Privacy Policy

In short

• We collect your account details, the calls you submit, information from services you connect (such as Fathom), and technical data used to run and protect the service.
• We do not sell personal information, and we do not use it for advertising.
• You can ask for a copy or for deletion by email or by mail.

Information we collect

Account. Email address, required for an account, checkout, and each submission. Name and company, when you enter them. Password, stored only as a salted hash. A sample signup stores an account with one unused upload credit. After Stripe checkout, we email a one-time link so you can set a password. That link expires after 24 hours.

Payment. Stripe collects your card details on Stripe's pages under its own privacy policy. We never see or store your full card number. We store the Stripe customer id, Stripe subscription id, status, plan, amount, currency, period start, period end, and a cancellation time when Stripe sends one.

Calls. A submission can include the submission type (a sales conversation, or coaching of a salesperson), the sales stage, your name, company, and email, optional notes, a file name, and the transcript. You can paste a transcript, upload a transcript file (txt, docx, pdf, vtt, srt, or md), or upload a recording (mp3, m4a, wav, mp4, webm, or ogg). Transcript text is stored on the submission. Recordings are stored in private Vercel Blob storage. We collect call recordings and transcripts you upload, and the coaching reports generated from them.

Information from services you connect (Fathom). If you connect Fathom, Fathom sends us transcripts of your recordings, including speaker names, timestamps, and call metadata such as title and date. We receive this data from Fathom at your direction. Fathom's own terms and privacy policy govern how Fathom handles it. We don't keep Fathom's summaries or action items; we discard them when they arrive. Imported transcripts stay pending in your account until you pick a stage and generate a coaching report. From then on they're handled like any call you upload, with the same AI provider, the same zero-data-retention setting, and the same retention and deletion rules. Pending transcripts you don't use are deleted after 30 days. You can delete any pending transcript, or disconnect Fathom, at any time. Disconnecting stops new imports but doesn't delete what Fathom itself has stored. Transcripts may contain information about other people on the call, such as prospects. See 'Recording consent' for your responsibilities.

Affiliate requests. The affiliate form stores your name, email, company, and message. An application also stores phone, website, and audience size. An inquiry can include an optional phone. We use this to evaluate and manage affiliate requests. Approving a request records that decision. It does not publish a new site.

Technical information. Our hosting provider logs technical data such as IP address, browser type, and request times to operate and secure the service. We use IP and email addresses temporarily to limit repeated sign-in, password reset, trial, sample signup, and affiliate submits.

Coaching summaries and your dashboard. When we generate a Coaching Report, our AI provider also produces a short structured summary of that report. It includes the stage verdict, the milestones hit and missed, up to three coaching-point tags, and the recommended next step. We store this summary with the report and use it to show you trends and counts across your own calls on your dashboard. Only you can see your dashboard, and we don't share summaries with your employer or anyone else unless you choose to (for example, through a webhook you turn on). Summaries come from the same call content you submit. They are processed under the same zero-data-retention setting with our AI provider, and they are kept and deleted on the same schedule as the report they come from. Deleting a report, or your account, deletes its summary. We also create summaries for reports generated before the dashboard was launched. We use summaries only to provide and improve the Service as described in this policy, and we don't sell them.

How we use it

• To provide the service, including storing your calls and generating and delivering coaching reports
• To bill for subscriptions and keep payment records
• To provide support and, when review is turned on, to check a report before it is released
• To protect the service and prevent abuse
• To comply with law

We may use de-identified information derived from submissions, reports, and coaching summaries to improve our coaching methodology and the service. We do not use your content to train third-party AI models.

How reports are generated

Coaching reports are generated by artificial intelligence. We send the transcript, your notes, the sales stage, the submission type, your name and company when you provided them, the file name, and our coaching instructions to xAI's Grok API (model grok-4.6), which returns the report. We do not send your email address to xAI. Under xAI's business terms, xAI acts as our processor and does not use API inputs or outputs to train its models. The coaching report is stored and emailed to you through Resend. The email includes the report and a link that opens it. We may use de-identified information derived from submissions, reports, and coaching summaries to improve our coaching methodology and the service. We do not use your content to train third-party AI models.

We use xAI's Zero Data Retention option, so xAI does not keep this content after returning the report. Our staff may review submissions and reports for quality control and support (see "Who can see your reports").

Transcription

If you upload an audio or video recording, we send it to our speech-to-text provider, WhisperAI, to create a transcript. We ask WhisperAI to label speaker turns (such as Speaker A and Speaker B) so the transcript shows who is talking. To do this, WhisperAI's transcription provider temporarily analyzes the voices within that one recording to tell them apart. Neither we nor our providers use voices to identify or recognize a person, and we do not create or keep voice profiles. WhisperAI says it does not use recordings or transcripts to train AI models. WhisperAI uses its own subprocessors (currently AssemblyAI and OpenAI) for transcription. After the transcript is returned and stored, we delete the transcript from WhisperAI. That delete does not remove a recording uploaded through WhisperAI's upload endpoint, which has no documented delete. Pasted or uploaded transcripts are not sent to a speech-to-text provider.

If a recording cannot be transcribed automatically, it stays stored and we email a link so a transcript can be added. That link, and the matching recording-download link, expire after 14 days. Expiry of the link does not delete the stored recording or transcript.

Our service providers

We share information only with providers that help us run the service: Stripe (payments), Resend (email delivery), xAI (report generation), WhisperAI (transcription), Vercel (hosting, private file storage including Vercel Blob, and Vercel Web Analytics), and Turso (database). They are permitted to use it only to provide their services to us. We also send selected report data to services you direct us to send data to, such as a webhook destination, as described in "Integrations you choose to turn on (webhooks)." We do not sell or share personal information for cross-context behavioral advertising, and we do not use it for advertising.

