Privacy Policy

This Privacy Notice for Hilvon Security LLC (doing business as Hilvon Solutions, Norin, and Hayvin) (“we,” “us,” or “our”), describes how and why we might access, collect, store, use, and/or share (“process”) your personal information when you use our services (“Services”), including when you:

• Visit our websites at hilvonsolutions.com, norin.ai, hayvin.app, or any website of ours that links to this Privacy Notice
• Use Norin — an AI-powered phone assistant that answers and makes phone calls on behalf of businesses, captures leads, schedules appointments, handles customer inquiries, and runs outbound calling campaigns
• Use Hayvin — a private AI workspace platform that provides video conferencing with live transcription, AI-powered chat, project management with file storage, document generation, and integrations with third-party tools
• Engage with us in other related ways, including any marketing or events

Questions or concerns? Reading this Privacy Notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at adam@hilvon.com.

1. What Information Do We Collect?

Personal information you disclose to us

We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.

Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect may include the following:

• Names
• Phone numbers
• Email addresses
• Passwords
• Contact or authentication data

Sensitive Information. We do not process sensitive personal information.

Payment Data. We may collect data necessary to process your payment if you choose to make purchases, such as your payment instrument number and the security code associated with your payment instrument. All payment data is handled and stored by Stripe. You may find their privacy notice at stripe.com/privacy.

Social Media Login Data. We may provide you with the option to register with us using your existing social media account details, like your Google or Microsoft account. If you choose to register in this way, we will collect certain profile information about you from the social media provider, as described in the section “How Do We Handle Your Social Logins?” below.

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

Information automatically collected

We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

The information we collect includes:

• Log and Usage Data. Log and usage data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services and which we record in log files.

Google API

Our use of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.

2. How Do We Process Your Information?

We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

• To facilitate account creation and authentication and otherwise manage user accounts
• To deliver and facilitate delivery of services to the user
• To respond to user inquiries and offer support to users
• To send administrative information to you, such as details about our products and services, changes to our terms and policies
• To fulfill and manage your orders, payments, returns, and exchanges made through the Services
• To protect our Services through fraud monitoring and prevention
• To evaluate and improve our Services, products, marketing, and your experience
• To identify usage trends
• To comply with our legal obligations
• Norin: AI Call Processing — to generate AI-powered call transcripts, summaries, and lead data from phone conversations conducted through the platform on behalf of users
• Hayvin: AI Processing — to generate AI-powered meeting transcripts, summaries, action items, chat responses, document generation, and image generation through the platform on behalf of users

3. When and With Whom Do We Share Your Personal Information?

We may share your data with third-party vendors, service providers, contractors, or agents (“third parties”) who perform services for us or on our behalf and require access to such information to do that work. We have contracts in place with our third parties, which are designed to help safeguard your personal information. They cannot do anything with your personal information unless we have instructed them to do it. They will also not share your personal information with any organization apart from us. They also commit to protect the data they hold on our behalf and to retain it for the period we instruct.

The third parties we may share personal information with are as follows:

AI Service Providers

• Norin: OpenAI
• Hayvin: Google (Vertex AI) — configured with zero data retention

Authentication

• Google OAuth / Google Auth 2.0
• Microsoft (SSO via OIDC) (Hayvin)

Invoice and Billing

• Stripe

Cloud Hosting & Infrastructure

• Norin: Fly.io
• Hayvin: Google Cloud Platform (Cloud Run, Cloud Storage, Secret Manager)

Database Hosting

• Neon (PostgreSQL)

Communications & Telephony

• Twilio (Norin)

Video Conferencing

• LiveKit (Hayvin)

Email Delivery

• Postmark

We may also need to share your personal information in the following situations:

• Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

4. Data Isolation & Multi-Tenant Privacy (Hayvin)

Hayvin operates a multi-tenant architecture where each organization (“tenant”) receives:

• A dedicated, isolated database — your organization's data is never stored in the same database as another organization's data
• Tenant-scoped file storage — uploaded files are isolated by tenant with separate storage paths
• Zero AI data retention — all AI API calls (chat, transcription, summaries) are configured with zero retention, meaning the AI provider does not store or learn from your data
• Encrypted connection strings — database credentials are encrypted at rest using Fernet encryption
• Per-tenant access controls — authentication tokens are scoped to a single tenant and cannot access other tenants' data

5. Do We Offer Artificial Intelligence-Based Products?

As part of our Services, we offer products, features, or tools powered by artificial intelligence, machine learning, or similar technologies (collectively, “AI Products”). These tools are designed to enhance your experience and provide you with innovative solutions. The terms in this Privacy Notice govern your use of the AI Products within our Services.

Use of AI Technologies

We provide the AI Products through third-party service providers (“AI Service Providers”), including OpenAI (for Norin) and Google Vertex AI (for Hayvin). As outlined in this Privacy Notice, your input, output, and personal information will be shared with and processed by these AI Service Providers to enable your use of our AI Products. You must not use the AI Products in any way that violates the terms or policies of any AI Service Provider.

