White Cup AI Data Usage Policy

1. Overview

White Cup AI-powered features, available exclusively on AWS, leverage machine learning models to enhance CRM and BI insights. This policy outlines how White Cup processes, stores, and protects customer data when using AI-driven capabilities.

Given our diverse customer base, we must ensure compliance with relevant data privacy laws and industry regulations to minimize risk and maintain customer trust.

2. AI Enablement & Access Control

• Restricted AI Activation: AI features are enabled by default only for admin users within the customer's White Cup environment.
• Admin-Managed Access: Admin users have the ability to grant or restrict AI access to specific roles or users within their organization.
• Granular Permissions: AI-generated insights and summaries are only visible to users authorized by the admin through White Cup’s role-based access controls.

3. Data Collection & Processing

• White Cup AI leverages historical data from customers’ ERP. Since this data is already stored in the CRM/BI environment, AI does not create new long-term storage but processes existing transactional data.
• AI-generated outcomes are stored alongside other business insights and remain accessible based on customer preferences.
• AI Meeting Transcription: For users who enable AI-powered meeting transcription, White Cup AI may process recorded conversations to generate meeting summaries, key decisions, and action items within the CRM workflow.
• Recording Consent Responsibility: Sales reps and other CRM users are responsible for obtaining customer consent before recording conversations, in accordance with applicable laws (e.g., GDPR, CCPA, U.S. state consent laws).
• No Data Sharing: Data is processed and used only within the customer’s White Cup environment—it is not shared across customers.

4. Data Storage & Retention

• Raw meeting transcripts will be deleted after 30 days, and voice recordings will not be retained after generating summaries. AI-generated insights will be stored only within the customer’s White Cup CRM/BI environment.
• Summaries, extracted decisions, and action items will be retained in the CRM as structured insights for ongoing reference.
• Customers have the ability to delete Meeting summaries if needed. Customer data is stored on AWS cloud infrastructure, adhering to AWS security and compliance standards.
• AI-generated insights and transcriptions are stored only within the customer’s White Cup CRM/BI environment.
• AI-generated predictions and transcriptions can be deleted upon customer request.

5. Data Privacy & Security

• No Cross-Tenant AI Learning: Customer data is never used to train AI models across different customers. AI does not "learn" from one customer's data to improve predictions for another.
• Encryption & Secure Processing: White Cup uses encryption in transit and at rest to protect sensitive data. AI models process data entirely within the AWS environment.

6. Customer Control

• Customer can opt in/opt out of the AI features at the time of onboarding.
• Customers have the option to enable or disable AI features, by reaching out to White Cup support to request changes to their AI settings.
• Data used for AI processing remains within the customer’s instance—White Cup does not store historical AI data beyond its processing timeframe.
• Customers can delete AI generated Meeting Summaries. Other AI-generated insights, predictions, and transcripts can be deleted upon request.