Pipedrive Nova: Security and User Management – What Should an Admin Know?
Integrating AI into a company’s CRM system always raises important questions: Where does the data go? Who processes it? Is our customer data used to train AI models? What does the law say about call recording?
For Pipedrive administrators, Nova offers robust management capabilities and strict security. Here is a summary of key points that Pipedrive admins and data protection officers should know.
Data and AI: How is information processed?
One of the most common concerns relates to the leakage of trade secrets and personal data to AI models. For Nova, the absolute baseline rule is:
- No model training: Pipedrive and its third-party AI providers do not use your customers’ data to train or develop AI models. Strict contractual terms prohibit this.
- Data retention: Transcription service providers delete meeting transcripts immediately after processing. Data is stored solely within your company’s Pipedrive environment in accordance with Pipedrive’s standard Data Processing Agreement (DPA) terms.
- Server locations and isolation: Data is processed in Pipedrive’s secure data centers (e.g., EU customers’ data is processed in Frankfurt/Dublin). Data from different customers is fully isolated from one another (tenant isolation).
Participant consent and recording notifications (Consent management)
Laws governing call recording and transcription (such as the GDPR in the EU and various state laws in the US) often require participant consent. Pipedrive Nova includes built-in tools for consent management.
An admin or user can choose from three different operational approaches under Settings > Participant notice:
- No automatic alerts: Consent is requested and handled outside of Nova. However, upon joining, the bot automatically posts a notification in the meeting chat stating that the call is being transcribed.
- Alert with an opt-out: Nova automatically sends an email to meeting participants (e.g., 24 hours before the meeting) informing them of the transcription and providing an opt-out link.
- Require consent: Participants receive a request via email or a shared link where they must explicitly accept or decline recording prior to the meeting.
Remember: Although Nova provides the technical tools, the meeting organizer and the company are ultimately responsible for complying with local legislation and participant preferences. If a participant asks to stop recording, the AI Notetaker bot can be removed from the meeting mid-call, or recording can be paused manually via the Companion app.
User permissions and access management
As an administrator, you have full control over who on the team can access Nova:
- Granting and revoking access: You can enable or disable Nova for individual users under Company Settings > Manage users > Users and access.
- Deals app access required: Users must have access to Pipedrive Deals (Deals app) to use Nova.
- No separate license fees: Nova is included in all Pipedrive plans, so there is no need to worry about extra AI credits or additional billing.
Summary for administrators
Pipedrive Nova is built on enterprise-grade security principles. It enables you to leverage AI in sales without compromising on data protection, GDPR compliance, or data ownership.
More information:
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