Privacy Policy

1. Who we are

RepFluent (“RepFluent”, “we”, “us”) provides a training service where sales representatives practice voice-based roleplay calls against AI buyers and receive coaching feedback (the “Service”). This policy explains what information we collect when you use the Service or visit our websites, how we use it, and the choices you have. Our Terms of Service govern your use of the Service itself.

2. Information we collect

We collect three kinds of information:

• Account information. Your name, email address, and workspace membership, collected when you sign up or accept an invitation. Authentication is handled through our identity provider.
• Practice content — including voice audio. The core of the Service: audio of your practice calls, the transcripts we derive from that audio, the AI-generated coaching feedback on them, and the material your organization provides to build roleplays (company and product descriptions, buyer profiles, scripts).
• Usage and device information. Standard technical data such as log entries, browser type, and pages visited, used to operate and secure the Service.

3. How we use information

We use the information we collect to:

• provide the Service — including recording practice calls, transcribing them, and generating coaching feedback, which is what the Service is for;
• let your workspace operate: administrators and coaches in your organization can access practice recordings, transcripts, and feedback created in their workspace;
• secure the Service, prevent abuse, and debug problems;
• communicate with you about the Service (transactional email such as invitations and verification codes);
• improve the Service. We do not sell your personal information, and we do not use your practice audio to train generalized AI models for other customers without your organization’s agreement.

4. AI processing

Practice calls are conducted with, transcribed by, and critiqued by artificial intelligence. To do this, audio and transcripts are processed by AI service providers acting on our behalf under contractual confidentiality and data-processing obligations. AI output is generated content and may be inaccurate; it is training feedback, not a factual record about any real person.

5. How information is shared

We share information only with:

• Your organization.Content created in a workspace is visible to that workspace according to its roles — administrators and coaches can review reps’ practice calls and feedback.
• Service providers. Vendors that help us run the Service — cloud hosting, authentication, AI transcription and generation, email delivery, and (for paid plans) payment processing. They process data on our instructions and cannot use it for their own purposes.
• Legal and safety. When required by law, or to protect the rights, safety, and security of RepFluent, our users, or others.
• Business transfers. If we are involved in a merger, acquisition, or sale of assets, information may transfer as part of that transaction, subject to this policy.

We do not sell personal information to third parties.

6. Data retention

We keep account information for as long as your account exists. Practice recordings, transcripts, and feedback are kept while your workspace uses them and are deleted or de-identified after account or workspace deletion, subject to a reasonable wind-down period and any legal retention obligations. Backups roll off on a fixed schedule.

7. Security

We protect information with industry-standard measures: encryption in transit, encrypted storage on our cloud infrastructure, role-based access inside workspaces, and least-privilege access for our own staff. No system is perfectly secure; if we learn of a breach affecting your personal information, we will notify you as the law requires.

8. Your choices and rights

You can access and update your account information in the Service. Depending on where you live, you may also have rights to request access to, correction of, deletion of, or a copy of your personal information, and to object to or restrict certain processing. To exercise these rights, contact us at the address below — we will respond as applicable law requires. If your account belongs to an organization’s workspace, we may route requests about workspace content to that organization, which controls it.

Practice calls are recorded by design. If you do not want a call recorded, do not start a practice session.

9. International transfers

We are based in the United States and process information on servers located there. If you use the Service from elsewhere, your information will be transferred to and processed in the United States, with safeguards as required by applicable law.

10. Children

The Service is for business use and is not directed to children under 16. We do not knowingly collect personal information from children.

11. Changes to this policy

We may update this policy from time to time. If a change is material, we will give notice — for example by email or an in-product notice — before it takes effect. The “Last updated” date above reflects the current version.

12. Contact

Questions or requests about privacy? Contact us at support@repfluent.com.