Privacy Policy

1. Who This Policy Covers

This policy applies when you visit ghostrep.ai, contact GhostRep, or use the GhostRep platform as a member of a customer organization (for example, as a sales rep, sales manager, or admin at a roofing, HVAC, solar, windows, doors, or other home improvement company).

If your employer or another organization provides you access to GhostRep, that organization is the customer and operates as the controller of the information you create inside their workspace.

2. Information We Collect

2.1 Information you give us

• Account details (name, email, phone, company, role).
• Demo requests, contact form submissions, and email or chat conversations with our team.
• Billing information processed by our payment processor (we do not store full card numbers).
• Content you submit to the product: playbooks, company-specific objections, training material, AI coach settings, manager priorities, and other configuration.

2.2 Information generated through product use

• Role play sessions, including audio, transcripts, and scoring.
• Echo sessions: field conversation recordings, transcripts, summaries, and tagged moments.
• AI Sales Coach activity: coaching notes, recommendations, and rep activity.
• Job Intel and CRM context attached to jobs, appointments, and follow-up.
• Optional structured-screening beta activity, when enabled: candidate responses, transcripts, and job-related evidence organized for human review.
• Canvassing and appointment capture activity.

2.3 Information collected automatically

• Device type, browser, operating system.
• IP address and approximate location.
• Pages visited, time on site, referring URLs.
• Product activity logs (which features were used, when, and by whom inside a customer workspace).

3. How We Use Information

We use the information described above to:

• Provide, operate, and improve the GhostRep platform and its features.
• Generate role play scenarios, coaching recommendations, Echo summaries, Job Intel context, training drafts in Training Studio, and other product outputs.
• Allow managers and admins to review activity, coach reps, and approve what is used team-wide.
• Provide customer support and respond to inquiries.
• Process payments and manage subscriptions or bundles.
• Send service communications and, with your consent, marketing communications.
• Detect, prevent, and investigate fraud, abuse, or security issues.
• Comply with applicable legal obligations.

Plain language: the product gets more useful as a company uses it because it is learning from that company's own objections, customer questions, manager priorities, and field activity. We use those signals to deliver coaching, practice, summaries, and training outputs for that specific customer. See How GhostRep Uses Company Signals for the longer explanation.

4. Customer Control

• Customers (organizations) operate as the controller of the data created inside their workspace.
• Managers and admins control what is reviewed, approved for team-wide use, exported, or shared inside the organization.
• Training Studio outputs, AI coaching recommendations, and Echo summaries are drafts and recommendations — not automatic policy. A human approves before anything is rolled out to reps.
• Raw transcripts are not broadly exposed by default. Access to underlying session content follows the customer's role and permission structure.
• AI outputs can be wrong. The platform is designed for human review.

5. How We Share Information

We do not sell, trade, or rent personal information. We share information with:

5.1 Service providers and sub-processors

Trusted vendors help us operate the platform. For Echo field-conversation processing, GhostRep uses Amazon Web Services to store recordings, Deepgram to receive audio recordings and spoken conversation content for transcription, and Anthropic or OpenAI to receive the resulting transcripts and generate AI coaching feedback. GhostRep also uses providers for email delivery, analytics, error monitoring, customer support tooling, and payment processing.

These providers may process only the information needed to deliver the contracted service. They are bound by confidentiality and data-protection obligations requiring the same or equivalent protection GhostRep applies to customer data. GhostRep does not sell Echo recordings or transcripts.

5.2 Inside a customer organization

Within a customer workspace, information is visible to users based on the roles and permissions the customer configures (for example, managers can see their team's activity).

5.3 Legal and safety

We may disclose information when required by law, court order, or other valid legal process, or to protect the rights, property, or safety of GhostRep, our users, or the public.

6. Data Security

• TLS encryption for data in transit.
• Encryption at rest in managed cloud infrastructure.
• Role-based access control inside the product.
• Least-privilege internal access at GhostRep for support and reliability work.
• Regular security reviews and monitoring.

No method of transmission or storage is perfectly secure. We work hard to protect customer data, but we cannot guarantee absolute security. See Security & AI Boundaries for more.

7. Recording & Consent

Before an Echo user starts a recording session, the mobile app explains that Deepgram receives audio and spoken conversation content for transcription, that Anthropic or OpenAI receives the resulting transcript for AI coaching analysis, and that GhostRep stores the recording, transcript, session details, and coaching results for the user and authorized members of the user's organization. The app requires the user to choose Allow AI Processing before a recording or queued recording can be transmitted for this processing.

Echo may capture conversations between customer personnel and third parties such as homeowners. Customers and users are responsible for determining when notice, disclosure, or consent is required and for obtaining it before recording. Full language is in the Terms of Service.

8. Your Rights

Depending on where you live, you may have the right to:

• Access — request a copy of personal information we hold about you.
• Correction — request corrections to inaccurate or incomplete information.
• Deletion — request deletion of personal information, subject to legal exceptions.
• Portability — request a machine-readable copy of certain data.
• Opt-out — unsubscribe from marketing communications.

If you are using GhostRep through your employer or another organization, please direct rights requests to that organization first, since they control your workspace. If you cannot reach them, contact us and we will route accordingly.

To exercise a right with GhostRep directly, email support@ghostrep.ai.

9. Cookies and Tracking

• Essential cookies — required for the platform and site to function.
• Analytics cookies — help us understand how visitors use the site.
• Marketing cookies — used to measure campaign performance and deliver relevant content.

You can control or disable cookies through your browser settings at any time.

10. Data Retention

We retain personal information for as long as the account is active, as needed to provide the service, and as required for legal, accounting, or audit obligations. When data is no longer needed, we securely delete or anonymize it.

11. Children's Privacy

GhostRep is intended for business use by individuals 18 years of age or older. We do not knowingly collect personal information from anyone under 18. If we become aware of such collection, we will delete the information promptly.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. Continued use of GhostRep after an update means you accept the revised policy.

13. Contact

Questions or requests about this Privacy Policy:

• Email: support@ghostrep.ai
• Mail: GhostRep · 8301 State Line Rd. Ste 220 #3322 · Kansas City, MO 64114