Privacy Policy
WethosAI respects your privacy. This Privacy Policy explains how WethosAI collects, uses, shares, and protects personal data in connection with our websites, communications, and services. Depending on the context, WethosAI may act as a data controller or a data processor with respect to your personal data, as further described below. Additionally, WethosAI is a SOC 2 compliant enterprise and meets all the rigorous standards of the mandate. For more information about our security posture and data practices, visit our Trust Center.
Last Updated: September 16, 2026
1. Introduction
1.1 Scope
This Privacy Policy applies to individuals who visit or interact with the WethosAI website at https://www.wethos.ai, attend WethosAI-sponsored events, receive marketing communications from WethosAI, are evaluated as marketing prospects, or use WethosAI’s SaaS platform (including WethosXO, Wethos Style, Meeting Simulator, and associated products). This Privacy Policy does not apply to third-party products or services that you may choose to integrate with WethosAI’s platform. You should always review the policies of third-party products and services to make sure you are comfortable with the ways in which they collect and use your information.
This policy covers both (a) visitors to our website and recipients of our marketing communications, and (b) users of our SaaS platform, including individuals brought onto the platform by an organizational customer (sometimes created as “virtual users”). If your information appears on the platform with or without you having directly created an account, you retain full rights over your personal data, including the right to request deletion, as described in Section 10.
1.2 Data Controller
WethosAI acts as the data controller for personal data collected through our website, marketing activities, events, and when you create a direct account or interact with us. Under applicable data protection laws, including the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA), WethosAI determines the purposes and means of processing this personal data. For privacy-related inquiries, WethosAI may be contacted at privacy@wethos.ai.
1.3 Data Processor
When an organizational customer uses the WethosAI SaaS platform, WethosAI may process personal data on behalf of that customer as a data processor (or “service provider” under U.S. state privacy laws). In this capacity, the organizational customer is the data controller and determines the purposes and means of processing. WethosAI processes such data strictly in accordance with the customer’s instructions and applicable Data Processing Agreement (DPA).
If you are an employee or end user of one of our organizational customers and would like to exercise your privacy rights with respect to data processed through the platform, please contact your employer or the organization that enrolled you in the service. WethosAI will assist the customer in responding to such requests as required by our agreements and applicable law.
2. Information We Collect
If you are a California resident, please also review Section 10.1 below for additional California-specific disclosures, including WethosAI’s CCPA notice at collection and information about your California privacy rights.
Information collected as data controller. WethosAI may collect personal data directly from you, or from third-party sources. This information may include your first and last name, email address, phone number, company name, job title or role, and other professional contact details. We also collect technical information automatically such as IP address, browser type, operating system, and unique device identifiers. In addition, we gather usage data related to how you interact with our websites and communications, including pages viewed, links clicked, time spent on pages, and engagement with emails or marketing materials. We may also collect your cookie and marketing preferences, including consent records and device information needed to remember and honor your choices.
We may also receive profile, company, and role-related information from third-party contact enrichment and lead generation providers, including data obtained through professional or social networking platforms, where we have checked that these third parties either have your consent or are otherwise legally permitted or required to disclose your personal information to us. The types of information we collect from third parties include account and/or contact information and we use the information we receive from these third parties to, including but not limited to, market and sell to you, and/or maintain and improve the accuracy of the records we hold about you, etc.
Information processed as data processor. Within the SaaS platform, WethosAI processes information submitted by organizational customers or generated through use of the platform. This may include workplace communication content, behavioral assessment data, collaboration data, and data about co-workers and individuals referenced within the platform who have not directly registered an account (such as virtual users). The scope and categories of personal data processed are determined by the organizational customer, not by WethosAI. WethosAI processes this data solely to provide the services described in the applicable customer agreement.
3. How We Use Your Information
As data controller. WethosAI processes personal data to operate, maintain, and improve our websites and communications. This includes evaluating potential customers, managing marketing activities, supporting events, and responding to inquiries or requests. Personal data may also be used to send product updates, newsletters, or other marketing communications, subject to your preferences and applicable law. We use information about your cookie and marketing preferences to manage and honor your privacy choices, including cookie choices, marketing consent, and opt-out preference signals. Additionally, WethosAI may process personal data to comply with legal obligations, enforce our rights, and ensure the security and integrity of our systems.
As data processor. Within the SaaS platform, personal data is processed to facilitate interpersonal communication and collaboration between users, generate AI-powered behavioral insights and recommendations, support meeting simulation and rehearsal, build behavioral profiles and human agents, and support organizational decision-making workflows. This processing happens on behalf of the organizational customer, following their platform configuration and instructions. WethosAI does not use customer-submitted data to train or develop generalized AI or machine learning models.
3.1 Automated Processing
WethosAI uses marketing and analytics tools that may profile contacts based on professional attributes such as company size, job role, or engagement activity. This profiling is used to prioritize outreach and personalize communications and does not produce legal or similarly significant effects on individuals.
3.2 Lawful Bases for Processing (EEA and UK Users)
If you are located in the EEA or UK, we will only process your personal data where we have a lawful basis for doing so. Our lawful bases include: (a) Contractual necessity — where processing is necessary to perform a contract with you or to take steps at your request prior to entering into a contract; (b) Legitimate interests — where processing is necessary for our legitimate interests (such as marketing our services, improving the platform, and ensuring security) provided those interests are not overridden by your rights; (c) Consent — where you have given express consent to the processing (such as marketing cookies or optional communications), which you may withdraw at any time; and (d) Legal obligation — where processing is necessary to comply with applicable laws or regulations.
5. Sensitive Personal Information
In connection with payment processing and financial transactions only, WethosAI may collect information such as bank account details through secure third-party processors (e.g., Stripe). This information is used exclusively for the essential purpose of completing the requested financial transaction and is not used for profiling, advertising, or any secondary purpose.
WethosAI does not use or disclose sensitive personal information for purposes that require offering a right to limit under the CCPA. If this changes, we will provide any required notice and choice.
6. Data Retention Schedule
WethosAI retains personal data only for as long as necessary to fulfill the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law. The following table summarizes our standard retention periods:
| Data Category | Examples | Retention Period |
|---|---|---|
| Identifiers | Name, email, phone | Duration of business relationship + 3 years |
| Professional information | Job title, company | Duration of business relationship + 3 years |
| Financial / sensitive | Bank account details | Duration of transaction + 7 years (tax/legal) |
| Usage data | Pages viewed, clicks, time on site | 26 months from collection |
| Cookies / device IDs | IP address, browser fingerprint | 12 months (or until consent is withdrawn) |
| Consent records | Cookie and marketing preferences, consent logs, and related device information | As needed to honor your choices and maintain compliance records |
| SaaS Platform | Account data, collaboration content, messages | Duration of customer contract. Upon termination, data is deleted within 30 days of request. |
For SaaS platform users, the applicable customer agreement governs retention periods. Users and virtual users may also request the deletion of their personal data at any time. Refer to Section 10 for submitting a request.
For questions about specific retention periods, contact privacy@wethos.ai.
7. Cookies and Tracking Technologies
Our website uses cookies and similar tracking technologies. We categorize these as follows:
Strictly Necessary
These cookies are essential for the website to function (e.g., consent preference cookie, theme preference). They cannot be disabled.
Analytics
These cookies help us understand how visitors use our website. Includes: Google Tag Manager. Loaded only after you consent.
Marketing
These cookies are used to deliver relevant ads and measure campaign performance. Includes: Google Ads, LinkedIn Insight Tag, Apollo.io, HubSpot. Loaded only after you consent.
When you interact with our cookie banner or privacy preference tools, we may record your choices and related technical information to remember your preferences and comply with applicable law.
You may change your cookie preferences at any time by clicking the “Cookie Settings” link. You may also use the “Do Not Sell or Share My Personal Information” and “Delete My Data” links, where applicable, to exercise related privacy choices.
8. International Data Transfers
Personal data processed by WethosAI is primarily stored and processed in data centers located in the United States. Some service providers we work with may process personal data outside your country of residence. When personal data is transferred internationally, WethosAI implements appropriate safeguards including Standard Contractual Clauses (SCCs) and Data Processing Agreements (DPAs). For individuals located in the European Union, United Kingdom, or Switzerland, these mechanisms govern transfers to the United States, supplemented by Transfer Impact Assessments where required. A list of key sub-processors and applicable transfer mechanisms is available on request at privacy@wethos.ai.
9. Global Privacy Control (GPC)
WethosAI honors the Global Privacy Control (GPC) signal. If your browser sends a GPC signal, we treat it as a valid request to opt out of the sale or sharing of your personal information and to decline non-essential cookies where required by applicable law. No further action is required on your part. For more information about GPC, visit globalprivacycontrol.org.
