Privacy Policy
Last updated: November 20, 2024
Introduction
At ExecReps.ai, we take your privacy seriously. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform and services.
Information We Collect
Personal Information
We collect information you provide directly to us, such as when you create an account, complete a workout, or contact us. This may include your name, email address, and profile information.
Voice Recordings and Acoustic Data
When you complete voice-based workouts, we collect and process your voice recordings to provide comprehensive feedback:
- Audio Files: Your voice recordings are securely stored using Vercel Blob storage and retained until you choose to delete them. Audio files are used to generate transcripts and perform acoustic analysis.
- Transcripts: Text transcriptions of your voice recordings, generated using OpenAI's Whisper API, are retained permanently for the purpose of providing feedback and maintaining your training history.
- Acoustic Metrics: Detailed acoustic analysis data including speaking rate (words per minute), filler word counts and patterns, pause durations, speech clarity scores, and vocal confidence metrics. This data is generated by AssemblyAI's acoustic analysis service and stored to provide delivery feedback.
- Assessment Scores: Content scores, delivery scores, and overall fused scores based on your submissions, along with category-specific feedback and improvement recommendations.
Usage Data
We automatically collect certain information about your device and how you interact with our platform, including IP address, browser type, pages visited, and time spent on our service.
Push Notification Data
If you enable push notifications, we collect and store your browser's push subscription endpoint and encryption keys. This data is necessary to send you notifications when your analysis completes. You can disable push notifications at any time from your settings, which will delete all associated push subscription data from our servers.
How We Use Your Information
- Provide, maintain, and improve our services
- Transcribe voice recordings to deliver personalized feedback
- Store and analyze voice recordings to provide acoustic delivery feedback
- Process audio through third-party services (OpenAI for transcription, AssemblyAI for acoustic analysis)
- Generate dual-scored assessments combining content quality and delivery effectiveness
- Retain audio recordings until you choose to delete them through your account settings
- Send you browser push notifications when your analysis is complete (if enabled)
- Communicate with you about your account and our services
- Analyze usage patterns to enhance user experience
- Comply with legal obligations and protect our rights
Information Sharing and Third-Party Services
We do not sell, trade, or otherwise transfer your personal information to third parties without your consent, except as described in this policy. We share information with trusted service providers who assist us in operating our platform, conducting business, or serving users.
Third-Party Service Providers
To provide our services, we share your information with the following third-party processors:
- OpenAI: We use OpenAI's services for two purposes: (1) Whisper API processes your audio recordings to generate text transcriptions, and (2) GPT-4 API analyzes your transcripts to provide content quality assessments and feedback. Your audio files and transcripts are transmitted securely to OpenAI's servers for processing. OpenAI's data processing practices are governed by their Data Processing Agreement and Privacy Policy available at openai.com/privacy.
- AssemblyAI: Processes your audio recordings to perform acoustic analysis and extract delivery metrics (speaking rate, filler words, clarity, pauses, vocal confidence). Audio is transmitted securely to AssemblyAI's servers for processing. AssemblyAI's data processing practices are governed by their Privacy Policy available at assemblyai.com/privacy.
- Vercel: Provides hosting infrastructure and stores your audio recordings securely in Vercel Blob Storage. Vercel also collects analytics data (page views, performance metrics) to help us improve the platform. Vercel's data processing practices are governed by their Privacy Policy available at vercel.com/legal/privacy-policy.
- Supabase: Stores your account information, transcripts, assessment results, acoustic metrics, and user preferences in our database. Supabase also manages authentication sessions through secure HTTP-only cookies. Supabase's data processing practices are governed by their Privacy Policy available at supabase.com/privacy.
- Stripe: Processes all payment transactions for credit purchases and subscriptions. We share your email address and name with Stripe for payment processing. Stripe securely handles all payment card information - we never store or have access to your full payment card details. Stripe's data processing practices are governed by their Privacy Policy available at stripe.com/privacy.
- Resend: Delivers transactional emails (assessment notifications, account updates) and manages our marketing email audience. If you opt in to marketing communications, your email address, first name, and last name are shared with Resend. You can opt out at any time through your account settings or email unsubscribe links. Resend's data processing practices are governed by their Privacy Policy available at resend.com/legal/privacy-policy.
