Zive is an AI-powered platform that organizes company knowledge to make it quickly and easily accessible to employees. This means employees have to spend less time searching for information. One of the main advantages of Zive is a high level of personalization. This makes the search results particularly valuable for every employee.

Zive is an exclusively company-internal platform, so external access to company data is not possible. Zive aggregates the data from the company's existing data sources and does not have its own content management.

Zive also processes personal and private data to power its features. This document describes how this data is processed and handled on the Zive platform.

All employees have a user profile on Zive. Their data comes from the company's existing user directories, usually Active Directory, Microsoft Entra ID or internal HR systems. The user profiles contain the following personal data:

The activity data collected relates exclusively to the authorship of content, e.g. documents. That is because Zive shows the author of each piece of content.

In addition, Zive automatically generates common synonyms, acronyms, or other alternative names, e.g. in other languages, for each job title and enriches the user profiles with them. This makes the search more convenient, for example, if someone searches for “CEO” instead of “Managing Director”.

Employees' user profiles automatically become part of the Zive platform and are therefore generally visible to everyone within the company. The profiles can be found and then accessed via Zive's enterprise search using the aforementioned profile information.

Example user profile:

Zive analyzes the company's data and information and automatically classifies it based on several criteria. This makes it possible to determine, among other things, which department, profession group, or project a certain content relates to.

When employees start a search query via the Zive platform, the current user's job title and department are compared with the relevant search results, after which the search results are re-sorted. As a result, the user is preferably shown content that fits their current job and function.

Personalization can be deactivated by each user.

If activated by the administrator, every user has the option to add additional private data to Zive in order to improve their own user experience. For example, users can share emails or conversations from MS Teams with Zive so that they can find them more quickly at a later date. The function is similar to searching in MS Outlook or MS Teams directly.

Generally, Zive does not store copies of the data and information that can be found through Zive. Zive analyzes the content and includes relevant metadata in the search index.

Zive strictly enforces all permissions from the according data sources so that each user can only see the content for which they have the corresponding authorization in the source system. This strict concept is also applied to private data so that only the owners of the data can find and access it via Zive.

Zive strives to continuously improve the quality of the platform. For this purpose, regular protocols and records are made about the use of the platform. This monitors, among other things, whether and how quickly users find relevant content for specific search queries. These recordings are always anonymous and cannot be traced back to specific users.