This Privacy Policy describes how RepCoach ("we", "us", or "our") collects, uses, discloses, and protects information when you use our website at https://getrepcoach.com (and any successor URL) and the RepCoach software-as-a-service platform (collectively, the "Service").
This Privacy Policy applies to:
If you do not agree with this Privacy Policy, do not use the Service.
When you create an account, subscribe to the Service, or contact us, we collect:
When you use the Service, we automatically collect:
We may receive information about you from payment processors (Stripe), authentication providers (when those features are added), and analytics providers (when implemented).
This is the most sensitive category of information RepCoach processes. When a Customer uploads a call recording or transcript, that material may contain:
RepCoach does not collect this information directly from the individuals on the calls. RepCoach processes this information solely on behalf of the Customer who uploaded the recording. The Customer is the "Business" (CCPA) or "Controller" (GDPR) of this information; RepCoach is the "Service Provider" or "Processor".
If you are an individual whose voice or information appears in a recording uploaded to RepCoach by a Customer, you have the rights described in Section 9 below. You may exercise those rights by contacting us at privacy@repcoach.ai or by contacting the Customer who uploaded the recording directly.
Respond to lawful requests from law enforcement and regulators; enforce our Terms of Service; protect our rights, property, or safety, or that of our Customers or others; comply with court orders, subpoenas, and legal processes.
For any other purpose with your express consent.
We do NOT use your information for the following purposes:
RepCoach does NOT sell personal information as that term is defined under the California Consumer Privacy Act or any similar law.
We share information with third-party service providers who help us operate the Service:
| Provider | Purpose | Privacy Policy |
|---|---|---|
| Anthropic, PBC | AI processing (Claude API) | anthropic.com/legal/privacy |
| Cloudflare, Inc. | CDN, edge compute, security | cloudflare.com/privacypolicy/ |
| Stripe, Inc. | Payment processing | stripe.com/privacy |
| Netlify, Inc. | Website hosting | netlify.com/privacy/ |
These providers are contractually obligated to use information only as necessary to provide their services to RepCoach and not for their own purposes.
If RepCoach is involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of all or a portion of its assets, information may be transferred as part of that transaction. We will notify Customers of any such change in ownership or control.
We may disclose information when we believe in good faith that disclosure is necessary to comply with a legal obligation, court order, subpoena, or other legal process; protect the rights, property, or safety of RepCoach, our Customers, or others; investigate fraud or security issues; or enforce our Terms of Service.
When we receive a legal request for Customer Data, we will, to the extent permitted by law and the request, notify the affected Customer before disclosure to give the Customer an opportunity to challenge the request.
We may share information with third parties when you have given us explicit consent to do so.
We retain information for as long as necessary to provide the Service and fulfill the purposes described in this Privacy Policy.
| Data Category | Default Retention |
|---|---|
| Account information | Duration of account + 90 days after closure |
| Customer Data (recordings, transcripts) | 90 days from upload (Customer-configurable) |
| Billing records | 7 years (for tax and accounting purposes) |
| Support communications | 3 years from resolution |
| Server logs and security data | 90 days |
| Marketing communications opt-out records | Indefinitely (to honor opt-out) |
You may request earlier deletion at any time by emailing privacy@repcoach.ai or by using the deletion controls in your account dashboard. We will process the request within thirty (30) days, except that copies in routine backups will be deleted in the next backup cycle (typically within sixty (60) additional days).
RepCoach uses cookies and similar technologies (such as localStorage, sessionStorage, and pixel tags) for:
EU and UK visitors will see a cookie consent banner on first visit allowing them to accept or reject non-necessary cookies. Visitors from other jurisdictions may also opt out of non-necessary cookies via the cookie settings link in the footer.
RepCoach does not currently respond to "Do Not Track" browser signals because there is no consensus standard for how to interpret them.
RepCoach does honor the Global Privacy Control (GPC) signal as a valid request to opt out of "sale" or "sharing" of personal information under the CCPA.
We implement administrative, technical, and physical safeguards designed to protect information from unauthorized access, disclosure, alteration, and destruction. Our security measures include:
No security measure is perfect. RepCoach cannot guarantee that information will never be accessed without authorization, but we take reasonable steps to minimize the risk and we will notify affected parties promptly in the event of a confirmed breach (see Section 7).
In the event of a confirmed unauthorized acquisition, access, use, or disclosure of personal information that compromises the security, confidentiality, or integrity of personal information ("Breach"), RepCoach will:
RepCoach is based in the United States. By using the Service, you acknowledge that your information may be transferred to and processed in the United States, which may have data protection laws that differ from your jurisdiction.