Our AI Products are designed for the following functions:

Norin:

• AI phone bots and natural language processing
• AI automation for call handling, lead capture, and appointment scheduling

Hayvin:

• AI Chat — conversational AI assistant powered by Google Vertex AI (Gemini models)
• Meeting Transcription — live speech-to-text during video conferences via Google Cloud Speech-to-Text
• Meeting Summaries & Action Items — AI-generated summaries of meeting transcripts
• Project Summaries — AI-generated overviews of project context, meetings, and files
• Document Generation — AI-assisted creation of Word documents and spreadsheets
• Image Generation — AI-generated images via Google Imagen

All personal information processed using our AI Products is handled in line with our Privacy Notice and our agreements with third parties. Hayvin's AI processing is performed through Google Vertex AI with zero data retention — your data is not used to train AI models.

How to Opt Out

We believe in giving you the power to decide how your data is used. To opt out, you can contact us using the contact information provided.

6. Call Data & Transcripts (Norin)

When our AI assistant handles phone calls on behalf of users, we process and store call audio transcripts, AI-generated call summaries, and any information provided by callers such as names, phone numbers, and email addresses. This data is stored on behalf of the user and is accessible through their dashboard. Users are responsible for informing their callers that calls are handled by an AI assistant.

7. Meeting Data & Transcripts (Hayvin)

When video meetings are conducted through the platform, we process and store meeting transcripts, AI-generated meeting summaries, action items, and participant information. This data is stored in the organization's isolated database and is accessible through the platform dashboard. Meeting creators and participants with access to the project can view transcripts and summaries.

8. How Do We Handle Your Social Logins?

Our Services offer you the ability to register and log in using your third-party social media account details (like your Google or Microsoft logins). Where you choose to do this, we will receive certain profile information about you from your social media provider. The profile information we receive may vary depending on the social media provider concerned, but will often include your name, email address, friends list, and profile picture, as well as other information you choose to make public on such a social media platform.

We will use the information we receive only for the purposes that are described in this Privacy Notice or that are otherwise made clear to you on the relevant Services. We recommend that you review their privacy notice to understand how they collect, use, and share your personal information.

9. How Long Do We Keep Your Information?

We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). No purpose in this notice will require us keeping your personal information for longer than six (6) months past the termination of the user's account.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

10. How Do We Keep Your Information Safe?

We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

11. Do We Collect Information from Minors?

We do not knowingly collect data from or market to children under 18 years of age, nor do we knowingly sell such personal information. By using the Services, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent's use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at adam@hilvon.com.

12. What Are Your Privacy Rights?

You may review, change, or terminate your account at any time, depending on your country, province, or state of residence.

Withdrawing your consent: If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us by using the contact details provided in the section “How Can You Contact Us About This Notice?” below.

Account Information

If you would at any time like to review or change the information in your account or terminate your account, you can contact us using the contact information provided. Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms and/or comply with applicable legal requirements.

If you have questions or comments about your privacy rights, you may email us at adam@hilvon.com.

13. Controls for Do-Not-Track Features

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track (“DNT”) feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online.

California law requires us to let you know how we respond to web browser DNT signals. Because there currently is not an industry or legal standard for recognizing or honoring DNT signals, we do not respond to them at this time.

14. Do United States Residents Have Specific Privacy Rights?

If you are a resident of California, Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah, or Virginia, you may have the right to request access to and receive details about the personal information we maintain about you and how we have processed it, correct inaccuracies, get a copy of, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law.

Your Rights

You have rights under certain US state data protection laws, including:

• Right to know whether or not we are processing your personal data
• Right to access your personal data
• Right to correct inaccuracies in your personal data
• Right to request the deletion of your personal data
• Right to obtain a copy of the personal data you previously shared with us
• Right to non-discrimination for exercising your rights
• Right to opt out of the processing of your personal data if it is used for targeted advertising, the sale of personal data, or profiling

How to Exercise Your Rights

To exercise these rights, you can contact us by emailing us at adam@hilvon.com, by visiting hilvonsolutions.com/contact, or by referring to the contact details at the bottom of this document.

California “Shine The Light” Law

California Civil Code Section 1798.83 permits our users who are California residents to request and obtain from us, once a year and free of charge, information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes. If you are a California resident and would like to make such a request, please submit your request in writing to us by using the contact details provided below.

15. Do We Make Updates to This Notice?

We may update this Privacy Notice from time to time. The updated version will be indicated by an updated “Last updated” date at the top of this Privacy Notice. If we make material changes to this Privacy Notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this Privacy Notice frequently to be informed of how we are protecting your information.

16. How Can You Contact Us About This Notice?

If you have questions or comments about this notice, you may email us at adam@hilvon.com or contact us by post at:

Hilvon Security LLC
106 NE Greystone Drive
Lee's Summit, MO 64086
United States
Phone: 1-816-287-9190

17. How Can You Review, Update, or Delete the Data We Collect from You?

You have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. To request to review, update, or delete your personal information, please contact us at adam@hilvon.com.