Integrations you choose to turn on (webhooks)

If you turn on the CRM webhook in your account settings and enter a destination URL, then each time a coaching report is generated we send a copy of selected report data to that URL at your direction. That data includes: the salesperson's name and email, the company name, the sales stage, a summary of the call, top coaching points, the recommended next step, and a link to the report. The summary and coaching points may mention people and details from the call, including the prospect.

The destination, and any service it forwards to (for example Zapier, Make, or your CRM), is chosen and controlled by you. It is not operated by us. Once we deliver the data, how it is used, stored, and protected is governed by that service's terms and privacy policy, not this one. Those services may store or process data outside your country, including outside Canada, where it may be accessible to governments, courts, or law enforcement under local law.

You can turn the webhook off or change the URL at any time in your account settings, and we will stop sending data from that point on. Turning it off does not delete data already delivered. To have that removed, contact the destination service directly.

The webhook does not change how we process calls with our AI provider. Our Zero Data Retention setting with that provider still applies, and webhook data is sent from our systems after the report is generated.

Other people on your calls

Recordings and transcripts often contain the voices, words, and personal information of people other than you, such as prospects, customers, and coworkers. You may submit a call only if you have obtained every consent and given every notice the law requires. Some states, including California, Florida, Illinois, Maryland, Massachusetts, Montana, New Hampshire, Pennsylvania, and Washington, require the consent of everyone on a call before it is recorded. We process this information only on your instructions and only to provide the service to you: to transcribe the call, generate your coaching report, store it in your account, and deliver it to you. We do not use it to identify those individuals, contact them, market to them, or train AI models. If you believe you appear in a call submitted to Coached2Sell and want it deleted, contact us at support@baselineselling.com.

Who can see your reports

Your coaching reports can be viewed by you (signed in), by authorized Coached2Sell personnel for quality review, support, and security, and by anyone you forward the report email or link to. Before a report is released, a member of our team may review it, and the underlying transcript, for quality. That review happens when the review step is turned on. With that step off, the report is emailed to the address on the submission. Treat report emails and links as confidential, because anyone with the link can open the report.

How long we keep information

We keep your account information, submissions, recordings, transcripts, and coaching reports for as long as your account exists, so you can go back to past reports, including after a subscription ends. We do not delete them automatically, except unused pending transcripts from services you connect (such as Fathom), which are deleted after 30 days. You can ask us to delete your account, or any specific recording, transcript, or report, or ask for a copy of your information, by emailing support@baselineselling.com from your account email. We will confirm your request and complete it within 30 days, including deleting files from our storage and asking our providers to delete their copies. Copies in routine backups are removed on the providers' normal backup schedules. We keep billing and payment records as long as tax and accounting law requires, and we may keep information when needed to resolve disputes, enforce our Terms, or comply with law. Rate-limit records (email or IP address) are deleted automatically when their time window expires.

Cookies

We use one essential cookie to keep you signed in. It is HttpOnly, lasts 30 days, and is not used for tracking. On the hosted HTTPS site the cookie is marked Secure. Changing your password ends older sign-in sessions.

Analytics. We use Vercel Web Analytics to count page visits and learn which pages are useful. It does not use cookies, does not identify you personally, and does not track you across other websites. It records the page you visit, the site that referred you, your browser, operating system and device type, and your approximate country. Your IP address is used only to create a temporary, anonymized visitor identifier that is discarded within 24 hours. We do not use advertising cookies or any other analytics or tracking tools, and we do not sell this information.

Security

We use reasonable administrative, technical, and physical safeguards, including encryption in transit, private file storage, hashed passwords, and access controls. No system is completely secure. If a breach affects your personal information, we will notify you and regulators as the law requires.

Children

The service is for business use by adults. It is not directed to children under 16, and we do not knowingly collect their personal information. If you believe a child has provided information to us, contact us at support@baselineselling.com and we will delete it.

Your privacy rights

Depending on where you live, you may have the right to access, correct, delete, or get a copy of your personal information, and to opt out of certain processing. We honor these requests for all users regardless of state. Email support@baselineselling.com. We will verify your request using your account email and respond within the time the law requires. We will not discriminate against you for making a request. If we deny your request, you may appeal by replying to our response.

Business customers

If you use Coached2Sell on behalf of an employer or other organization, that organization may control the information you submit, and we process it on its behalf. A Data Processing Addendum is available on request at support@baselineselling.com.

Location

Coached2Sell is operated from, and stores data in, the United States, and is intended for users in the United States and Canada.

Canada

If you are in Canada, we handle personal information under the Personal Information Protection and Electronic Documents Act (PIPEDA). We collect, use, and disclose it with your consent, except where Canadian law allows us to do so without consent. That information comes from you and from services you connect (such as Fathom). We store and process that information in the United States. You can ask to access your personal information and to correct it by emailing support@baselineselling.com. To complain, contact us at that address, or contact the Office of the Privacy Commissioner of Canada. Individuals may contact us at that address about information we sent at a user's direction.

Subscriptions

If you cancel, your subscription stays active, and you can keep uploading calls, until the end of the billing period you already paid for. It will not renew. If a payment fails, uploads pause until the payment is resolved. Your past submissions and coaching reports stay in your account and remain viewable after your subscription ends, unless you ask us to delete them. See our Terms of Service for how billing and cancellation work.

Changes

We may update this policy. If we make material changes, we will email account holders or post a notice in the service before the changes take effect. The "Last updated" date shows the latest version.

Contact

Questions, access requests, and deletion requests: support@baselineselling.com, or write to David Kurlan & Associates, Inc., PO Box 986, Westboro, MA 01581.