Privacy Policy

Effective date: May 5, 2026 · Version 2026.05.05

Plain-English summary. WestHub is a business platform run by West Networks, LLC. We collect the information you give us, the information we need to make the service work, and a limited amount of telemetry. We do not sell your data. We use a small number of named third parties to deliver the service (Twilio for calls, Anthropic for AI, Deepgram for transcription, and a handful of others listed in our Sub-processors page). You can request access, correction, deletion, or export of your data at any time by emailing privacy@westhub.app.

1. Who we are

"WestHub", "we", "us", or "our" refers to West Networks, LLC, a Florida limited liability company doing business as WestHub, with its principal place of business in Gainesville, Florida, United States. WestHub is the platform; West Networks, LLC is the legal entity behind it.

For questions about this policy or to exercise your privacy rights:

Email: privacy@westhub.app
Mail: West Networks, LLC, Attn: Privacy Officer, Gainesville, Florida, USA

2. Scope of this policy

This policy covers personal information processed by WestHub when you:

Visit westhub.app or any sub-domain (the "Site")
Use the WestHub web application or its associated services (CRM, mail, voice, video, document editing, support ticketing, the Office suite of WDocs/WSheets/WPresent/WNotes, and related modules)
Use the WestHub mobile applications (Authenticator, Chat, Mail, Office) on Android or iOS (collectively the "Apps")
Communicate with us by email, chat, voice, or video

If you are an employee or end user of an organization that uses WestHub (a "Customer"), the Customer is the controller of your personal information for most purposes; WestHub processes your information on the Customer's behalf under a Data Processing Addendum. See our Data Processing Addendum for the controller/processor split.

3. Information we collect

3.1 Information you provide directly

Account information. Name, email, phone number, job title, employer, time zone, and authentication credentials when you create or are provisioned an account.
Profile content. Profile photo, signature, calendar availability, preferences.
Customer content. Documents, spreadsheets, presentations, notebook pages, emails, chat messages, contacts, calendar events, support tickets, project tasks, sales quotes, and any other content you create, upload, or transmit through WestHub.
Billing information. Payment method details (collected and stored by our payment processor — we never store full card numbers on our servers).
Communications with us. Support requests, feedback, survey responses, and any data you choose to share.

3.2 Information collected automatically

Device and connection data. IP address, browser type and version, operating system, device identifiers, language, and time zone.
Usage data. Pages visited, features used, clicks, timing, error reports, and session duration. Used for product analytics, security, and service reliability.
Cookies and similar technologies. See our Cookie Policy for details.
Mobile permissions data. When you grant a permission to one of our Apps (camera for QR scanning, microphone for voice calls, contacts for calling lookup), we use that permission only for the disclosed feature. Permissions can be revoked at any time in your device settings.

3.3 Voice and video communications

WestHub provides voice calling, voicemail, and video meetings. When recording is enabled for a call or meeting (configurable per user, per extension, or per tenant policy):

The audio of the call or meeting is recorded and stored on infrastructure controlled by West Networks, LLC.
An audible disclosure is played to all non-employee participants before the recording begins. Florida is a two-party-consent jurisdiction (Fla. Stat. § 934.03); WestHub is configured to comply with this and similar laws.
Recordings may be transcribed by our speech-to-text sub-processor (Deepgram) and summarized by our AI sub-processor (Anthropic). The transcript and summary are stored alongside the recording.
Action items, follow-up tasks, and draft documents (such as quotes) may be derived from the transcript by our AI services and stored in your CRM.

See our Communications Recording page for the full operational detail and how to opt out of recording where the law permits.

3.4 Information from third parties

Single sign-on identity providers. If you log in via Google, Microsoft, Apple, or your employer's SSO, we receive your name, email, and a stable identifier from the provider.
Integration partners. When you connect a third-party service to WestHub (Zoho, WooCommerce, Peplink Partner, Plaid, etc.), we receive the data those services share with us at your direction.
Customer-provided lists. Contact lists, employee rosters, and CRM data uploaded by your employer.

4. How we use information

We use the information described above to:

Provide, maintain, and improve the WestHub services
Authenticate users, secure accounts, and prevent fraud and abuse
Route, store, and display the content you create and the communications you send and receive
Generate AI-derived outputs (call summaries, action items, draft quotes, draft replies) at your request or under your tenant's policies
Communicate with you about service availability, updates, and security incidents
Provide customer support
Comply with legal obligations and enforce our agreements
Conduct internal analytics and research to improve the service

We do not use your customer content to train general-purpose AI models. The AI sub-processors we use (Anthropic for summarization, Deepgram for transcription) operate under contractual terms that prohibit training on customer data submitted through their APIs.

