What we store
| People | The directory fields listed on the Microsoft 365 page, plus Waystone roles and settings |
|---|---|
| Learning records | Enrollments, progress, quiz answers, scores, certificates, compliance status and exemptions |
| Your content | Courses, lessons, documents, videos and images your team uploads |
| Waystone Studio calls | The audio recording, transcript and Waystone Coach scorecard for each practice call |
| Activity | An audit log of administrative changes, and the emails Waystone sends (reminders, reports, certificates) |
Waystone doesn't store passwords, mail, files from OneDrive or SharePoint, or anything from Teams.
Where it lives
- Hosting: Microsoft Azure, North Central US, in a SQL database and Azure file storage.
- At rest: encrypted with Azure's built-in encryption (Microsoft-managed keys).
- In transit: HTTPS for every page, API call and file.
- Files and recordings are never public. Each one is served through a signed link that only works for a short time (call recordings: 2 hours).
Keeping organizations apart
Every record in Waystone belongs to one organization. Every database read is filtered to the signed-in person's organization, and the data layer refuses any write to another organization's records. Within your organization, what people see follows their role: learners see their own work, managers see their team, administrators see everyone. Larger customers can also have their own dedicated database. Ask us about it.
AI
Waystone's AI features run on Azure OpenAI in Underhill Systems' own Azure subscription, in Microsoft's East US 2 region. Waystone connects to it with an Azure managed identity, not a shared API key, and your content isn't sent to any other AI provider. Microsoft doesn't use Azure OpenAI prompts or results to train its models (Microsoft's data privacy statement), and neither do we.
| When you use… | What is sent to Azure OpenAI |
|---|---|
| Building a course with Waystone Coach | Your description and the draft course text |
| A live practice call | The rep's voice and the conversation, in real time |
| Scoring a call | The call transcript and your scorecard |
| Drafting a role-play | Your description of the call |
Anything Waystone Coach drafts stays a draft until a person reviews and publishes it. Practice calls only use the microphone after the browser asks the rep for permission.
What Underhill Systems sees
To spot problems before you do, our internal tools receive counts and dates from your Waystone: how many people have signed in, whether courses are published, whether reminders and People sync are running, and Waystone Studio minutes and AI spend. Never course content, learner answers, transcripts or recordings. If you send us a support request, we see what you choose to include.
Retention and deletion
- While you subscribe, your data is kept until your administrators delete it.
- When you cancel, you have 30 days after service ends to export what you need: reports, transcripts and compliance evidence, as CSV or Excel.
- After 30 days, everything is permanently deleted: every record, uploaded file, call recording, transcript and export. This rule is the same for all of it.
- Your directory: remove the Waystone Learn API app in Entra ID (see turning it off).
Have a security questionnaire?
Send it over. An engineer who builds Waystone answers it, not a sales team.