For Customers in the European Economic Area, the United Kingdom, or Switzerland: RepCoach relies on the Standard Contractual Clauses approved by the European Commission (EU 2021/914) for transfers of personal data to the United States.
The rights available to you depend on the laws of your jurisdiction.
If you are a California resident, you have the following rights under the California Consumer Privacy Act and California Privacy Rights Act:
Right to know. You may request that we disclose: the categories of personal information we collected about you; the categories of sources from which we collected the information; the business or commercial purpose for collecting or sharing the information; the categories of third parties with whom we share the information; and the specific pieces of personal information we collected about you.
Right to delete. You may request that we delete personal information we collected from you, subject to certain exceptions.
Right to correct. You may request that we correct inaccurate personal information we maintain about you.
Right to opt out of sale or sharing. RepCoach does NOT sell personal information and does not share personal information for cross-context behavioral advertising. You can confirm or reinforce this opt-out using the "Your Privacy Choices" link in our website footer or by sending a Global Privacy Control signal from your browser.
Right to limit use of sensitive personal information. You may request that we limit the use of sensitive personal information to purposes specified in CCPA §1798.121. RepCoach uses sensitive personal information only as necessary to provide the Service.
Right to non-discrimination. We will not discriminate against you for exercising any of these rights.
How to exercise your rights: Submit a request by emailing privacy@repcoach.ai. We will respond within forty-five (45) days. We may extend this period by an additional forty-five (45) days when reasonably necessary, with notice.
Authorized agents: You may designate an authorized agent to make a request on your behalf. The agent must provide signed written permission, and we may verify the agent's authority and your identity.
Verification: To protect your privacy, we will verify your identity before fulfilling a request.
If you are in the European Economic Area, the United Kingdom, or Switzerland, you have the following rights under GDPR:
Legal basis for processing. We process personal data based on: performance of a contract — providing the Service to Customers; legitimate interests — improving the Service, preventing fraud, marketing to existing Customers; consent — non-essential cookies, marketing communications to prospects; and legal obligation — tax, accounting, regulatory compliance.
To exercise your GDPR rights: Email privacy@repcoach.ai or contact our Data Protection Officer (when one is appointed) at dpo@repcoach.ai.
Residents of other states and countries may have similar rights under local laws (e.g., Virginia VCDPA, Colorado CPA, Connecticut CTDPA, Texas TDPSA, Brazil LGPD, Canada PIPEDA, Australia Privacy Act). Contact us at privacy@repcoach.ai to exercise any rights you may have.
If your voice, name, or information appears in a call recording or transcript that was uploaded to RepCoach by a Customer, the Customer is the controller of that information for purposes of CCPA, GDPR, and similar laws. You may:
We may update this Privacy Policy from time to time. The "Last Updated" date at the top of this policy indicates when it was last revised.
For material changes, we will notify affected users by: posting the updated policy on the Service with a new "Last Updated" date; sending an email to the address associated with the account; and posting a banner notice on the website for at least 30 days after the change.
Your continued use of the Service after the effective date of any changes constitutes your acceptance of the revised policy.
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
RepCoach, San Diego, California, United States
This section satisfies the "notice at collection" requirement under California Civil Code §1798.100(b).
Categories of personal information collected:
| Category | Collected? | Sources | Purpose |
|---|---|---|---|
| Identifiers (name, email, IP) | Yes | Direct from user, automatic | Provide Service, security |
| Customer records (billing) | Yes | Direct from user | Provide Service, billing |
| Commercial information | Yes | Direct from user, Stripe | Subscription management |
| Internet activity (browsing) | Yes | Automatic | Service operation, analytics |
| Geolocation (general) | Yes | Automatic (IP-based) | State-specific compliance |
| Audio data (call recordings) | Yes | Customer uploads | Service operation |
| Professional/employment data | Yes | Customer uploads | Service operation |
| Inferences drawn from above | Yes | AI processing | Coaching report generation |
| Sensitive personal information | Sometimes (in recordings) | Customer uploads | Service operation only |
Categories NOT collected: Biometric information for identification purposes; genetic data; precise geolocation (within 1,850 feet); religious or philosophical beliefs; sexual orientation (knowingly); union membership; Protected Health Information (HIPAA PHI).
Sale or sharing: RepCoach does NOT sell or share personal information.