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Privacy Policy

Last updated: February 2025

1. Information We Collect

We collect the following categories of information when you use AI Call Moderator:

  • Account Information: When you register, we collect your name, email address, and profile information as provided through Clerk, our authentication provider. We do not store your password directly; authentication is managed entirely by Clerk.
  • Audio Streams: During active sessions, audio is captured from your browser microphone or via our Chrome extension and streamed for transcription. Audio is processed in real-time and is not persistently stored (see Section 2).
  • Transcripts: The text output from speech-to-text processing is stored in our database and associated with your account and session.
  • AI Analysis Results: Group dynamics assessments, speaker participation metrics, facilitator suggestions, and other AI-generated insights are stored alongside your session transcripts.
  • Usage Data: We collect basic usage information such as session durations, feature usage, and error logs to maintain and improve the Service.
  • Payment Information: Payment details are collected and processed by our designated payment processor (Merchant of Record). We do not directly store credit card numbers or banking information.

2. How We Process Audio

Audio processing is a core function of the Service, and we want to be transparent about how it works:

  • Audio is captured from your device (microphone or browser tab via our Chrome extension) and streamed directly to Amazon Web Services (AWS) Transcribe.
  • The audio stream is processed in real-time for speech-to-text conversion. Audio data passes through our server as a transient WebSocket stream and is not written to disk, stored in a database, or retained in any form.
  • Only the resulting text transcript is stored. Once the transcription is complete, the original audio data no longer exists on our infrastructure.
  • AWS Transcribe processes the audio according to AWS's Privacy Policy. AWS does not use your audio data to improve their services unless you explicitly opt in (we do not opt in).

3. AI Analysis

After transcription, session transcripts are sent to the Anthropic Claude API for group dynamics analysis. This analysis generates insights about speaker participation, conversation patterns, potential facilitator interventions, and group dynamics observations.

Anthropic, the provider of the Claude AI model, does not use data submitted through their API to train or improve their models. Your transcripts and analysis requests are processed according to Anthropic's Privacy Policy and their API data usage policies. Anthropic may retain API inputs and outputs for a limited period for trust and safety purposes, as described in their documentation.

AI-generated analysis is provided for informational purposes only and should not be relied upon as professional advice.

4. Third-Party Processors

We use the following third-party services to operate AI Call Moderator. Each processes data on our behalf and in accordance with their own privacy policies:

  • Amazon Web Services (AWS) Transcribe: Real-time speech-to-text conversion. Processes audio streams; does not retain audio data.
  • Anthropic (Claude API): AI-powered analysis of transcripts for group dynamics and facilitator suggestions. Does not use API data for model training.
  • Clerk: Authentication and user account management. Stores account credentials, profile information, and session tokens.
  • Payment Processor: Payment processing and subscription management. Acts as Merchant of Record; handles billing, invoicing, and refunds. Stores payment methods and transaction history.
  • Neon: Managed PostgreSQL database hosting. Stores transcripts, analysis results, user preferences, and session metadata.

5. Data Storage & Retention

Your data is stored in a Neon-hosted PostgreSQL database with encrypted connections. We retain the following data for the duration of your account:

  • Account profile information
  • Session transcripts and metadata
  • AI analysis results and group dynamics reports
  • Subscription and billing status (detailed records held by our payment processor)

Upon account deletion or upon request, we will delete all your personal data, transcripts, and analysis results from our database within 30 days. Some data may be retained in encrypted backups for up to 90 days before automatic expiration. Data required for legal compliance (such as transaction records) may be retained longer as required by applicable law.

6. Cookies

Moderatos uses only essential cookies required for the Service to function:

  • Authentication Cookies: Set by Clerk to maintain your login session. These are strictly necessary for the Service to identify you and keep you signed in.

We do not use any tracking cookies, advertising cookies, or third-party analytics cookies. We do not participate in cross-site tracking or advertising networks.

7. Your Rights

You have the following rights regarding your personal data:

  • Access: You can request a copy of all personal data we hold about you, including your transcripts and analysis results.
  • Export: You can request an export of your data in a machine-readable format (JSON).
  • Deletion: You can request deletion of your account and all associated data. We will process deletion requests within 30 days.
  • Correction: You can request correction of inaccurate personal information associated with your account.
  • Objection: You may object to certain processing activities where we rely on legitimate interests as the legal basis.

To exercise any of these rights, contact us at support@moderatos.app. We will respond to all requests within 30 days.

8. Data Security

We implement appropriate technical and organizational measures to protect your personal data:

  • All data transmitted between your browser, our servers, and third-party services is encrypted in transit using TLS (HTTPS and WSS for WebSocket connections).
  • Database connections are secured with SSL/TLS encryption.
  • Authentication is managed by Clerk using industry-standard security practices, including secure session management and optional multi-factor authentication.
  • Access to production infrastructure is restricted and monitored.

While we take reasonable precautions to protect your data, no method of electronic transmission or storage is completely secure. We cannot guarantee absolute security but commit to promptly addressing any security incidents and notifying affected users in accordance with applicable law.

9. Children's Privacy

Moderatos is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us at support@moderatos.app and we will take steps to delete such information promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. If we make material changes, we will notify you by email or by posting a prominent notice on the Service at least 14 days before the changes take effect. The "Last updated" date at the top of this page indicates when this Policy was last revised. Your continued use of the Service after any changes constitutes your acceptance of the updated Policy.

11. Contact Information

If you have any questions about this Privacy Policy or our data practices, please contact us at support@moderatos.app.