- HubSpot: We use HubSpot as our customer relationship management (CRM) platform to track user events and improve our service. When you sign up, make purchases, or complete workouts, we send event data to HubSpot including your email address, user ID, and event details (e.g., trial started, workout completed, subscription purchased). This helps us provide better customer support and understand how users engage with our platform. HubSpot's data processing practices are governed by their Privacy Policy available at legal.hubspot.com/privacy-policy.
- ElevenLabs: Generates text-to-speech audio for sample workout responses (demonstration purposes only). No personal user data is sent to ElevenLabs - only scripted sample content created by our system. ElevenLabs' data processing practices are governed by their Privacy Policy available at elevenlabs.io/privacy.
- Google OAuth: If you choose to sign in with Google, we use Google's OAuth service to authenticate your account. We receive your email address and basic profile information from Google. Google's data processing practices are governed by their Privacy Policy available at policies.google.com/privacy.
- Chatwoot: Provides our customer support chat widget. If you use the chat feature, your messages and email address are shared with Chatwoot to enable support conversations. Chatwoot's data processing practices are governed by their Privacy Policy available at chatwoot.com/privacy-policy.
These service providers are contractually obligated to protect your information and use it only for the purposes we specify. We carefully vet all third-party processors to ensure they maintain appropriate security standards.
Cookies and Similar Technologies
We use cookies and similar technologies to provide and improve our services:
- Authentication Cookies: Supabase sets secure, HTTP-only cookies to manage your login session. These cookies are essential for the platform to function and cannot be disabled.
- Cookie Consent Management: We use CookieYes to manage cookie consent preferences and comply with privacy regulations. CookieYes stores your consent preferences in your browser. CookieYes' data processing practices are governed by their Privacy Policy available at cookieyes.com/privacy-policy.
- Analytics Cookies: Vercel Analytics and Speed Insights collect anonymized performance and usage data to help us improve the platform. These do not identify you personally.
You can manage cookie preferences through your browser settings or our cookie consent banner. Note that disabling essential authentication cookies will prevent you from using the platform.
Data Security
We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the internet is 100% secure.
Your Rights and Data Control
You have comprehensive rights regarding your personal information and content:
- Access: You can access all your personal information, voice recordings, transcripts, and assessment results through your account dashboard at any time.
- Update: You can update your profile information, account settings, and preferences at any time through your account settings.
- Delete Audio Recordings: You can delete individual audio recordings by navigating to your completed workouts and selecting the delete option for each audio file. Deletion is permanent and cannot be undone. Note that deleting audio files will not delete the associated transcripts or assessment results.
- Delete Account: You can request full account deletion, which will permanently remove all your personal information, voice recordings, transcripts, and assessment results from our systems. To request account deletion, contact us at privacy@execreps.ai.
- Opt-Out of Communications: You can opt out of certain communications from us through your account settings or by following the unsubscribe instructions in our emails.
- Data Portability: You can request a copy of your data in a machine-readable format by contacting us at privacy@execreps.ai.
- Withdraw Consent: If you no longer wish to use voice-based features, you can choose to submit text-only responses instead. However, text-only submissions will not receive delivery feedback or acoustic analysis.
To exercise any of these rights, please contact us using the information provided below. We will respond to your request within 30 days.
Data Retention
We retain different types of data for varying periods based on their purpose:
- Audio Recordings: Retained indefinitely until you choose to delete them through your account settings. You have full control over audio file retention.
- Transcripts and Assessment Results: Retained permanently to maintain your training history and progress tracking, unless you request full account deletion.
- Acoustic Metrics: Retained permanently to provide historical delivery feedback and track improvement over time, unless you request full account deletion.
- Account Information: Retained for the duration of your account plus 90 days after account closure for legal and operational purposes.
- Usage Data: Retained for up to 2 years for analytics and service improvement purposes.
Upon full account deletion, all data is permanently removed from our active systems within 30 days. Backup copies may persist for up to 90 days in our disaster recovery systems before being permanently deleted.
International Data Transfers
Your information, including voice recordings, may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that are different from the laws of your country. By using our services, you consent to the transfer of your information to the United States and other countries where our service providers operate. We ensure that all international data transfers are protected by appropriate safeguards, including standard contractual clauses and data processing agreements with our service providers.
Contact Us
If you have any questions about this Privacy Policy, please contact us at privacy@execreps.ai.