How Ava protects your security and privacy
Secure sign in to your work or organisation account
When you use Unit4 Advanced Virtual Agent (Ava), you must sign in to your Unit4 work or organisation account to give Ava access to it so it can help you with your requests. You use your Unit4 identifier and two-factor authentication to provide a highly secure sign-in process.
The Consent window
When you start using Ava, you are asked to review and grant several permissions. These consents ensure Ava can securely identify you, perform tasks on your behalf, and improve the quality of the service.
The following table describes each consent, including whether it is mandatory and what it means for you.
| Permission | Status | Description | If not granted |
|---|---|---|---|
| Use your user identifier | Mandatory | Allows Ava to securely identify you within your organisation. | You cannot use Ava. Identification is required for all core functionality. |
| Use your user information | Optional | Gives Ava access to your user profile information such as your first name and last name. | Ava will not be able to personalise interactions using your profile details. |
| Remember you (offline access) | Optional | Extends your access lifetime so that you only need to sign in once. It also allows Ava to act on your behalf without prompting for permission each time. | You will need to sign in each time you use Ava and your access lifetime will not be extended. |
| Use chat messages | Mandatory | Allows Ava to read and process your chat messages when performing tasks on your behalf, such as submitting absences, expenses and timesheets. Ava also stores your chat messages securely and anonymously to help the service learn and improve. | You cannot use Ava. Chat message access is required for all core functionality. |
| Use your collaboration app user identifier | Mandatory | Links your collaboration app ID to your work or organisation account so that Ava can securely connect to Unit4 from within your collaboration app to perform tasks on your behalf. | You cannot use Ava. This link is required for all core functionality. |
Withdraw your personal consent
Under the General Data Protection Regulation (GDPR) you have the right to withdraw your consent at any time for the following optional permissions when using Ava:
- Permission to use your user information.
- Permission to remember you (offline access).
Note: The following permissions are mandatory and cannot be withdrawn without losing access to the Ava service:
- Permission to use your user identifier.
- Permission to use chat messages.
- Permission to use your collaboration app user identifier.
To withdraw your consent:
- Open your chat with Ava in Microsoft Teams.
- Type the withdraw consent command and send the message.
- Ava prompts you to go to the Consent window.
- Click the Withdraw permissions button.
- Go to your chat with Ava and type sign out.
Warning: You must sign out to complete the process.
Export your personal data from Ava
Under the General Data Protection Regulation (GDPR), you have the right to see what personal data is stored for you.
To export your personal data:
- Send an email to privacy@unit4.com requesting a copy of your personal data.
- You will receive a response in writing within four weeks of the date on which Unit4 receives your request.
Delete your personal data from Ava
Under the General Data Protection Regulation (GDPR) you have full control over how your personal data is stored and used. You can exercise your right to be forgotten and ask Ava to delete any personal data that is stored for you. This means Ava will delete:
- All previous conversations with Ava on Microsoft Teams.
- Any preferences you have chosen to save.
- The mapping of your Microsoft Teams account to your organisation account.
To delete your personal data from Ava:
- Open your chat with Ava in Microsoft Teams.
- Type the forget me command and send the message.
- Ava asks you to confirm the deletion.
- Confirm your request.
- Ava lets you know when the process is completed.
Note: The following personal data is outside the scope of this process:
- Any data submitted and stored in Unit4. Go to the Unit4 Privacy Policy for more details.
- Any personal data that might be stored by your collaboration app provider when using Ava. See your collaboration app provider's privacy policy for more details.
Unit4 privacy policy
For details on Unit4's privacy policies for Ava, see the Unit4 Ava Privacy Statement.
