Privacy Policy

1. Introduction

This Privacy Policy explains how Gavin VanderLaan d/b/a Coldvise (“we,” “us,” or “our”) collects, uses, discloses, and safeguards your information when you use Coldvise (the “Service”), an AI-assisted tool that provides live guidance and post-call debriefs during sales calls, available as a web application and a Windows desktop application. By using the Service, you agree to the practices described here and to our Terms of Service.

2. Information We Collect

We collect the following categories of information:

• Account information. Your email address and authentication credentials, managed through our authentication provider, and profile settings.
• Billing information. Subscription and membership status, plan, usage metering (transcription hours, AI-processing units, and computed cost), and purchased-credit balance. Payment card details are collected and stored by our payment processor, not by us.
• Call audio streams. When you run a call, audio from both sides of the conversation (your microphone input and your system/output audio, the other participants) is captured and streamed to our speech-to-text provider so it can be converted to text.
• Transcripts. The text transcript produced from your call audio.
• AI suggestions and debriefs. The live suggestions and post-call debriefs generated for you from your transcript and context.
• Content you provide. Sales scripts, CRM and lead data, notes, and documents you type, paste, or upload for use during calls.
• Usage metrics. Metering data about your use of the Service, such as session counts, transcription hours, and AI-processing volume.
• Device and log data. Basic technical and diagnostic data needed to operate and secure the Service, such as IP address, browser or desktop-app version, device and operating-system information, and error logs.
• Partner/referral data. If you sign up through a partner or referral link, we record the partner attribution associated with your account.

3. How We Use Your Information

• To provide, maintain, and improve the Service, including live suggestions and post-call debriefs.
• To transcribe your call audio and generate AI output from your transcripts and the context you provide.
• To authenticate you and manage your account and profile.
• To process memberships and credit-pack purchases, meter usage, and apply credits.
• To administer the partner/referral program and attribute qualifying signups.
• To detect, prevent, and address fraud, abuse, and security issues.
• To communicate with you about the Service, including service and billing notices.
• To comply with legal obligations and enforce our Terms of Service.

We do not sell your personal information, and we do not use your call content to train our own models.

4. Subprocessors

We share information with the following subprocessors strictly to operate the Service. Each processes data under its own terms and privacy policy:

Our subprocessors’ use of data is governed by their respective agreements and privacy policies. We may update this list as our providers change; material changes will be reflected here.

5. Call Recording & Consent (Important)

The Service records and transcribes both sidesof your calls: your audio and the audio of every other participant. Laws governing the recording of calls and conversations vary by jurisdiction. Some require the consent of only one party, while others, including certain U.S. states with “two-party” or “all-party” consent requirements, require the consent of some or all parties.

You are solely responsible for understanding and complying with all applicable recording, wiretapping, and privacy laws, including obtaining consent from ALL call participants where required by law before recording or transcribing a call. Recording without any legally required consent is a prohibited use of the Service. You agree to use the Service only where you are legally permitted to do so.

6. Data Retention

We retain account, subscription, and usage records for as long as your account is active and as needed to provide the Service, comply with our legal obligations, resolve disputes, and enforce our agreements. Transcripts, AI debriefs, and content you upload are retained so you can access your history until you delete them or delete your account. Call audio is streamed to our transcription provider for the purpose of producing a transcript and is not retained by us as a stored audio file beyond what is necessary to deliver the Service. When you delete your account, your associated records are deleted in accordance with Section 9, subject to the limited exceptions described there.

7. Security

We use reasonable administrative, technical, and organizational measures designed to protect your information, including encryption in transit, access controls, and reliance on established infrastructure providers. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your Rights

Depending on where you live, you may have rights to access, correct, delete, or port your personal information, or to object to or restrict certain processing. To exercise these rights, contact us at gvanderlaan22@gmail.com. We will respond as required by applicable law. You may also access, update, or delete much of your information directly within the Service.

9. Account Deletion

You can delete your account from within the Service. Deleting your account cancels any active membership and removes your profile, transcripts, AI debriefs, uploaded content, and usage and subscription records associated with your account. Some information may be retained where required by law or for legitimate business purposes such as fraud prevention and financial record-keeping, and residual copies may persist in backups for a limited period before being overwritten.

10. Children's Privacy

The Service is not directed to individuals under the age of 18, and we do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us at gvanderlaan22@gmail.com and we will take appropriate steps to delete it.

11. International Users

We and our subprocessors may process and store information in countries other than your own, including the United States. By using the Service, you consent to the transfer of your information to those countries.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will revise the “Last updated” date above and, where appropriate, provide additional notice. Your continued use of the Service after changes take effect constitutes acceptance of the updated policy.

13. Contact Us

Questions about this Privacy Policy? Contact us at gvanderlaan22@gmail.com, Gavin VanderLaan d/b/a Coldvise, 8855 Heirloom Dr SW, Byron Center, MI 49315, USA.