. Larger files are shared as private links that expire rather than as attachments.
If you are completing a vendor review and need more detail than this page provides, contact us and we will share what we can.