5. Legal bases for processing (EEA, UK, Switzerland)

If you are in a jurisdiction that requires it (most commonly the EEA, UK, or Switzerland), we rely on the following legal bases:

Contract. Processing necessary to provide the service you or your employer signed up for.
Legitimate interests. Securing the service, preventing fraud, improving the product. We balance these interests against your rights.
Consent. For optional features (e.g., enabling call recording, opting in to product analytics) where we ask for it explicitly.
Legal obligation. Tax, accounting, and legal compliance.

6. How we share information

6.1 Sub-processors

We share information with a small set of named service providers who help us deliver WestHub. The current list, with a description of what each one processes, is at /legal/subprocessors. We update that page when we add or change sub-processors.

6.2 Within your organization

Your employer or the organization that provisioned your WestHub account can see, access, retain, export, and delete the content in your account, in accordance with their own internal policies. If you have questions about what your employer can see, ask them — WestHub serves the organization on the organization's terms.

6.3 Other parties

Legal compliance. We may disclose information to comply with subpoenas, court orders, or other legal process; to enforce our agreements; or to protect the rights, property, or safety of WestHub, our customers, or the public.
Business transfers. If WestHub or West Networks, LLC is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any change in ownership or control of your information.
With your consent. Any other sharing is done only with your explicit consent.

We do not sell personal information. We do not share personal information with advertisers.

7. Data retention

By default, WestHub retains:

Account and profile data for the life of the account plus 90 days, unless required to keep longer for legal or tax reasons.
Customer content (documents, messages, recordings, transcripts) for as long as the customer's tenant retains it. Tenants can configure shorter retention.
Voice and video recordings for 90 days by default. Tenant administrators can extend or shorten this.
Telemetry and security logs for up to 12 months.
Items under legal hold (e.g., subject to litigation, regulatory inquiry, or HIPAA-required preservation) for up to 7 years or as long as legally required.

When the retention period expires, the data is deleted from active systems. Backups are rotated and overwritten on the schedule documented in our security program.

8. Your rights and choices

8.1 Universal rights

Regardless of where you live, you can:

Access the personal information we hold about you
Correct inaccurate or incomplete information
Request deletion of your information (subject to legal retention obligations)
Export your information in a portable format
Withdraw consent for processing that depends on consent
Lodge a complaint with a supervisory authority

To exercise any of these rights, email privacy@westhub.app. We will respond within 30 days. If your account was provisioned by an employer, we may need to direct your request to them as the controller of your data.

8.2 California (CCPA / CPRA)

California residents have additional rights, including the right to know what personal information is collected and to whom it is disclosed, the right to delete personal information, the right to correct inaccurate information, and the right to opt out of sale or sharing of personal information for cross-context behavioral advertising. WestHub does not sell or share personal information for cross-context behavioral advertising. To exercise these rights, contact privacy@westhub.app.

8.3 Other US state privacy laws

Residents of states with comprehensive consumer privacy laws (including Virginia, Colorado, Connecticut, Utah, Texas, and others) have rights similar to those described above. We honor those rights on the same channel.

9. Children

WestHub is not directed to children under 13 (or under 16 in the EEA), and we do not knowingly collect personal information from them. If you believe a child has provided personal information to WestHub, contact privacy@westhub.app and we will delete it.

10. Security

We protect your information using a combination of technical and organizational safeguards, including TLS encryption in transit, encryption at rest for sensitive fields and recordings, role-based access control, multi-factor authentication, audit logging, network segmentation, and regular security reviews. WestHub is working toward SOC 2 Type II, PCI DSS, and HIPAA technical controls. No system is perfectly secure, but we work to keep our practices current.

To report a suspected security issue, email security@westhub.app.

11. International data transfers

WestHub primarily operates from data center facilities in the United States. Some of our sub-processors operate globally. When we transfer personal information out of the EEA, UK, or Switzerland to a country that has not been recognized as providing adequate protection, we use Standard Contractual Clauses or another lawful transfer mechanism. Contact privacy@westhub.app for a copy of the relevant clauses.

12. HIPAA

WestHub is not a HIPAA Covered Entity. If you are a Covered Entity or a Business Associate and you intend to use WestHub to process Protected Health Information, you must execute a Business Associate Agreement (BAA) with West Networks, LLC before using the service for that purpose. Email legal@westhub.app to request a BAA. Without a BAA, you should not use WestHub to process PHI.

13. Changes to this policy

We may update this policy from time to time. The "Effective date" at the top of the page reflects the most recent change. Material changes will be communicated through the WestHub product, by email to your account email, or by posting a notice on the Site. Your continued use of WestHub after the effective date of an update constitutes acceptance of the updated policy.

14. Contact

For privacy questions or requests: privacy@westhub.app
For security issues: security@westhub.app
For legal questions: legal@westhub.app