Security and privacy
Sign-in options, two-factor authentication, who can see which calls, and how data is removed.
This article covers the controls you and your workspace admin have over who gets in and who sees what.
How people sign in
Three routes, and a workspace can use all of them at once:
- Password, with a Forgot password reset by email.
- Email me a login code — a one-time code sent to your address. Nothing to remember and nothing to leak.
- Continue with Google, for workspaces on Google accounts.
Admins can allow or disallow signing in with Google for the whole workspace on the Security & sign-in page, and can require passwords to be changed after a set number of days.
Two-factor authentication
You can protect your account with an authenticator app (the six-digit code kind). Set it up from your account settings; you will be asked for a code after your password from then on.
Note that once an authenticator is enrolled, the Email me a login code route no longer applies to your account — the authenticator becomes your second factor.
Roles
There are two roles inside a workspace:
- Member — records calls, works their own calls and tasks.
- Admin — everything a member can do, plus managing people and teams, connecting workspace-wide integrations, the plan, retention and security settings.
Admins can see all calls and tasks in their workspace. This is deliberate and worth telling your team.
Who can see which calls
By default, you see your own calls and nobody else's. An admin can widen that for a particular person, on the Users & teams page, to:
- their own calls only,
- their team's calls,
- the calls of teams you pick,
- every call in the workspace.
Calls and tasks are set separately — someone can be given the whole workspace's tasks without being given its calls.
Anything beyond that is per-call sharing, which the call's owner controls — see Share a call.
Removing access
- Deactivating a user stops them signing in straight away and ends any session they have open. Their calls and tasks stay in the workspace. Deactivation is reversible and frees the seat.
- Deleting a user removes their account.
- To have your own account removed, ask your workspace admin, or contact support at support@activelens.ai.
Deleting data
- Deleting a call removes its transcript, summary, actions and audio. It cannot be undone.
- Admins can turn on Data retention, which automatically deletes calls and logs older than a period you choose. This is permanent, so the page asks you to confirm before it is switched on.
The audit log
Admins have an Audit log showing who did what in the workspace — sign-ins, changes to users and settings, and actions taken on calls.
Recording responsibly
ActiveLens records conversations, and the law about that differs from place to place. Telling people they are being recorded, and getting their agreement where it is required, is the responsibility of whoever presses record. Your phone system may also have its own recording rules and announcements — those continue to apply.