How is my data kept private and secure?

An overview of the controls, certifications, and practices that protect your data on Ovida.

Privacy and data protection are built into Ovida from the ground up. Our practices have been independently validated through a SOC 2 Type 1 report, and we comply with GDPR as a UK-registered company.

Where your data lives

All user data is stored on Amazon Web Services (AWS) servers in the UK. AWS provides the underlying infrastructure security and the UK location keeps your data within a strict regulatory jurisdiction.

How your data is protected

Encryption

• All data is encrypted at rest (when stored)

• All data is encrypted in transit (when sent or received)

Validated security controls

• Regular vulnerability scans

• Penetration testing

• Intrusion detection systems monitor for suspicious activity

Access controls

• Role-based access ensures users only see what they need

• The Principle of Least Privilege governs all system access

Incident response

• We maintain a documented incident response plan so our team can act quickly if anything goes wrong

How your data is used

We only collect what's needed: meeting recordings, metadata, and essential identifiers. We don't sell, trade, or share your data with third parties for marketing.

When transcripts are sent to trusted third-party processors (for example, large language models), Personally Identifiable Information (PII) is scrubbed first so transcripts cannot be tied back to you. Transcripts are never stored by processors after processing.

Your control over your data

You can delete your data at any time. This applies to both meeting participants: a host or a guest can delete a meeting, and it will be removed from Ovida's records and from the other participant's meeting history.

Before processing, participants can also choose to delete a meeting recording at the end of the meeting. Useful if sensitive topics came up that you'd rather not have recorded.