Privacy Policy

1. Who we are

ConversationPilot is a trading name of Future Systems AI Ltd, registered in England & Wales (Company No. 17210087). Our registered address is 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom.

Future Systems AI Ltd (“we”, “us”, “our”) operates the website conversationpilot.ai and the ConversationPilot application. We are committed to protecting your personal data and your right to privacy. If you have any questions, please contact us at info@conversationpilot.ai.

2. What data we collect

• Account data: Your name and email address when you sign up via Clerk authentication.
• Profile data: Your role context, default coaching mode, and any background you voluntarily provide to tune coaching.
• Call data: Account names, call titles, and the playbook or mode you select for a coached call.
• Coaching session data: Call transcripts, detected signals, scorecards, and AI-generated coaching notes and post-call reports.
• Payment data: Subscription and billing information processed by Stripe. We never see or store your full card details.
• Usage data: Standard analytics including pages visited, features used, and session duration.
• Account activity log: Timestamps, IP address and device type for sign-ins to the desktop app, the start and end of coaching sessions, coaching cards delivered, reports saved, the terms you accepted at checkout and the billing notices we sent you. We keep this to run your account, to show you your own setup progress, and as evidence if a payment is disputed with your card issuer. It is retained for the life of your account and for 3 years afterwards where a payment record requires it.

3. How we use your data

• To provide and improve the ConversationPilot service.
• To personalise real-time call coaching and post-call reports to your role and context.
• To process payments and manage your subscription.
• To send you service notifications (billing, security) and, unless you unsubscribe, a short series of onboarding emails about getting started. Every onboarding email has a one-click unsubscribe link.
• To comply with legal obligations.

4. AI processing

What we never do: we never store your audio, we never use your conversations to train any model (ours or a provider's), we never join your calls as a bot, and we never derive signals from voice tone or faces: coaching, signals and scores are generated from the words spoken. Our Trust page lists every processor, region and retention period.

Speech is converted to text by OpenAI's Whisper API. Audio is sent in short clips over an encrypted connection and is not stored by ConversationPilot; OpenAI does not use API data to train its models and deletes it under its API data-retention policy (currently up to 30 days for abuse monitoring, or immediately where zero data retention applies). ConversationPilot then uses Anthropic's Claude AI to generate live coaching prompts, detect conversation signals, score calls, and produce post-call reports from the transcript and the context you provide. Anthropic's processing is governed by their privacy policy. We do not use your data to train AI models.

5. Microphone and meeting audio

The live coaching feature requests access to your microphone and, on the desktop app, to system (meeting) audio so it can hear both sides of the call. Audio is transcribed in short clips and raw audio is never stored on our servers or on your device. When you end a call, the transcript, detected signals, scorecard and post-call report are saved to your account so you can review them; you can delete any call from its report page at any time. The camera is not used. You can revoke these permissions at any time in your browser or operating system settings.

6. Third-party recordings and your legal obligations

When you use the Live Coaching feature, audio from your session is captured on your device, transcribed by our speech-to-text provider (OpenAI) and analysed by our AI provider (Anthropic) to generate coaching tips and reports. This processing may involve capturing audio from conversations with third parties (e.g., prospects, customers, or candidates).

• ConversationPilot does not notify or obtain consent from third parties on your behalf. It is your sole responsibility to inform any third party that a transcript or recording is being made, and to obtain their consent where required by law.
• Recording consent laws vary. In many jurisdictions — including the United Kingdom (under the Investigatory Powers Act 2016, related business-recording regulations and UK GDPR), California (under CIPA), and EU member states (under GDPR and national laws) — recording a conversation without all-party consent may be unlawful. We do not represent that use of the Live Coaching feature is lawful in any particular jurisdiction.
• We are not responsible for your compliance. ConversationPilot provides the tool; you control how and when you use it. We accept no liability for any claims, penalties, or disputes arising from your failure to comply with applicable recording or privacy laws.
• Transcripts and notes are yours. Any session transcripts, AI-generated notes, or debrief content are stored in your account and are under your control. You are responsible for how you use, share, or retain this content in compliance with applicable data protection law.

7. Data sharing and sub-processors

We do not sell your personal data. We share data only with the sub-processors below, each engaged under a data processing agreement and used strictly to provide the Service:

• Clerk — authentication and user management
• Neon — database hosting (United States)
• Anthropic — AI processing for live coaching, signal/scorecard analysis, and post-call reports
• OpenAI — speech-to-text transcription (audio is transcribed; OpenAI does not use API data to train its models)
• Stripe — payment processing
• Resend — outbound transactional and onboarding email
• AgentMail (via Amazon Web Services SES, United States) — receiving and handling inbound support and legal email
• Vercel — application hosting
• Cloudflare — DNS and download hosting for the desktop app
• Google (Google Analytics 4) — website usage analytics, only after you accept optional cookies

7a. International data transfers

Some of our sub-processors (including Neon, Vercel, Anthropic, OpenAI, Stripe, Amazon Web Services and Google) process or store data on servers located in the United States. Where we transfer personal data of UK or EEA individuals outside the UK/EEA, we rely on appropriate safeguards — the UK International Data Transfer Addendum and the EU Standard Contractual Clauses — to ensure your data receives an equivalent level of protection. You can request details of these safeguards by contacting us.

7b. Business use and the data of others (B2B)

If you use ConversationPilot in the course of business to process personal data of third parties (such as prospects, customers, or candidates), you act as the data controller for that data and ConversationPilot acts as your processor. You are responsible for having a lawful basis and any required consents. We make a Data Processing Agreement (DPA) available to business customers on request at info@conversationpilot.ai.

8. Data retention

We retain your data for as long as your account is active. You can delete individual calls from their report page at any time. Deleting your account (Manage account in the app) removes your profile, knowledge documents, calls and reports and cancels any active subscription. You can also request deletion by emailing info@conversationpilot.ai. We will complete deletion within 30 days.

9. Your rights (UK GDPR & GDPR)

Under UK GDPR and EU GDPR, you have the right to:

• Access the personal data we hold about you
• Correct inaccurate data
• Request deletion (“right to be forgotten”)
• Object to or restrict processing
• Data portability
• Withdraw consent at any time

To exercise any right, email info@conversationpilot.ai.

10. Cookies

We use essential cookies for authentication, payments and remembering your choices, and — only if you accept them — Google Analytics 4 cookies to understand how the site is used. We do not use advertising cookies. The cookies set on conversationpilot.ai are:

Essential cookies do not require your consent as they are strictly necessary for the service to function. You can withdraw consent for optional cookies at any time via the “Cookie preferences” link in the footer. Under UK GDPR, you have the right to object to non-essential processing at any time.

11. Changes to this policy

We may update this policy from time to time. We will notify you of significant changes by email or in-app notice. Continued use of ConversationPilot after changes constitutes acceptance.

12. Contact

For any privacy questions or requests: