Your office, your data

This page says what is yours in Zuva Smart Office, what we keep, how you leave if you want to, and where your information is held. If anything here is unclear, or you need something it does not cover, write to support@zuvadigital.com. A person reads it.

Your data is yours

Everything your business puts into your office is yours: records, documents, recordings, conversations, contacts and the people you add. We use it only to run your office, and we never sell it.

Zuva Digital never trains anything on your data. Three of the services we use, the one that turns recordings into text, the one that makes your office's knowledge searchable, and the spoken voice, train on the data they receive unless the customer switches that off. We switched it off with all three on 21 October 2026. The other services that hold or process your records do not train on them, under their terms or our settings with them. Web research works differently: see "Web research" below. The full list is under "Where your information is held".

Your office runs on its own code and its own database, for your business alone. It is not shared with any other business. It never deletes your data on its own.

The code built for you is yours

Work built for your business alone becomes yours once that work is paid for.

Your office also stands on a shared foundation that we built and keep improving for every office. We keep ownership of that foundation. You get a permanent licence, with no fee, to run and change the version you have, for your own business, for as long as you want. You may not resell it. If you leave, you keep the version you have; improvements we make after you leave do not reach you.

Taking everything with you

Downloading your data is free, at any time, and you do it yourself. It never depends on whether your account is paid up.

• An office admin, or the owner, can download all of the office's records at any time, in one download, from Admin, then Export. You get every record as a file you can open in a spreadsheet, the list of the people in your office (never their passwords), and a list of your files. Our own staff cannot download your records.
• Coming The files themselves are being added to the download next, so your records and your files come out together. Until then, ask us for your files at support@zuvadigital.com.
• Coming A few things we hold for your office on our side, such as emails exactly as they arrived and your planning conversations with Forge, are not in the download yet. Ask us for them at support@zuvadigital.com.

Leaving

• Notice. You can end the arrangement whenever you like.
• Moving the accounts is free. Today we hold the accounts your office runs on, on your behalf. When you leave, we move your code, your database and your sign-in to accounts of your own, at no charge. Coming This handover has not yet been rehearsed. It will be rehearsed in full on a test office before we offer it to anyone.
• Help to run it yourself. If you want our help to run the office on your own after the move, that help is charged at a price agreed with you first.
• Our copies. Once you have confirmed the handover worked, we delete our copies within 30 days. If an office is never collected, we write to you, and delete it 90 days after the arrangement ended. Some services keep backups for a while after we delete: see "How long it is kept".
• If Zuva Digital stops trading, you get the same handover, free.

What you lose if you leave today

An office can run on accounts of your own, but today it still depends on services we run for every office. If you left now, this is what would keep working and what would stop.

Keeps working, once it is moved to your own accounts:

• the office itself: its screens, your records, and signing in, for everyone who already has an account;
• the office assistant, on an account of your own with the company that provides it.

Stops, because these are services we run for every office:

• your files: the office cannot yet keep files in storage of your own, so they come out of the office as a download from us, not as part of the moved office;
• searching across what the office knows;
• sending and receiving email through the office;
• turning calls and recordings into text, and the spoken voice;
• web research by the assistant;
• the connections to Google Drive, Google Contacts and Facebook;
• the Brief, and Forge;
• asking for changes in plain words, and the improvements that reach every office;
• the morning email;
• usage and top-ups through us.

Coming We are making it possible for an office to run its files, email and search on accounts of your own. When that is done, your files and search move to "Keeps working". Until then, the list above is what leaving costs you, and we would rather you knew it now.

Where your information is held

Your office's records, files and sign-in are held in the United States. These are the services your office runs on, what each one holds, and where.

We also keep some files of our own outside the United States, in London and Sydney: our working files for the work we deliver, and files from a build that predates these offices. None of your office's records or files are held there.

Web research. When Forge or your office assistant looks something up on the public web, two research services, Tavily (search) and Firecrawl (reading web pages), receive the search words and the web addresses it uses. They do not receive your records. A search is written by the assistant from your conversation, so it can name your business, a supplier, a person or a product you mentioned, because that is what is being looked up. Both services' terms allow them to keep and use what they receive, including to train their own systems. If a search should not name something, tell the assistant, or write to support@zuvadigital.com.

There is no option today to keep your information in another country. If that matters to you, write to support@zuvadigital.com and it is recorded.

How long it is kept

Your office never deletes your data on its own. What the services keep after something is deleted, or after the arrangement ends, under their own terms:

• Your database: kept until it is deleted. A short history (one day) lets a mistake be undone. After the arrangement ends, the provider deletes it within 30 days of our written request.
• Signing in: when a person's account is deleted, it leaves the provider's backups within 180 days.
• Email: the email service keeps emails and their logs for 30 days, and deletes the rest within 90 days after our account with it ends.
• The assistant: what it is sent and what it writes is deleted by the provider within 30 days. If the provider flags something as possible misuse, it can keep that for up to two years.
• Recordings turned into text: the recording is deleted by the provider within 48 hours, and its text within 30 days. Your office keeps its own copy of the text.
• Searchable knowledge: since 21 October 2026, the provider keeps nothing.
• The spoken voice: the provider keeps the text and audio of each spoken reply in its history for as long as our account with it is open.

Talk to a person

Write to support@zuvadigital.com. A person reads it. Questions about this page, before or after you have an office, cost nothing.