1. Information We Collect
We collect the following types of information when you use PipeGuide:
Account Information
- Name, email address, and role within your organization
- Authentication credentials (passwords are hashed and never stored in plain text)
Call and Conversation Data
- Audio transcriptions captured via browser microphone or meeting bot integrations
- AI-generated qualification scores, analysis, and call summaries
- Solution notes and requirements entered during calls
- Prospect and company information you provide
Usage Data
- Login timestamps and session activity
- Features accessed and call session metadata
2. How We Use Your Information
- Service Delivery: Transcribe conversations, generate qualification scores, suggest questions, and create post-call summaries.
- AI Processing: Conversation transcripts are sent to AI language models (including OpenAI) for analysis. Only the text transcript is shared — no raw audio is sent to third-party AI providers.
- Meeting Bot Integration: When using meeting bot features, meeting links and audio are processed through our meeting bot provider (MeetStream.ai) to capture transcriptions.
- Analytics: Aggregated, de-identified data may be used to improve the Service.
- Communication: To send you service-related notifications and updates.
3. Third-Party Services
PipeGuide integrates with the following third-party services that may process your data:
- OpenAI (GPT): Text transcripts are sent for AI analysis. Subject to OpenAI's Privacy Policy.
- MeetStream.ai: Meeting links and audio are processed for transcription when using the meeting bot feature. Subject to MeetStream's Privacy Policy.
We select third-party providers that maintain appropriate data protection standards. However, we recommend reviewing their respective privacy policies.
4. Data Storage and Security
- Data is stored in encrypted MongoDB databases.
- Passwords are hashed using industry-standard bcrypt algorithms.
- Authentication uses secure HTTP-only cookies with JWT tokens.
- Access to data is restricted by role-based permissions (Admin and Sales roles).
- We implement reasonable security measures to protect against unauthorized access, alteration, or destruction of data.
5. Data Retention
- Call transcripts and summaries are retained for as long as your account is active.
- Upon account deletion or termination, your data will be removed within 30 days.
- Aggregated, anonymized analytics data may be retained indefinitely.
- Admin users can configure data retention policies for their organization.
6. Your Rights
Depending on your jurisdiction, you may have the following rights:
- Access: Request a copy of the personal data we hold about you.
- Correction: Request correction of inaccurate data.
- Deletion: Request deletion of your personal data.
- Portability: Request your data in a portable format (e.g., PDF exports of call summaries).
- Objection: Object to certain processing activities.
To exercise any of these rights, contact us at privacy@pipeguide.com.
7. International Data Transfers
Your data may be processed in countries other than your country of residence. By using the Service, you consent to the transfer of your data to these countries. We ensure appropriate safeguards are in place for such transfers.
8. Children's Privacy
PipeGuide is a B2B service intended for business professionals. We do not knowingly collect data from individuals under the age of 18.
9. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes via email or in-app notification at least 30 days before they take effect.
10. Contact
For questions about this Privacy Policy, please contact our Data Protection team at privacy@pipeguide.com.