10. State-Specific Privacy Rights
10.1 California (CCPA)
This Section 10.1 is intended to serve as WethosAI’s notice at collection for California residents under the CCPA. It describes the categories of personal information we collect, the purposes for which we collect and use that information, whether we sell or share personal information, how long we retain personal information, and the rights available to California residents.
For retention periods applicable to the categories of personal information described below, please see Section 6.
| Category | Examples | Purposes |
|---|---|---|
| Identifiers and professional information | Name, email, phone, company, role, account or device identifiers | Provide services, communicate, manage accounts, support sales, and comply with law |
| Internet activity and inferences | IP address, browser, device, cookie, usage, engagement, and derived insights | Operate, secure, analyze, personalize, advertise, and improve our services |
| Sensitive personal information | Bank account or similar payment information | Process transactions and meet legal, tax, security, and fraud-prevention obligations |
| Customer-submitted platform content | Communications, collaboration data, behavioral data, messages, and virtual-user information | Provide the SaaS platform on behalf of organizational customers |
We collect the categories of personal information described above directly from you, automatically from your device and interactions with our websites and services, from organizational customers that use the SaaS platform, and from service providers, marketing partners, sales intelligence providers, and other legally permitted third-party sources.
We may disclose the categories of personal information described above to service providers, contractors, professional advisors, business partners, advertising and analytics providers, and government authorities or other parties where required by law. These disclosures are made for the business and commercial purposes described in this Privacy Policy. As described in Section 4, WethosAI does not sell personal information for money, but certain advertising, analytics, or marketing technology disclosures may be considered a “sale” or “sharing” under the CCPA. California residents may opt out as described above and in this Section 10.1.
We do not knowingly sell or share the personal information of California residents under 16 years of age.
California residents have the following rights under the California Consumer Privacy Act (CCPA):
- Right to know what personal information is collected, used, and shared
- Right to delete personal information
- Right to correct inaccurate personal information
- Right to opt out of the sale or sharing of personal information
- Right to limit the use of sensitive personal information, where applicable
- Right to non-discrimination for exercising these rights
We will not discriminate or retaliate against you for exercising any rights available under the CCPA.
To the extent our use of advertising cookies or similar technologies is considered a “sale” or “sharing” under applicable law, you may opt out by declining cookies, clicking “Do Not Sell or Share My Personal Information” or “Cookie Settings,” or using a browser that sends a Global Privacy Control signal. The right to know may include information about the personal information we collected, used, disclosed, sold, or shared during the prior 12 months, or a longer period where required by law and technically feasible. Please note that WethosAI may process personal data of its customers’ end users or employees in connection with its provision of platform services. If we are processing your personal data as a service provider on behalf of your employer or another organization, you should contact that organization to exercise your rights with respect to that data.
We will respond to verified requests within 45 days. Where necessary, this may be extended by a further 45 days (90 days total), with notice provided within the initial period.
We may verify your identity before fulfilling a request and may request additional information reasonably necessary to confirm your identity, authority, or residency. California residents may designate an authorized agent to submit a request on their behalf, and we may require proof of authorization and verification of the resident’s identity as permitted by law.
California residents may request information about certain personal data disclosed to third parties for their direct marketing purposes during the prior calendar year. To submit such a request, contact privacy@wethos.ai with the subject line “Shine the Light Request”.
10.2 Other U.S. State Privacy Laws
Residents of certain U.S. states may have privacy rights under applicable state consumer privacy laws, which may include rights to:
- Right to access and obtain a copy of personal data we maintain about you
- Right to correct inaccurate personal data
- Right to delete personal data
- Right to obtain a portable copy of personal data
- Right to opt out of targeted advertising, the sale of personal data, and certain profiling activities
- Right to limit or withdraw consent for certain uses of sensitive personal data, where applicable
- Right to appeal a decision we make regarding your privacy request
These rights vary by state and may be subject to limitations or exceptions under applicable law. To exercise any applicable rights, contact us at privacy@wethos.ai or use the applicable privacy links, where available. We will verify and respond to your request within the timeframes required by applicable law. If we deny your request, you may have the right to appeal our decision by contacting us using the same method. If WethosAI processes your personal data as a processor or service provider on behalf of an organizational customer, please direct your request to that organization in the first instance.
