Trust & security
Last updated: 14 September 2026
ConversationPilot is a live coach on your side of the call. It is private to you and transparent to everyone else: no bot joins your meeting, no audio is stored, and nothing you say is ever used to train a model. This page says exactly what that means in practice, so you can paste it into a security questionnaire or show it to the person on the other end of the call.
What we never do
- Never store audio. Your microphone and meeting audio are transcribed in short clips and discarded. There is no recording to download, leak or subpoena, because none exists.
- Never train on your conversations. Not our own models, and not our providers': OpenAI and Anthropic process API data without using it for training. This is a term of our contract with you, not a slogan.
- Never join a call as a bot. The desktop app listens to your own computer's audio. Nothing appears in the participant list and nothing is added to the other side's recording.
- Never read faces or voice tone. Coaching cards, buying and candidate signals, scorecards and reports are derived from the words spoken. The camera is not used.
- Never market concealment. The overlay stays off your screen share so your notes stay yours. We do not sell “undetectable” software and we ask you to tell people where the law requires it.
What is captured and where it goes
- On your device: the desktop app captures your microphone and system audio (the other side of the call). Audio is cut into short clips in memory. Nothing is written to disk.
- Transcription: each clip is sent over an encrypted connection to our server and forwarded to OpenAI's Whisper API, which returns text. The clip is not stored by us at any point.
- Coaching: the transcript text, your playbook and any knowledge documents you uploaded are sent to Anthropic's Claude API to generate the coaching card. Only text leaves our server.
- Your account: when the call ends, the transcript, signals, score and report are saved to your account so you can review them. You can delete any call from its report page, and deleting your account deletes everything.
Retention and your controls
| Data | Kept for | Your control |
|---|---|---|
| Audio | Not stored | Nothing to delete |
| Transcripts, signals, reports | Life of your account | Delete per call, or delete your account |
| Knowledge documents and playbooks | Life of your account | Delete individually in the dashboard |
| Account and activity log (sign-ins, sessions, consents, charges) | Life of your account, then up to 3 years where a payment record must be kept | Account deletion removes everything not required for tax or dispute records |
| Support emails | Up to 2 years | Ask us to delete at any time |
Telling the other person
Laws on transcribing calls differ by country and, in the United States, by state. Some places require every participant's consent; the UK and most one-party states do not require the other side's consent for your own notes, but data-protection law still expects transparency. The desktop app (from version 1.5) offers a one-line disclosure you can say or paste into the meeting chat before you start coaching, in the call's language, for example:
“Quick note before we start: I use an AI coaching tool that transcribes our call for my own notes. Nothing is recorded or shared. Is that OK with you?”
Using ConversationPilot does not remove your legal duties, and we do not give legal advice. Our Terms set out your responsibilities in section 5.
Processors and regions
Every third party that touches your data, what it does, and where. Each is engaged under a data processing agreement. Transfers outside the UK and EEA rely on the UK International Data Transfer Addendum and EU Standard Contractual Clauses.
| Processor | Purpose | Region | Data |
|---|---|---|---|
| OpenAI | Speech-to-text (Whisper API) for short audio clips | United States | Audio clips in transit only; not used for training; deleted under OpenAI's API retention policy (up to 30 days for abuse monitoring, or immediately where zero data retention applies) |
| Anthropic | Coaching cards, signals, scores and post-call reports from the transcript | United States | Transcript text and the context you provide; not used for training |
| Neon | Database | United States | Account, transcripts, reports, knowledge documents, activity log |
| Vercel | Application hosting | United States (edge worldwide) | Request logs |
| Clerk | Sign-in and account management | United States | Name, email, sign-in metadata |
| Stripe | Billing | United States / Ireland | Payment details (we never see card numbers), billing address, consent record |
| Resend | Transactional and onboarding email | United States | Email address, message content |
| AgentMail (Amazon Web Services SES) | Receiving support and legal email | United States | Emails you send us |
| Cloudflare | Download hosting for the desktop app | Worldwide edge | Download request logs |
| Google Analytics 4 | Website analytics, only after you accept optional cookies | United States | Pseudonymous usage data |
Security basics
- All traffic is encrypted in transit (TLS 1.2+). Data at rest is encrypted by our database and hosting providers.
- Sign-in is handled by Clerk; we never see or store passwords.
- The desktop app is signed with an Apple Developer ID and notarised by Apple; updates are served over HTTPS and verified by checksum before they install.
- Card details go directly to Stripe; we never see or store card numbers.
- Access to production data is limited to the founder and used only to operate the service or to help you when you ask.
- We do not yet hold a SOC 2 report. If a purchase depends on one, tell us and we will share our current controls and timeline.
For teams and procurement
Business customers can request a signed Data Processing Agreement, a copy of this processor list with contacts, and a short written answer to any security questionnaire. Team owners can ask us to apply a fixed retention period to their team's transcripts and reports. Write to hello@conversationpilot.ai and you will hear from the founder within one UK business day.