This document explains how Vistera Technologies Corp. (“Vistera,” “we,” “us,” or “our”) uses artificial intelligence (“AI”) tools when delivering services to you through the Vistera platform (“Platform”). It also obtains your consent to specific uses of AI, in particular: the recording of video calls and the processing of those recordings by Zoom’s AI systems.

Please read this document before using the Platform. If you are accepting this consent on behalf of your organization, you confirm that you have the authority to do so. This document should be read alongside our Privacy Policy and Data and Document Handling policy.

1. What AI Does on This Platform

Vistera uses AI as an internal tool to help our Experts deliver faster and more thorough service. AI is used in four ways:

1.1 Engagement Summaries

When an Engagement is underway, an AI system can read the messages and documents in that Engagement thread and generate a summary for the Expert. This helps the Expert quickly understand the background of a matter before responding to you.

1.2 Document Analysis

When you upload a document to the Platform, an AI system may read it and extract relevant information, for example: identifying key dates, terms, or issues. The extracted information is shown to the Expert to support their review. Your original document is not altered.

1.3 Draft Responses and Work Product

AI may generate a first draft of a reply or a deliverable - such as a letter, summary, or recommendation - based on the Engagement content. The Expert reads, edits, and approves the draft before it is sent to you. You receive the Expert’s approved version, not the raw AI output.

1.4 Zoom Call Recording Summaries

If you consent to recording when you book or start a video call, Zoom records the call and Zoom’s AI generates a written summary of the conversation. That summary is shown to the Expert as a working reference.

2. What AI Does Not Do

We want to be direct about the boundaries of AI use on this Platform.

• AI does not make decisions about your Engagement: Every piece of advice, every recommendation, and every work product delivered to you is the responsibility of a qualified human Expert.
• AI output never reaches you without Expert review: No AI-generated text, summary, or draft is delivered to you unless a qualified Expert has reviewed it, edited it as appropriate, and approved it for delivery.
• AI does not access your data outside the Platform: AI processing takes place in connection with specific Engagements. AI is not used to build profiles of your organization, analyze your data for marketing purposes, or share your information with advertisers.
• AI does not replace professional judgment: The use of AI in preparing a response or deliverable does not reduce the Expert’s professional responsibility for the final content.

3. Data Processed by AI

3.1 What Is Fed Into AI Systems

Depending on the type of AI feature used, the following data may be processed by AI:

• Engagement content: Messages, notes, and communications within an Engagement thread.
• Client Content: Documents and files you upload to the Platform as part of an Engagement.
• Call recordings: Audio and video recordings of video calls, if you have consented to recording (see Section 4).

3.2 Where AI Processing Happens

AI processing is performed by third-party AI service providers engaged by Vistera. Data passed to these providers is limited to what is necessary for the feature in question. Engagement content and Client Content are processed via Vistera’s internal AI service integration. Call recordings and Zoom AI summaries are processed directly by Zoom on Zoom’s infrastructure, which may include data centres outside Canada (see Section 4.3). Where AI service providers permit model training on customer data by default, Vistera opts out of that use to the extent the provider’s terms allow. Your data is used to deliver services to you; not to train AI models for other customers.

3.3 No Sale of Your Data

Your data is not sold, rented, or shared with any third party for marketing, advertising, or commercial purposes unrelated to delivering the services you have requested.

4. Call Recording and Zoom AI Summaries

This section requires your separate, explicit consent. Call recording consent is distinct from your general consent to use the Platform.

4.1 What Is Recorded

If you consent to recording at the time you book or start a video call, the following may be captured: audio of all call participants; video of all call participants (if their camera is on); and any screen shares during the call. At the start of any recorded call, all participants will be notified that the call is being recorded. You are responsible for ensuring that anyone you invite to a call on your side is informed that the call may be recorded; if any participant does not wish to be recorded, the call can proceed without recording.

4.2 How the Recording Is Used

Recordings and Zoom AI summaries are used for the following purposes only: to give the Expert an accurate reference for the discussion; to support follow-up questions or disputes about the advice given; and, where required, to meet professional record-keeping obligations. The Zoom AI summary is shown to the Expert as a working reference. It is not delivered to you directly. If you want access to information discussed in a call, ask your Expert; they will provide a response based on their professional review.

4.3 Zoom’s Processing of Your Data

Call recordings and AI summaries are processed by Zoom Video Communications, Inc. Zoom operates data centres in multiple countries, including the United States. Your call recording and any AI transcript or summary may be processed and stored on Zoom’s infrastructure outside Canada. Zoom’s handling of your data is governed by Zoom’s Privacy Policy. Vistera remains accountable for the personal information it transfers to Zoom and takes reasonable steps to protect it; Zoom’s own independent data practices are governed by Zoom’s terms. We encourage you to review https://www.zoom.com/en/trust/privacy/privacy-statement/ to understand how Zoom processes call data.

4.4 Retention of Recordings

Vistera does not independently retain copies of call recordings; the recording and any Zoom AI transcript or summary remain on Zoom’s systems, consistent with our Data and Document Handling policy. Specific retention periods for call recordings are being finalized. Until those are published, recordings are retained for the minimum period necessary to support the Engagement and any associated professional record-keeping requirements, and Zoom may retain data for additional periods under its own terms. Please refer to Zoom’s Privacy Policy for details of Zoom’s own retention practices.

4.5 You Can Decline Recording

You are not required to consent to call recording. Declining recording does not affect the Expert’s ability to deliver services to you. If you do not consent, the call will proceed without recording, and no AI summary will be generated for that call. You may withdraw your consent to future call recordings at any time by declining the recording prompt at the start of a call.

5. Your Rights

5.1 Withdrawing Consent to Call Recording

You may withdraw consent to call recording at any time by declining the recording prompt when you start a video call. Withdrawal of call recording consent applies to future calls. It does not delete recordings already made.

5.2 What Happens to Existing Recordings if You Withdraw Consent

If you withdraw consent to call recording, we will not record future calls. Recordings made before your withdrawal are retained for the purposes described in Section 4.2 and subject to any legal or professional obligations that require us to keep them. You may request deletion of prior recordings by contacting us; we will process that request subject to any applicable legal or professional record-keeping obligations and to Zoom’s own retention practices.

5.3 Right to Request Information About AI Processing

You may contact us at any time to request information about the categories of your data that have been processed by AI systems; the purposes for which that processing occurred; and the AI features and third-party providers involved. We will respond to information requests within 30 days, or within the timeframe required by applicable privacy law.

5.4 Other Privacy Rights

Your full privacy rights - including the right to access, correct, and request deletion of your personal information - are described in our Privacy Policy. This document should be read alongside the Privacy Policy.

6. Limitations of AI

AI tools can be helpful, but they are not infallible. The following limitations apply to all AI use on the Platform:

• Accuracy is not guaranteed. AI systems can make errors, misread context, or produce output that is incomplete or incorrect. Experts are required to verify AI-assisted content before it is delivered to you.
• AI may miss nuance. Documents and conversations can contain subtleties that AI does not always capture accurately. Experts apply professional judgment to fill those gaps.
• Expert responsibility is not diminished. The Expert who reviews and approves any AI-assisted output is professionally responsible for its accuracy and suitability. The use of AI does not reduce the standard of care owed to you.
• Not every Engagement uses AI. AI tools may be used at the Expert’s discretion. There is no guarantee that AI is applied in any particular Engagement.

7. Changes to AI Features

Vistera may introduce new AI features or expand the use of existing ones over time. If we make a material change to how AI is used in delivering services to you, for example: adding a new category of AI processing or changing the third-party AI providers used - we will notify you by email or through the Platform at least thirty (30) days before the change takes effect. If a proposed change requires a new category of consent (such as consent to a new type of automated processing), we will seek that consent separately before the change is applied to your account.

8. How Consent Is Given

8.1 General AI Features (Sections 1–3)

By creating an account and using the Platform, you consent to Vistera using AI in the ways described in Sections 1 through 3 to assist Experts in delivering services to you. These uses are part of Vistera’s standard service delivery and are described in the Terms of Service (Section 6). Where this processing is necessary to deliver the services you have requested, it is also supported on that basis under applicable privacy law.

8.2 Call Recording and Zoom AI Summaries (Section 4)

Consent to call recording is requested separately each time you book or start a video call. You must affirmatively indicate your consent; it is not assumed. If you do not provide consent, the call will proceed unrecorded.

9. Contact Information

For questions about this AI-Assisted Service Consent document, to exercise your rights as described in Section 5, or to withdraw consent to call recording, please contact us at:

Vistera Technologies Corp. 1030 Westwood Street, Suite 202, Coquitlam, British Columbia V3C 4E4, Canada

Email: [email protected]

Phone: +1(778)800-8866