Data Processing Policy

1. Purpose of This Policy

This Data Processing Policy explains how PipeGuide processes call recordings, transcriptions, and AI-generated analysis. Given the sensitive nature of sales conversations, we are committed to transparency about how this data is captured, processed, stored, and shared.

2. Data Collection Methods

App Microphone (In-Person Meetings)

• Uses the Web Speech API built into the browser to capture audio.
• Audio is processed locally in the browser for speech-to-text conversion.
• Only the resulting text transcript is sent to our servers — raw audio is not stored.
• Transcription occurs in real-time during the active call session.

Meeting Bot (Online Meetings)

• When you provide a meeting link (Zoom, Microsoft Teams, or Google Meet), a bot participant joins the meeting.
• The bot captures the meeting audio and generates a real-time transcription.
• Meeting audio is processed by our meeting bot provider (MeetStream.ai) for transcription purposes only.
• The bot is visible to all meeting participants and can be identified by its name.
• The bot can be removed from the meeting at any time.

3. AI Processing

Once a transcript is captured, it is analyzed by AI systems as follows:

• Real-Time Analysis: During an active call, the transcript is sent to AI language models every 10 seconds for live qualification scoring and question suggestions.
• Post-Call Summaries: After a call ends, the full transcript is processed to generate an executive summary, prospect profile, qualification assessment, next steps, requirements, and risk assessment.
• Company Research: When you provide a company website URL, publicly available information is scraped to provide context for the AI analysis.

AI Provider: We use OpenAI's GPT models for text analysis. Only text transcripts are sent — no audio, video, or personally identifiable information beyond what is spoken in the conversation. AI processing is subject to OpenAI's data usage policies.

4. What Data Is Stored

5. User Responsibilities

As a user of PipeGuide, you are responsible for:

• Obtaining Consent: Informing all call participants that the conversation is being recorded and analyzed by AI, and obtaining their explicit consent where required by law.
• Recording Laws: Complying with all applicable state, federal, and international laws regarding call recording consent (including but not limited to GDPR, CCPA, and state-level wiretapping laws).
• Data Accuracy: Ensuring that prospect and company information entered into the Service is accurate and appropriately handled.
• Access Control: Admin users must manage team member access appropriately and revoke access when team members leave the organization.

6. Data Access and Sharing

• Sales representatives can access only their own call data.
• Admin users can access call data for all users in their organization.
• Call data is not shared with other organizations or third parties, except as necessary for AI processing as described above.
• We do not sell your data to third parties.
• We may disclose data if required by law, court order, or governmental authority.

7. Data Deletion

• Users can request deletion of specific call sessions.
• Account deletion removes all associated data within 30 days.
• Deletion requests should be sent to privacy@pipeguide.com.

8. Security Measures

• All data transmission uses HTTPS encryption.
• Database access is restricted and authenticated.
• Passwords are hashed using bcrypt with appropriate salt rounds.
• JWT authentication tokens expire after 1 hour.
• Brute force protection is implemented on login endpoints.

9. Contact

For questions about how your data is processed, or to submit a data deletion or access request, please contact our Data Protection team at privacy@pipeguide.com.