10.3 European Economic Area and United Kingdom (GDPR)
If you are located in the EEA or UK, you may have additional rights under the General Data Protection Regulation, including the right to access, rectification, erasure, restriction of processing, data portability, and the right to object. You also have the right to withdraw consent at any time and to lodge a complaint with your local data protection authority. To identify the relevant authority in your country, visit the European Data Protection Board website at https://www.edpb.europa.eu/. Where WethosAI processes your personal data as a data processor on behalf of an organizational customer, please direct your request to that organization, which is the data controller responsible for your data.
10.4 Data Deletion
Any user of the WethosAI platform, including virtual users whose data appears on the platform because of an organization's use of the service, may request deletion of their personal data at any time. To submit a deletion request, click “Delete My Data” in the site footer or email privacy@wethos.ai with the subject line “Data Deletion Request” and include your name and the email address associated with your data. We will process your request within 30 days and confirm once deletion is complete.
11. Security
WethosAI implements appropriate technical and organizational measures designed to protect personal data against unauthorized access, loss, misuse, or alteration. While we take reasonable steps to safeguard information, no system is completely secure. Users are responsible for maintaining the confidentiality of their login credentials and for any activity that occurs under their accounts. If you suspect a security incident involving your personal data, please contact privacy@wethos.ai immediately.
12. Children's Privacy
The WethosAI website and services are not directed to children or individuals under the age of 18. WethosAI does not knowingly collect personal information from individuals under 18. If we become aware that personal information has been collected from an individual under 18 without appropriate consent, we will delete that information as soon as reasonably possible.
13. Slack Application Data
When you connect and use the WethosAI Slack Application, WethosAI collects only the personal data necessary to provide the application's functionality. This includes the email address associated with your Slack account for authentication purposes and the messages you send to WethosXO within Slack in order to generate responses and insights. This information is used solely to operate and improve the Wethos Slack Application and is not used to train or develop generalized AI or machine learning models. Data collected through the Slack Application is subject to the same retention and deletion practices described in this Privacy Policy.
14. Google User Data
When Google integration features are explicitly selected (default is not selected), WethosAI accesses Google user data only when you explicitly choose to share it through the Google Document picker. We do not automatically scan, access, or retrieve Google user data without your direct action and consent. When Google user data is shared, it is used only within the specific group where it was provided and only by users who already have access through native Google permissions. All Google user data is encrypted in transit and at rest, and users retain control over their data, including the ability to remove it from the WethosAI ecosystem at any time.
15. Microsoft User Data
When Microsoft integration features are explicitly selected (default is not selected), WethosAI accesses Microsoft user data only when you explicitly choose to share it through the Microsoft file picker. We do not automatically scan, access, or retrieve Microsoft user data without your direct action and consent. When Microsoft user data is shared, it is used only within the specific group where it was provided and only by users who already have access through native Microsoft permissions. All Microsoft user data is encrypted in transit and at rest, and users retain control over their data, including the ability to remove it from the WethosAI ecosystem at any time.
16. Third-Party Integrations
When Third-Party integration features are explicitly selected (default is not selected), WethosAI accesses the third-party data only when the customer explicitly chooses to share it and only to the extent necessary to provide the requested functionality. Data shared through third-party integrations is subject to the same security, retention, and deletion practices described in this Privacy Policy. As additional integrations become available, this section will be updated to reflect any new data practices.
17. Security & Compliance
WethosAI implements appropriate technical and organizational measures to protect personal data across all systems and infrastructure. WethosAI has SOC 2 Type II accreditation, available on our Trust Center, and all data on WethosAI systems is handled with rigorous security and privacy controls. Our security practices are regularly reviewed and tested by independent auditors. If you have questions about our security posture or wish to request a copy of our SOC 2 report, please contact privacy@wethos.ai.
18. Changes to This Policy
WethosAI may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. Updates will be communicated through our website, email, or other reasonable means. When we make material changes, we will notify you by posting the updated policy on our website with a revised “Last Updated” date and, where required by applicable law, by sending a direct notification via email or other appropriate means. Where a change affects consent-based processing, we will seek fresh consent before applying it to your data.
19. Contact
If you have questions, concerns, or requests related to this Privacy Policy or the handling of your personal data, please contact WethosAI at privacy@wethos.ai.